Brainscape's Knowledge GenomeTM

Browse over 1 million classes created by top students, professors, publishers, and experts.


See full index

CAPM Project Management > Project Communications Management > Flashcards

Project Communications Management Flashcards

1
Q

What are the dimensions of communication activities?

A

include but not limited to:

  • internal
  • external
  • formal
  • informal
  • hierarchical focus (upwards, downwards, horizontal)
  • official
  • unofficial
  • written
  • oral
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
2
Q

What is the purpose of project communications management?

A
  • involves developing strategies that enhance the effectiveness and accuracy of messages within the stakeholder community
  • successful communication involves to parts:
    a. the development of a communications plan based on the needs of the project and its stakeholders
    b. the actual messages that are generated during project work
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
3
Q

What is the role of the PM during project communications management?

A
  1. consider all the factors of communication:
    - space in which the communication takes place
    - verbal and nonverbal messages
    - intended meaning of a message vs. the perceived meaning
  2. create an appropriate plan based on the needs of the stakeholder group, the available organizational assets, and the needs of the project
  3. ensure timely collection, creation, distribution, storage, retrieval, management, monitoring, and disposition of project information
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
4
Q

What is the impact of project communications management?

A
  • communication impacts every other knowledge area

- effective and efficient communication is integral to good project management

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
5
Q

What are communication mechanisms for project communications management?

A
  • project communications mgmt. requires messages to initiate processes and stimulate relationships between people
  • messages can take many forms, usually in hard (paper) or soft (electronic) format
  • examples include, written, spoken, formal or informal, gestures, media, and choice of words
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
6
Q

What are the five C’s of written communication?

A
  1. correct grammar and spelling
  2. concise expression and elimination of excess words
  3. clear purpose and expression directed to the needs of the reader
  4. coherent logical flow of ideas
  5. controlling flow of words and ideas
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
7
Q

What are some communications skills for project communications management?

A
  1. listening actively
  2. awareness of cultural and personal differences
  3. identifying, setting, and managing stakeholder expectations
  4. enhancing team members’ skills in persuasion, motivation, coaching, negotiation for mutually acceptable agreements, and conflict resolution
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
8
Q

What are the processes that are a part of the project communications management knowledge area?

A
  1. plan communications management
  2. manage communications
  3. monitor communications
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
9
Q

In what project management process group is the plan communications management process?

A

planning process group

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
10
Q

In what project management process group is the manage communications process?

A

executing process group

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
11
Q

In what project management process group is the monitor communications process?

A

monitoring and controlling process group

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
12
Q

What are some of the tailoring considerations for project communications management?

A
  1. stakeholder communications
  2. physical location
  3. communications technology
  4. language
  5. knowledge management
  6. agile/ adaptive environments
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
13
Q

What are some tailoring considerations for agile/adaptive environments during project communications management?

A
  1. streamlining team member access to information promotes effective agile methods
  2. posting project artifacts in a transparent fashion ensures all team members are aware of project performance and of templates or other resources
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
14
Q

What are some of the trends and emerging practices in project communications management?

A
  1. inclusion of stakeholders in project reviews
  2. inclusion of stakeholders in project meetings
  3. increased use of social computing
  4. multifaceted approaches to communications
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
15
Q

How is the trend of including stakeholders in project reviews useful?

A
  • stakeholders are essential to project outcomes and should be invited wherever appropriate
  • a strong communications strategy also requires regular review of the stakeholder community and allows for updates to account for changes in its members
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
16
Q

How is the emerging trend of including stakeholders in project meetings useful for project communications management?

A
  • the inclusion of stakeholders can provide visibility to stakeholders regarding daily achievements, issues and impediments, and plans for the current day’s work
  • brief, daily stand-up meetings should include stakeholders from inside the project or even outside the organization, if appropriate
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
17
Q

How is the emerging trend of increased use of social computing useful in project communications management?

A
  • social computing allows for different approaches to collaborating
  • social networks and social media support information exchange and help build relationships by establishing deeper levels of trust
  • the project’s communication strategy draws from all available technologies and respects cultural, practical and personal preferences for language, media, content, and delivery
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
18
Q

How is the emerging practice of multi-faceted approaches to communications useful in project communications management?

