Ch. 10 - Project Communications Management
Important to document any changes in technical specifications that might affect ________________________.
product performance
________________ - complete set of organized project records that provide an accurate history of project
project archives
Which communication method is the following? Info is sent to recipients at their request
pull
The items discussed in a(n) _____ include reflections on whether project goals were met, whether the project was successful or not, the causes of variances on the project, the reasoning behind corrective actions chosen, the use of different project management tools and techniques, and personal words of wisdom based on team members' experiences. A. lessons-learned report B. audit report C. final project report D. design document
A. lessons-learned report
An example of push communication is ____________. A. video conferencing B. blogs C. voice mails D. meetings
C. voice mails
True or false? Good information technology project managers must have strong technical and communication skills.
True
Which of the following methods of communication is likely to be most effective for conveying sensitive or important information? A. Telephone conversations B. Reading reports from other team members C. E-mails D. Short face-to-face meetings
D. Short face-to-face meetings
According to the guidelines provided by Practical Communications, Inc., a(n) ____________ is the most appropriate medium for giving complex instructions. A. phone call B. Web Site C. e-mail D. meeting
D. meeting
True or false? In a project, communicating badly exponentially increases the possibility of making mistakes.
True
True or false? It is extremely important to document any changes in technical specifications that might affect product performance.
True
True or false? Most WBSs include a section for project communications to ensure that reporting key information is a project deliverable.
True
True or false? People have different personality traits that often affect their communication preference.
True
Many nontechnical professionals prefer communicate how?
2-way conversation
____________ predict future project status and progress based on past information and trends. A. Forecasts B. Status reports C. Progress reports D. Project updates
A. Forecasts
Which of the following questions is typically addressed by a project forecast? A. How much more money will be needed to complete the project? B. Are our clients satisfied with the speed and quality of work on this project? C. How comfortable are employees with the software and technology being used on the project? D. Does the quality of output match our goals?
A. How much more money will be needed to complete the project?
Which of the following is true of push communication? A. Information is sent to recipients without their request. B. This method ensures that the information is received by the recipients. C. Information is sent only to recipients who request the information. D. This method ensures that the information is understood by recipients.
A. Information is sent to recipients without their request.
Which of the following is true of a project communications plan? A. The communications plan should be part of the overall project management plan. B. The communications plan within an organization does not vary from project to project. C. The communications plan should include project forecasts and other technical information. D. The communications plan should never be part of the team contract, but should always be a separate document.
A. The communications plan should be part of the overall project management plan.
E-mail communication is most suited for: A. communicating routine information B. mediating a conflict between multiple parties. C. assessing commitment to a project. D. building consensus among disputing parties.
A. communicating routine information
Managing communications is part of the ___________ process of the project communication management. A. planning B. executing C. closing D. monitoring and controlling
B. executing
As the number of people involved in a project _____, the complexity of communications _____. A. increases, stays constant B. increases, increases C. increases, decreases D. decreases, increases
B. increases, increases
_____________ are a complete set of organized project records that provide an accurate history of the project. A. Project notes B. Project archives C. Forecasts D. Project plans
B. project archives
_________________ involves determining the information and communications needs of the stakeholders. A. Strategic planning B. Systems management C. Planning communications D. Identifying stakeholders
C. Planning communications
__________ describe where the project stands at a specific point in time. A. Progress reports B. Lessons-learned reports C. Status reports D. Forecasts
C. Status reports
An example of a pull communication is __________. A. meetings B. video conferencing C. blogs D. voice mails
C. blogs
____________ describe what the project team has accomplished during a certain period. A. Forecasts B. Status reports C. Lessons-learned reports D. Progress reports
D. progress reports
True or false? Communication becomes simpler when you increase the number of team members.
False
True or false? Improving an organization's ability to communicate is an easy process.
False
_______________ - allows users to create, share, and edit documents, spreadsheets, and presentations online
Google Docs
_______________ - allows users to create custom Web sites to access documents and applications stored on shared devices
SharePoint portal
True or false? Do not have a meeting if there is a better way of achieving the objective at hand.
True
Info about content of essential project communications comes from where?
WBS
_______________ - Web site that allows anyone who accesses it to contribute or modify Web page content
Wiki
Project managers should know how a major problem might affect what?
bottom line of the organization
___________________ training includes role-playing activities in which participants learn concepts such as building rapport.
communication skills
What includes the following? 1. Stakeholder communications requirements 2. Info to be communicated 3. Who will receive the info and who will produce it 4. Suggested methods or technologies for conveying the info 5. Frequency of communication 6. Escalation procedures for resolving issues 7. Revision procedures for updating communications management plan Glossary of common terminology
communications management plan
What is a document that guides project communications?
communications management plan
Goal of _____________: ensure the optimal flow of info throughout the entire project life cycle
controlling communications
______________________ - monitoring and controlling communications to ensure that stakeholder communication needs are met
controlling communications
Creating some sort of communications management plan and reviewing it will stakeholders _____________________ helps prevent or reduce later communication problems.
early in a project
To make it easier to prepare project communications: project managers need to provide ____________ and ____________ for common project communications.
examples, templates
_____________ - predict future project status and progress based on past info and trends
forecasts
_______________ and ___________________ affects complexity of project communications
geographic location, cultural background
Even if people know when to use technological tools for communication, they need to know what?
how to use the tools
Important to put bad news _________________.
in context
Important to understand ____________ and _______________preferences for communications
individual, group
Which communication method is the following? 2 or more people interact to exchange info
interactive
What are the 3 broad classifications for communication methods?
interactive, push, pull
________________ - reflective statement that documents important info they have learned from working on project
lessons-learned report
Project managers should try to __________ size of teams or subteams to avoid making communications too ____________.
limit, complex
The following outputs are from what project communication management process? Project communications, project documents updates, project management plan updates, organizational process assets updates
managing communications
________________ - creating, distributing, storing, retrieving, and disposing of project communications based on communications management plan
managing communications
The following outputs are from what project communication management process? Communications management plan and project document updates
planning communications management
_______________________ - determining the info and communications needs of stakeholders
planning communications management
What are the 3 main processes of project communications management?
planning communications management, managing communications, controlling communications
Receiver of info rarely interprets it exactly as sender intended, so it's important to provide ______________ methods of communication
several
What's a good starting point for managing communications?
stakeholder communications analysis
_____________ - describe where project stands at a specific point in time; address where project stands in terms of meeting scope, time, and cost goals
status reports
Reporting performance is normally provided as __________ reports _____________ reports.
status, progress
When deciding best way to create and distribute info, consider what 3 things?
use of technology, appropriate methods and media to use, performance reporting
When managing communications, project managers and teams must decide on what 2 things?
who receives particular info, best way to create and distribute the info
Communicating includes many different dimensions, such as ____________, _______________, ______________.
writing, speaking, listening
Important to include detailed technical info that affects critical performance features of ___________ or _____________ developed in a project
products, services
_____________ - describe what the project team has accomplished during a certain period
progress reports
Goal of _________________: ensure timely and appropriate generation, collection, dissemination storage, and disposition of project info
project communications management
Know how problem will affect the _______________ and __________________.
project, organization
Which communication method is the following? Info is sent/pushed to recipients without their request
push
_____________ address where the project stands in terms of meeting scope, time, and costs goals. A. Lesson-learned reports B. Progress reports C. Status reports D. Technical reports
C. status reports