10 - Project Communications Management

Describe [TOOL] Communication Requirements Analysis - Communication Channels [equation]

# Channels = n (n-1) / 2

Describe [TOOL] Performance Reporting

- Involves creating reports for the stakeholders that show how the project is progressing against the plan - The essential point is to create performance reports and use them as a communication tool - Performance reports show how the project is progressing against various baselines - tailored to the audience

_______________ - Web site that allows anyone who accesses it to contribute or modify Web page content

Wiki

What approach does the book offer for the Manage Communications Process?

1) Always deal with the problem 2) Always communicate directly 3) Always tell the truth 4) Always distribute accurate information

What are the RECEIVER's responsibilities, according to the Communication Models TOOL?

1) Decode the message 2) Acknowledge (Confirm that the message was received) 3) Respond and give feedback

What are the SENDER's responsibilities, according to the Communication Models TOOL?

1) Encode the message clearly 2) Select a communication method 3) Send the message 4) Confirm that the message was UNDERSTOOD by the receiver

What are 3 Meeting Management Techniques

1) Time Stamp Agendas 2) Attendees Analysis 3) Meeting Minutes

Many nontechnical professionals prefer communicate how?

2-way conversation

Describe [TOOL] Communication Models

A formal way of understanding how message are sent and received. Defines the responsibilities between the SENDER and the RECEIVER. Includes: 1) Active Listening 2) Effective Listening 3) Feedback 4) Nonverbal 5) Paralingual 6) Communication Blockers

____________ 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?

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

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.

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

Describe [TOOL] Communication Models - Active Listening

Active listening requires that the receiver takes active steps to ensure that the sender was understood. Similar to effective listening

19. A project manager wants to more extensively involve the stakeholders on the project. Which of the following would be the BEST way to accomplish this? A. Have the stakeholders periodically review the list of project requirements B. Invite the stakeholders to attend project status meetings C. Send the status report to the stakeholders D. Constantly update the stakeholders on the status of all project changes

Answer A It seems like all of these are good ideas, but choice A helps discover errors and changes, and could therefore be considered the best choice.

23. The purpose of status meetings is to: A. Exchange information about the project B. Have team members report on what they are doing C. Issue work authorizations D. Confirm the accuracy of the costs submitted by the team

Answer A Many people select choice B, but the question asks for the purpose of such meetings. Team members' reporting on what they are doing may best be done outside of meetings. The main purpose is choice A.

17. A team member is visiting the manufacturing plant of one of the suppliers. Which of the following is the MOST important thing to be done in any telephone calls the project manager might make to the team member? A. Ask the team member to repeat back what the project manager says B. Review the list of contact information for all stakeholders C. Ask the team member to look for change requests D. Review the upcoming meeting schedule

Answer A Questions like this can drive one crazy. Although it asks for the most important thing, there are many choices that are reasonably correct. In questions like this, look for the most immediate need. In this case, the team member is in a manufacturing environment. That means that communications will most likely be blocked by noise. In order to have the issue at hand, the communication, taken care of, it is BEST for the project manager to use choice A.

28. Stakeholders can be identified in which project management process groups? A. Initiating, planning, executing, monitoring and controlling, and closing B. Initiating and planning C. Planning and monitoring and controlling D. Monitoring and controlling and closing

Answer A Stakeholders can be identified throughout the project management process groups. However, the earlier stakeholders are identified, the better for the project. If all of the stakeholders' needs and requirements are taken into account before plans are finalized and project work is begun, fewer changes will be needed later in the project, when they will be more costly.

26. When do stakeholders have the MOST influence on a project? A. At the beginning of the project B. In the middle of the project C. At the end of the project D. Throughout the project

Answer A Stakeholders must be identified and involved at the beginning of the project, in order to determine their requirements and expections. Remember that if this is not done early, the results may be expensive changes and/or dissatisfaction later in the project.

8. The project status report is an example of which type of communication? A. Formal written communication B. Formal verbal communication C. Informal written communication D. Informal verbal communication

Answer A The project status needs to be known by many people. Therefore, it is best to make this type of communication in writing so that it can be transmitted to many people. It is also formal in that it is an official report of the project. Therefore, choice A is the best answer.

7. Communications under a contract should tend toward: A. Formal written communication B. Formal verbal communication C. Informal written communication D. Informal verbal communication

Answer A When we talk about contracts, everything that we do is more formal than in other project activities. Records are also important, thus the need for written communication.