A

multifaceted approaches to communications are effective when dealing with stakeholders from different generations and cultures

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
19
Q

What information is included in the communications management plan?

A
  1. stakeholder communication requirements
  2. information to be communicated, including language, format, etc.
  3. escalation processes
  4. reason for distribution
  5. timeframe and frequency and receipt of acknowledgement or management
  6. person responsible for communicating
  7. who will receive the information
  8. methods
  9. resources
  10. method for updating communications management plan
  11. glossary
  12. flow charts of the information flow
  13. constraints
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
20
Q

What is the push communication method?

A
  • sent or distributed directly to specific recipients who need to receive the information
  • this ensures that the information is distributed but does not ensure that it actually reached or was understood by the intended audience
  • push communication artifacts include letters, memos, reports, emails, faxes, voicemails, blogs, and press releases
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
21
Q

As part of the communications model, what is the sender responsible for?

A
  • the transmission of the message
  • ensuring the information being communicated is clear and complete
  • confirming the messages is correctly interpreted
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
22
Q

What is a communication requirements analysis?

A

an analytical technique to determine the information needs of the project stakeholders through interviews, workshops, study of lessons learned from previous projects, etc.

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
23
Q

What is the definition of the communications management plan?

A

a component of the project management plan that describes how project communications will be planned, structured, implemented, and monitored for effectiveness

How well did you know this?
1
Not at all
2
3
4
5
Perfectly
24
Q

What is the purpose of the plan communications management process?

A
  • effective communications among team members and stakeholders are essential to running a successful project
  • by planning the communications used in a project, the PM can identify who needs what information and when
  • the key benefit of this process is the created of a documented approach to engage stakeholders by presenting relevant information in a timely manner
  • it sets the state for effective communication
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
25
Q

What is the role of the PM during the plan communications management process?

A
  • PM plays a crucial role b/c they spend a large majority of time managing the communications in a project
  • provide the bridge among stakeholders and various cultures and perspectives using different communication methods
  • raising awareness by helping people understand the goals, impacts and benefits of project changes can commit them to the change effort
  • continuously ask yourself, “will this information be important to the identified stakeholders?” and “have we provided the information that each stakeholder wants?”
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
26
Q

What is the impact of the plan communications management process?

A
  • the communications mgmt. plan impacts stakeholder mgmt. and the issue log
  • also impacts the executing, and monitoring and controlling processes by dictating change management processes
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
27
Q

What are some of the technology considerations during the plan communications management process?

A
  • technology should be compatible, available, accessible, and suitable for all participants
  • the project environment can affect the communication technology used, including factors like physical location, time zone differences, languages, and other environmental factors
  • the possibility of added security measures and restricted social media policies will also dictate the type of communication technology needed
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
28
Q

What is the basic sender/receiver communication model?

A
  • has two parties and entails the assurance that the message is delivered, not necessarily understood
  • encode the message (into symbols, text, or sound)
  • transmit the message (via communication channel)
  • decode (receive and translate into a useful form)
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
29
Q

What is the interactive communication model?

A
  • has two parties and entails that the message is delivered and understood
  • the sender is responsible for transmission,
  • receiver is responsible for receiving, interpreting, and responding
How well did you know this?
1
Not at all
2
3
4
5
Perfectly
30
Q

What is the cross-cultural communication model?

A

acknowledges that differences in communication styles can be present due to differences in people

-the message is influenced by differences and will contribute to barriers or noise

31
Q

What are the types of communication methods?

A
  1. interactive
  2. push
  3. pull
32
Q

What is the interactive method of communication?

A

involves two or more parties, with multidirectional exchange in real time

33
Q

What is the pull method of communication?

A

requires recipients to access the content on their own

34
Q

What are the inputs to the plan communications management process?

A
  1. project documents
  2. EEFs
  3. OPAs
  4. PM plan (resource mgmt. plan and stakeholder engagement plan)
  5. project charter
35
Q

What are potential project documents that are inputs to the plan communications management process?

A
  1. requirements documentation

2. stakeholder register

36
Q

What are potential EEFs that are inputs to the plan communications management process?

