PM final
_____ communication management plan
- document that guides project communications - must include suggested methods or technologies for conveying the information
Lesson Learned Report
- reflective statement - documents important information they have learned from working on project - p.m. often combines information from all of the lessons-learned reports into project summary report
how many channels would two people require when using the formula for calculating the number of communication channels?
1 -- 1(2-1)/2
how many channels would five people require when using the formula for calculating the number of communication channels
10 -- 5(5-1)/2
___ percent is through how words are said
38%
a team has 10 communication channels between its various members. using the formula number of communication channels = n(n-1)/2, where n is the number of people in the team, the team has _____ members.
5
How much information is through body language (face-face interaction)
58%
____ percent is through actual spoken word (interactions)
7%
_____ involves assigning the needed personnel to work on the project.
Acquiring the project team
As manager, you want to praise a team member, Phil, for doing a good job on a particular project. However, you know that Phil tends to be an introvert. Which of the following communication methods would Phil be most comfortable with?
Call Phil in for a private meeting to appreciate his work
Project members should either have strong technical skills or soft skills
False
T/F: A RAM is used only to assign detailed work activities.
False
T/F: A responsibility assignment matrix (RAM) is a matrix that maps the work of the project as described in the OBS to the people responsible for performing the work as described in the WBS.
False
T/F: According to Covey, project managers must use a win/lose approach in making decisions.
False
T/F: According to Herzberg, hygiene factors such as larger salaries, more supervision, or a more attractive work environment would motivate workers to do more if present.
False
T/F: Assignment, budget, promotion, money, and penalty influence bases are automatically available to project managers as part of their position.
False
T/F: Extrinsic motivation causes people to participate in an activity for their own enjoyment.
False
T/F: In the Social Styles Profile team building activity, drivers are reactive and people-oriented.
False
T/F: Legitimate power involves using personal knowledge and expertise to get people to change their behavior.
False
T/F: Managers who believe in Theory Y assume that workers dislike and avoid work if possible, so managers must use coercion, threats, and various control schemes to get workers to make adequate efforts to meet objectives.
False
T/F: Maslow suggests that each level of the hierarchy of needs is not necessarily a prerequisite for the levels above.
False
T/F: Microsoft Project 2010 does not lend itself to project human resource management.
False
T/F: Project managers must try to avoid conflict at all costs as all conflict within groups is bad.
False
T/F: Project managers should always reward people who work overtime.
False
T/F: The forcing mode is one in which the project manager deemphasizes or avoids areas of differences and emphasizes areas of agreement.
False
The project summary report is a summary of all lessons-learned reports
False
Geographic location and cultural background have no impact on communications
False - affect complexity of project communications - if project stakeholders are in different countries, it is often difficult or impossible to schedule times for two-way communication during normal working hours
Communication becomes simpler when you increase the number of team members
False - important aspect of communications is the number of people involved in a project - as number increases, complexity of communication increases because there are more channels or pathways through which people can communicate
Improving an organization's ability to communication is an easy process
False - improving organization's ability to communicate requires cultural change in organization that takes a lot of time, hard work and patience
The email is the most appropriate medium for all types of communications
False - not appropriate for addressing commitment, building consensus, meditating a conflict, resolving misunderstanding, making an ironic statement, conveying a reference document, reinforcing one's authority, or maintaining confidentiality
Minutes must be comprehensive report of the meeting that was scheduled
False - should be short and focus on crucial decisions and action items from the meeting
Short face-face meetings
Method of communication likely to be most effective for conveying sensitive or important information
______ are normally provided as status reports or progress reports
Performance reports
A(n) ________ allows users to create custom Web sites to access documents and applications stored on shared devices
