Project communications Management

Question 1

3 processes of communication management

Answer 1

1. plan communications management
2. manage communications
3. monitor communications

Question 2

Acknowledgment

Answer 2

The receiver signals that the message has been received. An acknowledgment shows receipt of the message, but not necessarily agreement with the message.

Question 3

Active listening

Answer 3

The receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.

Question 4

Choice of media

Answer 4

The best modality to use when communicating that is relevant to the information being communicated.

Question 5

Communication assumptions

Answer 5

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

Question 6

Communication barrier

Answer 6

Anything that prohibits communication from occurring.

Question 7

Communication channels formula

Answer 7

N(N – 1)/2, where N represents the number of identified stakeholders. This formula reveals the total number of communication channels within a project.

Question 8

Communication constraints

Answer 8

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 tea

Question 9

Communications management plan

Answer 9

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

Question 10

Decoder

Answer 10

The device that decodes a message as it is being received.

Question 11

Effective listening

Answer 11

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.

Question 12

Encoder

Answer 12

The device that encodes the message being sent.

Question 13

Feedback

Answer 13

The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation.

Question 14

Influence/impact grid

Answer 14

Stakeholders are mapped on a grid based on their influence over the project in relation to their influence over the project execution.

Question 15

Information presentation tools

Answer 15

A software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text. (Think of Microsoft Project.)

Question 16

Information retrieval system

Answer 16

A system to quickly and effectively store, archive, and access project information

Question 17

Interactive communication

Answer 17

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.

Question 18

Lessons learned

Answer 18

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.

Question 19

Medium

Answer 19

The device or technology that transports a message.

Question 20

Noise

Answer 20

Anything that interferes with or disrupts a message.

Question 21

Nonverbal

Answer 21

Facial expressions, hand gestures, and body language are nonverbal cues that contribute to a message. Approximately 55 percent of communication is nonverbal.

Question 22

Paralingual

Answer 22

The pitch, tone, and inflections in the sender’s voice affecting the message being sent

Question 23

Performance report

Answer 23

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

• cost
• scope
• schedule
• quality
• risks

Question 24

Project presentations

Answer 24

Presentations are useful in providing information to customers, management, the project team, and other stakeholders.

Question 25

Project records

Answer 25

All the business of the project communications is also part of the organizational process assets. This includes e-mails, memos, letters, and faxes

Question 26

Project reports

Answer 26

Reports are formal communications on project activities, their status, and conditions

Question 27

Pull communication

Answer 27

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.

Question 28

Push communication

Answer 28

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.

Question 29

Receiver

Answer 29

The person who receives the message

Question 30

Sender

Answer 30

The person who is sending the message.

Question 31

Sender–receiver models

Answer 31

Feedback loops and barriers to communications

Question 32

Stakeholder notifications

Answer 32

Notices to the stakeholders about resolved issues, approved changes, and the overall health of the project.

Question 33

Status review meeting

Answer 33

A regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement.

Question 34

Time reporting system

Answer 34

A system to record the actual time to complete project activities.

Question 35

5 Cs of Communication

Answer 35

1. correct grammar and spelling
2. concise expression and excessive words
3. clear purpose
4. coherent and logical flow of ideas
5. controlled flow of ideas

Question 36

Manage Meetings

Answer 36

• Agenda
• Start and stop times
• everyone on point
• manage expectations
• record actions and assignments
• follow-up as needed

Question 37

ITTOs Plan Communications Management

Answer 37

• inputs: Project charter, PM plan, resource management plan, stakeholder engagement plan, Project docs, requirements documentation, stakeholder register, EEFs and OPAs
• tools and techniques: expert judgment, communication requirements analysis, communication technology, communication models, communication methods, Interpersonal and team skills, communication styles assessment, political awareness, cultural awareness, data representation, stakeholder engagement assessment matrix, meetings
• outputs: communications management plan, PM plan updates, stakeholder engagement plan, project docs update, project schedule, stakeholder register

Question 38

Goals of Communications Planning

Answer 38

• who needs the information
• when the information will be needed
• the expected modality
• security, archive, and access
• communication influences (time zones, languages, working hours, technology, and cultural considerations)

Question 39

communication model

Answer 39

• sender
• encoder: a form of media ex email
• medium: network the email flow through
• decoder: receiver’s email package
• receiver
• noise: interrupts or distract the message
• barriers: stop from communication, different languages, fax out of paper, etc
• acknowledgments
• feedback/response

Question 40

Communication Methods

Answer 40

• interactive communication: two or more parties in real-time, meetings, phone calls, ad hoc conversations
• push communication: sent to specific recipients, information is distributed, does not ensure reception or understanding
• Pull communication: large complex information sets, access content subject to security, web portals, intranet sites, e-learning, lessons learned databases or knowledge repositories
• interpersonal communications: face to face, individuals
• small group communication: groups of three to six people
• public communication: single speaker to a group
• mass communication: minimal connection to the large groups
• networks and social computing communication: emerging trends of many to many supported by social computing technology and media

Question 41

Status Report

Answer 41

• provide current information on:
• cumulative cost
• budget
• scope
• RAG rating
• Schedule
• Tell the project story

Question 42

Successful communications

Answer 42

• paralingual: pitch, tone, and inflections
• feedback
• active listening
• effective listening: the receiver is involved in the listening, pay attention to visual clues, ask relevant questions
• nonverbal: nonverbal clues affect the message, facial expressions, hand gestures

Question 43

ITTOs Managing Project Communication

Answer 43

• inputs: PM plan, resource management plan, communications management plan, stakeholder engagement plan, Project docs, change log, issue log, lessons learned register, quality report, risk report, stakeholder register, Work performance reports, EEFs and OPAs
• tools and techniques: communication technology, communication methods, communication skills, communications competence, feedback, nonverbal, presentations, PMIs, project reporting, interpersonal and team skills, active listening, conflict management, cultural awareness, meeting management, networking, political awareness, meetings
• outputs: project communications, PM plan updates, communications management plan, stakeholder engagement plan, project docs updates, issue log, lessons learned register, project schedule, risk register, stakeholder register, OPAs updates

Question 44

ITTOs Monitoring Communication

Answer 44

• inputs: PM plan, communications management plan, stakeholder engagement plan, Project docs, issue log, lessons learned register, project communications, Work performance data, EEFs and OPAs
• tools and techniques: expert judgment, PMIs, data analysis, stakeholder engagement matrix, interpersonal and team skills, observation/conversation, meetings
• outputs: work performance information, change requests, PM plan updates, communications management plan, stakeholder engagement plan, Project docs updates, issue log, lessons learned register, stakeholder register

Question 45

Stakeholder engagement assessment matrix

Answer 45

shows where you are currently and where you want to be

Question 46

Outputs of reporting performance

Answer 46

• performance reports
• forecasting
• change requests
• recommended corrective actions