A
  1. organizational culture, political climate, and governance framework
  2. personnel administration policies
  3. stakeholder risk thresholds
  4. established communication channels, tools, and systems
  5. geographic distribution of facilities and resources
37
Q

What are some of the OPAs to consider during the plan communications management process?

A
  1. organizational policies and procedures for social media, ethics, and security
  2. organizational policies and procedures for issue, risk, change, and data management
  3. organizational communication requirements
  4. standardized guidelines for development, exchange, storage, and retrieval of information
  5. historical information and lessons learned repository
  6. stakeholder communications data and information from previous projects
38
Q

What are outputs produced by the plan communications management process?

A
  1. communications management plan
  2. PM plan updates (stakeholder engagement plan)
  3. project documents updates (project schedule, stakeholder register)
39
Q

What are the tools and techniques used during the plan communications management process?

A
  1. communication technology
  2. expert judgement
  3. communication methods (interactive, push, pull)
  4. communications requirements analysis
  5. interpersonal and team skills (communication styles assessment, political awareness, cultural awareness)
  6. meetings
  7. communication models
  8. data representation (stakeholder engagement assessment matrix)
40
Q

What are the sources of information typically used to identify and define project communication requirements?

A
  1. disciplines, departments, and specialties involved in the project
  2. logistics of how many persons will be involved with the project and at which locations
  3. internal information needs
  4. external information needs
  5. legal requirements
41
Q

What are some of the factors that can affect the choice of communication technology?

A
  1. urgency of the need for information
  2. availability and reliability of technology (ease of use)
  3. project environment
  4. sensitivity and confidentiality of the information
42
Q

What are some of the PMIS tools that can be used to execute the manage communications process?

A
  1. electronic project management tools
  2. electronic communications management
  3. social media management
43
Q

What is a change log?

A

a comprehensive list of changes submitted during the project and their current status

44
Q

What are the communication skills techniques that can be used for the manage communication process?

A
  • communication competence
  • feedback
  • nonverbal
  • presentations
45
Q

What is a PMIS?

A
  • includes the use of a variety of tools including:
  • project management software
  • meeting and virtual office support software
  • web interfaces
  • specialized project portals and dashboards
  • collaborative work management tools
46
Q

What is the purpose of the manage communications process?

A
  • managing communications ensures timely and appropriate collections, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information
  • ensures the information communicated is properly generated, formatted, and received by the intended audience
47
Q

What is the role of the PM during the manage communications process?

A
  1. guide and provide oversight for team members responsible for each communication stream to ensure that the communication plan is followed, and all messages are robust and as effective as possible
  2. use the following skills:
    - negotiation
    - presentation and facilitation
    - public speaking
    - writing
    - conflict resolution
48
Q

What is the impact of the manage communications process?

A
  • impacts risk management, cost management, and nearly ever other process
  • improper communications could cause costs or schedule to be misrepresented
  • if project stakeholders aren’t informed of information that is important and relevant to them, the project can fail to meet its objectives
  • proper communications allows the project to avoid problems
49
Q

What does the manage communications process do?

A
  1. identifies all aspects of effective communication
  2. allows for flexibility to accommodate changes in the project
  3. provides opportunities for stakeholders to make requests for further information, clarification, and discussion
50
Q

What are some of the techniques for the manage communications process?

A
  • sender-receiver models
  • choice of media
  • writing style
  • meeting management
  • presentations
  • facilitation
  • active listening
51
Q

What are the inputs to the manage communications process?

A
  1. PM plan
  2. project documents
  3. OPAs
  4. EEFs
  5. work performance reports
52
Q

What are components to the PM plan that are inputs to the manage communications process?

A
  1. resource management plan
  2. communications management plan
  3. stakeholder engagement plan
53
Q

What are some project documents that are inputs to the manage communications process?

A
  1. change log
  2. issue log
  3. lessons learned register
  4. quality report
  5. risk report
  6. stakeholder register
54
Q

What are potential OPAs that are inputs to the manage communications process?