14. A project manager has a project team consisting of people in four countries. The project is very important to the company, and the project manager is concerned about its success. The length of the project schedule is acceptable. What type of communication should he use? A. Informal verbal communication B. Formal written communication C. Formal verbal communication D. Informal written communication

Answer B Because of the differences in culture and the distance between team members, formal written communication is needed.

__________ 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

12. Communication is the key to the success of a project. As the project manager, you have three stakeholders with whom you need to communicate. As such, you have six channels of communication. A new stakeholder has been added that you also need to communicate with. How many communications channels do you have now? A. 7 B. 10 C. 12 D. 16

Answer B Did you realize that the project manager is part of the communication channels? Therefore, there are actually four stakeholders to begin with and six channels of communication. The question is asking how many total channels of communication you have with a team of five people. The formula is [N x (N-l)]/2 or (5 x 4)/2 = 10.

5. Formal written correspondence with the customer is required when: A. Defects are detected B. The customer requests additional work not covered under contract C. The project has a schedule slippage that includes changes to the critical path D. The project has cost overruns

Answer B Everything that we do is more formal in a procurement environment than in other project activities. Because choice B deals with contracts, it is the best answer.

22. The project has 13 team members and affects over 15 departments in the organization. Because the project is 20 percent complete to date and the team has had successful performance reports from five of the affected departmnents, the project manager holds a party to celebrate. The project manager invites key stakeholders from all of the departments to the party, in order to give those providing good reviews an informal opportunity to communicate good things to those departments that have not yet been affected by the project. At the party, the project manager walks around to try to discover any relevant information that would help the project be more successful. He happens to hear a manager of one of the departments talking about setting up more regular meetings on the project. The BEST thing for the project manager to do would be to FIRST: A. Record the effectiveness of the party in the project lessons learned B. Review the information distribution methods on the project C. Hold a meeting of all the stakeholders to discuss their concerns D. Make sure the manager has a copy of the communications management plan so he is reminded that such concerns should be sent to the project manager

Answer B Many of these choices could be done, but ask yourself, "What is the most effective thing to do?" The party may well generate lessons learned, and recording them (choice A) would certainly be a good idea, but the question asked what to do first. There is a more immediate issue the manager. Choice C could also be useful, but it would require taking time of all the stakeholders when there is only one stakeholder, the manager, who definitely has an issue. Besides, a good project manager would be holding regular meetings with the stakeholders already. Choice D might be a good idea, as the manager apparently is not communicating with the project manager. However, this would not absolutely make sure the manager does communicate. The manager is, in effect, saying that he is not getting the information he needs. His lack of needed information is causing hirn to suggest more meetings. Too many meetings are a problem on projects. The concept of information distribution (choice B) is to determine who needs what information and plan how to get it to them. A great project manager does not just add meetings, but solves the real problem in the best way. That might take the form of changing a report or sending existing reports to different people rather than adding meetings. For these reasons, choice B is best.

9. When a project manager is engaged in negotiations, nonverbal communication skills are of: A. Little importance B. Major importance C. Importance only when cost and schedule objectives are involved D. Importance only to ensure you win the negotiation

Answer B Nonverbal communication carries 55 percent of the message you send. With this much at stake, nonverbal communication is of major importance.

20. During the middle of the project, things have been going well. The work authorization system has allowed people to know when to start work, and the issue log has helped keep track of stakeholders' needs. The benefit cost ratio has been improving, and the sponsor has expressed his appreciation for the team members' efforts by hosting a milestone party for the team. The project manager gets a call from a team member saying that the results from the completion of their activity's predecessor is two days late. Which of the following reasons would BEST describe why this occurred? A. The project manager was focusing on the sponsor's needs B. Functional management was not included in the communications management plan C. The successor activities should have been watched, not the predecessors D. The right people were not invited to the milestone party

Answer B Since there is no information about the sponsor or his needs in this situation and nothing presented here relates to sponsors, choice A cannot be best. Choice C cannot be best, as it is not a correct statement. One watches both predecessor and successor activities. Choice D cannot be best, as the attendance at the party and the issue at hand are not related. Often forgotten in communications management plans are the bosses of team members (functional management, since of course you remember that we are assuming a matrix organization). Including the bosses of team members in communications planning, requirements gathering, risk management, and other areas of project management helps make the project better. In addition, it helps the boss manage his own resources effectively. If the functional manager of the team member assigned to the predecessor activity had been included, he would have known when the team member was needed to do work for the project and the impact, if any, of delay. The communications management plan might also have included a method to communicate potential delays. For these reasons, choice B is best.

