Project Communications Management Terms

Question 1

Acknowledgement

Answer 1

The receiver signals that the message has been received. Shows receipt of the message, but not necessarily agreement

Question 2

Active Listening

Answer 2

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

Question 3

Choice of media

Answer 3

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

Question 4

Communication Assumptions

Answer 4

Anything that the project team believes to be true but hasn’t proven to be true. For example, the PM team may assume that all of the project team can be reached via cell phone

Question 5

Communication Barrier

Answer 5

Anything that prohibits communication from occurring

Question 6

Communication Channels Formula

Answer 6

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

Question 7

Communication Constraints

Answer 7

Anything that limits the PM team’s options. When it comes to communication constraints, geographical locales, incompatible communications software

Question 8

Communications Management Plan

Answer 8

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 9

Decoder

Answer 9

The device that decodes a message as it is being received

Question 10

Effective Listening

Answer 10

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 11

Encoder

Answer 11

The device that encodes the message being sent

Question 12

Feedback

Answer 12

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

Question 13

Influence/ Impact Grid

Answer 13

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

Question 14

Information presentation tools

Answer 14

A softward package that allows the project management team to present the project’s health through graphics, spreadsheets, and text

Question 15

Information Retrieval System

Answer 15

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

Question 16

Interactive Communication

Answer 16

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 video conferences

Question 17

Lessons Learned

Answer 17

This is documentation of what did and did not work in the project implementation. Is created by the entire project team

Question 18

Medium

Answer 18

The device or technology that transports a message

Question 19

Noise

Answer 19

Anything that interferes with or disrupts a message

Question 20

Nonverbal

Answer 20

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

Question 21

Paralingual

Answer 21

The pitch, tone, and inflections in the senders voice affecting the message being sent

Question 22

Performance Report

Answer 22

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

Question 23

Project Presentations

Answer 23

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

Question 24

Project Records

Answer 24

All the business of the project communications is also part of the organizational process assets. Includes email, memos, letters and faxes

Question 25

Project Reports

Answer 25

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

Question 26

Pull communication

Answer 26

This approach pulls information from a central repository, like a database of information. Good for large groups of stakeholders who want to access project info at their discretion

Question 27

Push communication

Answer 27

This approach pushes information from the sender to the receiver without any real acknowledgement that the info was received or understood. Faxes, letters, voicemail, emails

Question 28

Receiver

Answer 28

The person who receives the message

Question 29

Sender

Answer 29

The person who is sending the message

Question 30

Sender-receiver models

Answer 30

Feedback loops and barriers to communication

Question 31

Stakeholder Notifications

Answer 31

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

Question 32

Status review meeting

Answer 32

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

Question 33

Time reporting system

Answer 33

A system to record the actual time to complete project activities