A
  1. corporate policies and procedures for social media, ethics, and security
  2. corporate policies and procedures for issue, risk, change, and data management
  3. organizational communication requirements
  4. standardized guidelines for development, exchange, storage, and retrieval of information
  5. historical information and lessons learned repository
55
Q

What are potential EEFs that are inputs to the manage communications process?

A
  1. organizational culture, political climate, and governance framework
  2. personnel administration policies
  3. stakeholder risk thresholds
  4. established communication channels, tools, and systems
  5. global, regional, or local trends and practices or habits
  6. geographic distribution of facilities and resources
56
Q

What are outputs produced by the manage communications process?

A
  1. PM plan updates (communications mgmt. plan, stakeholder engagement plan)
  2. project documents updates
  3. project communications
  4. OPAs updates (project records, project reports)
57
Q

What are potential project documents updates that are outputs to the manage communications process?

A
  1. issue log
  2. lessons learned register
  3. project schedule
  4. risk register
  5. stakeholder register
58
Q

What are tools and techniques used during the manage communications process?

A
  1. PMIS
  2. communications skills
  3. meetings
  4. communication technology
  5. communication methods
  6. interpersonal and team skills
  7. project reporting
59
Q

What are some of the interpersonal and team skills that are used during the manage communications process?

A
  1. active listening
  2. conflict management
  3. cultural awareness
  4. meeting management
  5. networking
  6. political awareness
60
Q

What is the definition of the monitor communications process?

A

the process of ensuring the information needs of the project and its stakeholders are met

this process is performed periodically throughout the project as needed

61
Q

What is the key benefit of the monitor communications process?

A
  • the optimal information flow as defined in the communications management plan and the stakeholder engagement plan
  • ensures the right information is getting to the right place at the right time
62
Q

What is the definition of a change request?

A

a formal proposal to modify a document, deliverable, or baseline

63
Q

What is the role of the PM during the monitor communications process?

A
  • perform the monitor communications process to ensure the information needs of the project and its stakeholders are optimal - as defined in the communications management plan and stakeholder engagement plan
  • examine the flow of information to look for any flaws in the communications management plan (are people getting what they need? are others getting unnecessary information?
64
Q

What is the impact of the monitor communications process?

A

-each major process in the project supplies raw data that will be compiled into an informational report for distribution to stakeholders

these processes should be monitored to make sure that those reports are communicated appropriately

65
Q

What are the inputs to the monitor communications process?

A
  1. PM plan
  2. work performance data
  3. OPAs
  4. project documents
  5. EEFs
66
Q

What are components of the PM plan that are inputs to the monitor communications process?

A
  1. resource management plan
  2. communications management plan
  3. stakeholder engagement plan
67
Q

What are potential OPAs that are inputs to the monitor communications plan?

A
  1. corporate policies and procedures for social media, ethics, and security
  2. organizational communication requirements
  3. standardized guidelines for development, exchange, storage, and retrieval of information
  4. historical information and lessons learned repository
  5. stakeholder and communications data and information from previous projects
68
Q

What are project documents that can be inputs to the monitor communications process?

A
  1. issue log
  2. lessons learned register
  3. project communications
69
Q

What are EEFs that can be inputs to the monitor communications process?

A
  1. organizational culture, political climate, and governance framework
  2. established communication channels, tools, and systems
  3. global, regional, or local trends, practices, or habits
  4. geographic distribution of facilities and resources
70
Q

What are outputs that are produced by the monitor communications process?

A
  1. PM plan updates (communications mgmt. plan, stakeholder engagement plan)
  2. project documents updates
  3. work performance information
  4. change requests
71
Q

What are components of the PM plan that may be outputs produced by the monitor communications plan?

A
  1. communications mgmt. plan

2. stakeholder engagement plan

72
Q

What are project documents updates that may be outputs produced by the monitor communications plan?

A
  1. issue log
  2. lessons learned register
  3. stakeholder register
73
Q

What are tools and techniques used during the monitor communications process?

A
  1. PMIS
  2. interpersonal and team skills (observation/conversation)
  3. expert judgement
  4. meetings
  5. data representation (stakeholder engagement assessment matrix)

CAPM Project Management (9 decks)

Brainscape helps you reach your goals faster, through stronger study habits.
© 2024 Bold Learning Solutions. Terms and Conditions