16. You have just been assigned as project manager for a large manufacturing project. This one-year project is about halfway done. It involves five different sellers and 20 members of your company on the project team. You want to quickly review where the project now stands. Which of the following reports would be the MOST helpful in finding such information? A. Work status B. Progress C. Forecast D. Communications

Answer B The key word is "quickly" The status report (choice A) is too detailed for a quick look. The forecast report (choice C) only looks into the future. The progress report (choice B) will summarize project status.

30. A particular stakeholder has a reputation for making many changes on projects. What is the BEST approach a project manager can take at the beginning of the project to manage this situation? A. Say "No" to the stakeholder a few times to dissuade him from submitting more changes B. Get the stakeholder involved in the project as early as possible C. Talk to the stakeholder's boss to find ways to direct the stakeholder's activities to another project D. Ask that the stakeholder not be included in the stakeholder listing

Answer B We cannot avoid the stakeholder (choices C and D), because he has a stake in the project. A project manager can say "No"' (choice A), but this does not solve the root cause. There may be some good ideas within those changes. The only choice that deals with the problem is choice B. Changes are not bad! Changes normally come from lack of input at the beginning of the project. If we begin effective communication with this stakeholder early (choice B), we stand a much better chance of discovering his changes during the planning process, when they will have less of an impact on the project.

1. Extensive use of ___ communication is most likely to aid in solving complex problems. A. Verbal B. Written C. Formal D. Nonverbal

Answer B Written communication allows your words to be documented, and they will go to everyone in the same form. When there are complex problems, you want everyone to receive the same thing.

An example of a pull communication is __________. A. meetings B. video conferencing C. blogs D. voice mails

C. blogs

11. Project information has been distributed according to the communications management plan. Some project deliverables have been changed in accordance with the project management plan. One stakeholder expressed surprise to the project manager upon hearing of a previously published change to a project deliverable. All stakeholders received the communication containing notification of the change. What should the project manager do? A. Determine why the stakeholder did not receive the information and let him know when it was published B. Ask the functional manager why the stakeholder did not understand his responsibility C. Review the communications management plan and make revisions if necessary D. Address the situation in the next steering committee meeting so others do not miss published changes

Answer C Choice A cannot be correct because the question states that all stakeholders received the information. Choices Band D do not address the root cause of the problem. The problem presented here shows that there is something missing in the communications management plan. The best answer is to review the communications management plan in order to prevent future problems and find any instances of similar problems.

3. The MOST likely result of communication blockers is that: A. The project is delayed B. Trust level is enhanced C. Conflict occurs D. Senior management is displeased

Answer C The major result of communication blockers and miscommunication as a whole is conflict.

10. A large, one-year telecommunications project is about halfway done when you take the place of the previous project manager. The project involves three different sellers and a project team of 30 people. You would like to see the project's communications requirements and what technology is being used to aid in project communications. Where will you find this information? A. The project management plan B. The information distribution plan C. The bar chart D. The communications management plan

Answer D Although the information is found as a sub-plan to the project management plan (choice A), the communications management plan (choice D) is the best answer because it directly answers the question.

15. The project status meeting is not going weIl. Everyone is talking at the same time, there are people who are not participating, and many topics are being discussed at random. Which of the following rules for effective meetings is NOT being adhered to? A. Demonstrate courtesy and consideration of each other, and control who is allowed to speak B. Schedule meetings in advance C. Have a purpose for the meeting with the right people in attendance D. Create and publish an agenda and a set of rules for controlling the meeting

Answer D Choice A is not a "rule" for effective meetings. Since there is no indication that the meeting was not scheduled in advance (choice B) or that there isn't a purpose (choice C), these cannot be the best answers. "Discussed at randomn" implies no agenda (choice D). If an agenda is issued beforehand, people will follow the outline and should not need random discussions.

13. Two people are arguing about what needs to be done to complete a work package. If the project manager wants to know what is going on, she should pay MOST attention to: A. What is being said and when B. What is being said, who is saying it, and the time of day C. Physical mannerisms and what is being said D. The pitch and tone of the voices, and physical mannerisms

Answer D Choices C and D both include nonverbal communication, which represents 55 percent of communication. Choice D adds paralingual communication (pitch and tone) and is thus the best choice.

