Project Communications Management Flashcards
Acknowledgment
The receiver signals that the message has been received. An acknowledgment shows receipt of the message, but not necessarily agreement with the message.
Active listening
udemy- The receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.
pmbok- listening actively involves acknowledging, clarifying and confirming, understanding, and removing barriers that adversely affect comprehension.
Choice of media
udemy-The best modality to use when communicating that is relevant to the information being communicated.
pmbok- decisions about application of communications artifacts to meet specific project needs, such as when to communicate in writing versus orally, when to prepare an informal memo versus a formal report, and when to use push/pull options and the choice of appropriate technology.
Communication assumptions
Anything that the project management team believes to be true but hasn’t proven to be true. For example, the project management team may assume that all of the project team can be reached via cell phone, but parts of the world, as
of this writing, don’t have a cell signal.
Communication barrier
Anything that prohibits communication from occurring.
Communication channels formula
N(N – 1)/2, where N represents the number of identified stakeholders. This formula reveals the total number of communication channels within a project
Communication constraints
Anything that limits the project management team’s options. When it comes to communication constraints, geographical locales, incompatible communications software, and even limited communications technology can constrain the project team.
Communications management plan
udemy- A project management subsidiary plan that defines the stakeholders who need specific information, the person who will supply the information, the schedule for the information to be supplied, and the approved modality to provide the information.
pmbok- a component of the project management plan that describes how the project communications will be planned, structured, implemented, and monitored for effectiveness.
Decoder
The device that decodes a message as it is being received.
Effective listening
The receiver is involved in the listening experience by paying attention to visual cues from the speaker and paralingual characteristics, and by asking relevant questions.
Encoder
The device that encodes the message being sent.
Feedback
udemy- The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation.
pmbok- information about reactions to communications, a deliverable, or a situation.
Influence/impact grid
Stakeholders are mapped on a grid based on their influence over the project in relation to their influence over the project execution.
Information presentation tools
A software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text. (Think of Microsoft Project.)
Information retrieval system
A system to quickly and effectively store, archive, and access project information.
Interactive communication
udemy- This is the most common and most effective approach to communication. It’s where two or more people exchange information. Consider status meetings, ad-hoc meetings, phone calls, and videoconferences.
pmbok- between two or more parties performing a multidirectional exchange of information in real time.
Lessons learned
udemy- This is documentation of what did and did not work in the project implementation. Lessons learned documentation is created throughout the project by the entire project team. When lessons learned sessions are completed, they’re
available to be used and applied by the entire organization. They are now part of the
organizational process assets (this looks like lessons learned register)
pmbok- the knowledge gained during a project which show how project events were addressed or should be addressed in the future for the purpose of improving future performance.
Medium
The device or technology that transports a message.
Noise
Anything that interferes with or disrupts a message.
Nonverbal
Facial expressions, hand gestures, and body language are nonverbal cues that contribute to a message. Approximately 55 percent of communication is nonverbal.
Paralingual
The pitch, tone, and inflections in the sender’s voice affecting the message being sent.
Performance report
udemy- A report that depicts how well a project is performing. Often, the performance report is based on earned value management and may include cost or schedule variance reports. (may be the same as work performance reports)
Project presentations
Presentations are useful in providing information to customers, management, the project team, and other stakeholders.
Project records
All the business of the project communications is also part of the organizational process assets. This includes e-mails, memos, letters, and faxes.
Project reports
Reports are formal communications on project activities, their status, and conditions
Pull communication
udemy- This approach pulls the information from a central repository, like a database of information. Pull communications are good for large groups of stakeholders who want to access project information at their discretion. Consider a project web site where stakeholders can periodically drop by for a quick update on the project status.
pmbok- used for large complex information sets, or for large audiences, and requires the recipients to access content at their own discretion subject to security procedures. These methods include web portals, intranet sites, e-learning, lessons learned databases, or knowledge repositories.
Push communication
This approach pushes the information from the sender to the receiver without any real acknowledgment that the information was really received or understood. Consider letters, faxes, voicemail messages, e-mails, and other communications modalities that the sender packages and sends to receivers through some intermediary network.
Receiver
The person who receives the message.
Sender
The person who is sending the message.
Sender–receiver models
udemy- Feedback loops and barriers to communications.
pmbok- incorporating feedback loops to provide opportunities for interaction/participation and remove barriers to effective communication.
Stakeholder notifications
Notices to the stakeholders about resolved issues, approved changes, and the overall health of the project
Status review meeting
A regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement.
Time reporting system
A system to record the actual time to complete project activities.