18. A project manager overhears a conversation between two stakeholders who are talking about how unhappy they are with the impacts of the project on their own departments. Stakeholder A asks if the project is on time, and stakeholder B replies that the SPI is 1.05. Stakeholder A asks if the project manager for the project knows of stake holder B's concern. Stakeholder B responds that he is not sure. What is the BEST thing for the project manager to do? A. Make sure the stakeholders see that the project manager overheard and then ask them to direct any questions to the project manager in writing B. Make a presentation to all the stakeholders regarding the status of the project C. Send both stakeholders a copy of the issue log and ask for additional comments D. Arrange a meeting with both stakeholders to allow them to voice any concerns they may have

Answer D Here again is a question with more than one right answer. Would asking for something in writing be the best way to communicate? In this particular situation, asking for the concern to be in writing might alienate the stakeholders. Therefore, choice A cannot be best. The issue log (choice C) is where the issue should be listed, but the situation does not say if the project manager knows what the stakeholder's concern is. Therefore, C cannot be the best choice. Why not choice B? Notice the use of the words "all stakeholders" Why bother other stakeholders with this problem when the project manager already knows there may be some concern of stakeholders A and B to address, not all stakeholders. Choice B refers to making a presentation. Presentations are formal verbal. This problem would likely require informal verbal communication in order to discover the real problem. Choice D is therefore the best choice.

27. The project has been going well, except for the number of changes being made. The project is being installed into seven different departments within the company and will greatly improve departmental performance when operational. There are 14 project management processes selected for use on this project. The project manager is a technical expert as well as having been trained in communications and managing people. Which of the following is the MOST likely cause of the project problems? A. The project manager was not trained in understanding the company environment B. The project should have more management oversight since it will result in such great benefits to the company C. The project should have used more of the project management processes D. Some stakeholders were not identified

Answer D It is important he re to look for the choice that would solve the real problem. There is no reason to think that training (choice A), management oversight (choice B), or a need for more processes (choice C) are factors contributing to the number of changes. The root cause would be that stakeholders were missed and, therefore, their requirements were not found. Those stakeholders are now causing changes to accommodate their needs. The best choice is D.

6. A project manager has a problem with a team member's performance. What is the BEST form of communication for addressing this problem? A. Formal written communication B. Formal verbal communication C. Informal written communication D. Informal verbal communication

Answer D The best choice is D. If informal verbal communication does not solve the problem, choice A is the next best choice. This does not me an that you do not keep records of the problem, but this question is asking about communication between two parties.

25. The project manager is expecting a deliverable to be submitted by e-mail from a team member today. At the end of the day, the project manager contacts the team member to notify him that it has not been received. The team member apologizes and says that he was not able to e- mail the deliverable, and it was sent through themail instead. The team member goes on to explain that he notified the project manager that this would occur during a phone conversation they had while the project manager was traveling. "Wasn't that the conversation we had when I told you I could not hear you well due to poor cell phone coverage?" asks the project manager. "Yes," replies the team member. What could have avoided this problem? A. Paralingual communication B. Adding to the issue log after the phone call C. Better attention to determining communications requirements D. Feedback during the communication

Answer D The pitch and tone of voice (choice A) is not relevant here, as the project manager could not even hear what was being said. There were no issues recognized after the conversation, so none could be added to the issue log (choice B). This issue is not related to communications requirements, so choice C cannot be best. Saying, "I am not sure I properly heard what you said" during the conversation or asking for the message to be repeated back to the sender would have prevented this problem. This makes choice D the best option.

2. The work breakdown structure can be an effective aid for communication in which situation(s)? A. Internal within the project team B. Internal within the organization C. External with the customer D. Internal and external to the project

Answer D The work breakdown structure allows communication vertically and horizontally within the organization as well as outside the project.

29. If a project manager wants to report on the actual project results vs. planned results, she should use a: A. Trend report B. Forecasting report C. Status report D. Variance report

Answer D This situation describes the need to "compare," A trend report (choice A) shows performance over time. A forecasting report (choice B) looks only to the future. A status report (choice C) is generally static (relating to a moment in time). The only choice that compares project results is a variance analysis (choice D).

4. Communications are often enhanced when the sender ___ the receiver. A. Speaks up to B. Uses more physical movements when talking to C. Talks slowly to D. Shows concern for the perspective of

Answer D Understanding the receiver's perspective allows you to direct the communication to meet his needs.

24. The requirements of many stakeholders were not approved for inclusion in your project. Therefore, you had a difficult time receiving formal approval of the project management plan for this project. The stakeholders argued and held up the project while they held meeting after meeting about their requirements. The project was finally approved and work began six months ago. All of the following would be good preventive actions to implement EXCEPT: A. Keep a file of what requirements were not included in the project B. Make sure the change control process is not used as a vehicle to add the requirements back into the project C. Maintain an issue log D. Hold meetings with the stakeholders to go over the work that will not be added to the project

Answer D Why would choice D be the action not to take? Isn't it similar to choice A? Yes and no. This issue should be over, but since there were so many meetings and arguments about the requirements being removed, it is unlikely that the issue will be dropped by the stakeholders. However, since it has not come up again, and the project was started six months ago, spending time in a meeting is excessive. The other choices are easier and have less impact on the project and are therefore things that could be done.

21. A project manager has just been assigned a team that comes from many countries, including Brazil, Japan, the US, and Britain. What is her BEST tool for success? A. The responsibility assignment matrix (RAM) B. The teleconference C. Team communication with the WBS D. Communication and well-developed people skills

Answer D Working with people from different cultures, with different cultural values and beliefs, necessitates an understanding of both basic definitions and the areas of cultural impact. As project managers, we need to have good communication skills and a willingness to adapt to other cultures.

Describe [TOOL] Communication Models - Communication Blockers

Anything that interferes with the sender encoding the message or the receiver decoding it.

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

_____________ 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

An example of push communication is ____________. A. video conferencing B. blogs C. voice mails D. meetings

C. voice mails

_________________ 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 [TOOL] Communication Models - Nonverbal

Communication that takes place through body language [facial expressions, posture, hand motions, etc].

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

____________ 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

Describe [TOOL] Communication Models - Effective Listening

Effective listening requires the listener's full thought and attention. requires the monitoring of nonverbal and physical communication, and to provide feedback indicating whether the message has been clearly understood

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

Describe [TOOL] Communication Models - Feedback

Feedback refers to the verbal and nonverbal cues a speaker must monitor to see whether the listener fully comprehends the message

What is the difference between formal and informal communication?

Formal Communication - 1 way Informal Communication - 2 way

Describe [TOOL] Communication Methods

Four Basic Methods, depending on whether it is: 1) Formal/Informal 2) Written/Verbal

_______________ - allows users to create, share, and edit documents, spreadsheets, and presentations online

Google Docs

Describe [TOOL] Communication Requirements Analysis - Official Channels of Communication

If there are a large number of channels of communication on the project, the project manager should work to define which communication channels are official.

Describe Project Communication Management

Includes the processes required to ensure timely and appropriate planning, collection, distribution, storage, retrieval, management, control, monitoring, and ultimate dispositino of project information. Project managers spend the MAJORITY OF THEIR TIME communicating with team members and other project stakeholders

Describe Communications Management Plan

Part of the PM Plan, and defines: 1) WHO should receive project communications 2) WHAT communications they should receive 3) WHO should send the communication 4) HOW the communication will be sent 5) HOW OFTEN it will be updated 6) DEFINITIONS so that everyone has a common understanding of terms

_______________ - allows users to create custom Web sites to access documents and applications stored on shared devices

SharePoint portal

Describe [TOOL] Communication Requirements Analysis

The goal of this tool it to identify WHICH stakeholders should receive project communications, WHAT communications they should receive, HOW they should receive these communications, and HOW OFTEN they should receive them. Involves Assessing: 1) Communication Channels 2) Official Channels of Communication

Define Manage Communications

The process of creating, collecting, distributing, storing, retrieving, and ultimate disposition of project information in accordance with communications managemnet plan.

Define Plan Communications Management

The process of developing an appropriate approach and plan for comunications based on stakeholder's information needs and requirements, and available organizational assets.

Define Control Communications

The process of monitoring and controlling communications throughout the entire project life cycle.

True or false? Do not have a meeting if there is a better way of achieving the objective at hand.

True

True or false? Good information technology project managers must have strong technical and communication skills.

True

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

Describe [TOOL] Communication Models - Paralingual

Vocal, but not verbal communication [tone, pitch, volume, etc].

Info about content of essential project communications comes from where?

WBS

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

Important to document any changes in technical specifications that might affect ________________________.

product performance

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

________________ - complete set of organized project records that provide an accurate history of project

project archives

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 to recipients at their request

pull

Which communication method is the following? Info is sent/pushed to recipients without their request

push

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