SharePoint portal
_______ often create consolidated progress reports based on the information received from team members.
Team leaders
A facilitator can help the team solve any communication problems
True
Adding more people to project that is falling behind schedule often causes more setbacks because of increased complexity of communications
True
Do not have a meeting if there is a better way of achieving the objective at hand
True
Good information technology project managers must have strong technical and communication skills
True
In a project, communicating badly exponentially increases the posibility of making mistakes
True
It is extremely important to document any changes in technical specifications that might affect product performance
True
Most WBSs include a section for project communications to ensure that reporting key information is project deliverable
True
Project managers must assess the needs of the organization, the project, and individuals in determining which communication medium to use and when
True
Rarely does the receiver interpret a message exactly as the sender intended
True
Status reports can take various formats depending on the stakeholders' needs
True
T/F: A staffing management plan describes when and how people will be added to and taken off the project team.
True
T/F: In the Tuckman model, storming occurs when team members have different opinions for how the team should operate.
True
T/F: Maslow's hierarchy of needs states that people's behaviors are guided or motivated by a sequence of needs.
True
T/F: People who need institutional power or social power want to organize others to further the goals of the organization.
True
T/F: Resource leveling results in fewer problems for project personnel and accounting departments.
True
T/F: Thamhain and Wilemon found that when project managers used work challenge and expertise to influence people, projects were more likely to succeed.
True
T/F: The first dimension of psychological type in the MBTI signifies whether people draw their energy from other people (extroverts) or from inside themselves (introverts).
True
The communications management plan varies with needs of the project
True
people have different personality traits that often affect their communication preferences
True it is important to understand individual and group preferences
A(n) ________ forces meeting organizers to plan the meeting and gives potential participants the chance to decide whether they need to attend
agenda
an example of pull communication
blogs - web sites, bulletin boards, e-learning, knowledge repositories like blogs, and other means
many experts that the greatest threat to success of any project, especially information technology projects, is a failure to _____.
communicate
email communication is suited or
communicating routine information
Planning communications Outputs
communications management plan
a(n) _____ must include suggested methods or technologies for coveying the infomration
communications management plan
a(n) ______ is a document that guides project communications
communications management plan
______ monitoring and controlling project communications to ensure that stakeholder communication needs are met
controlling communications
status reports
describe where project stands at a specific point in time
according to the guidelines provided by practical communications inc.m a(n) _____ is a medium that is "excellent" for encouraging creative thinking
Managing communications is part of the...
executing process of project communication management
While trying to assess commitment of project stakeholders, a(n) _____ meeting or Web conference might be the most appropriate medium to use
face-to-face
_____ predict future project status and progress based on past information and trends
forecasts
which question typically addressed by project forecast?
how much money will be needed to complete the project?
which of the following is a guideline that project managers should follow when communicating with their teams through email?
if the entire message can fit in the subject line, put it there
As the number of people involved in a project __________, the complexity of communications _____________.
increases, increases
What is true about push communication?
information is sent to recipients without their requests
____ communication happens when two or more people exchange information via meetings, phone calls or video conferencing
interactive
_____ interactive communication happens when two or more people to exchange information via meetings, phone calls or video conferencing
interactive
Planning communications
involves determining the information and communications needs of stakeholders
_____ can create communication problems; words may have different meanings in different languages
language barriers
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
lesson-learned report
project managers should try to _____ the size of teams or sub teams to avoid making communications too complex
limit or decrease
according to the guidelines provided by practical communications inc, a(n) ____ is the most inappropriate medium for addressing negative behavior
meeting
according to the guidelines provided by practical communications, inc, a(n) _____ is the most appropriate medium for giving complex instructions
meeting
which of the following communication methods would be most appropriate for assessing the commitment of project stakeholders
meetings
formula to determine number of communication channels is _____, where n is the number of people involved
n(n-1)/2
An important technique for ______ is the status review meeting
performance reporting
the outputs of the _____ process are communications management plan and project documents updates
planning communications management
Microsoft Office Enterprise Project Management Solution has a(n) ______ tool that provides a centralized and consolidated view of programs and projects
portfolio management
_____ describe what project team has accomplished during certain period
progress reports
______ are a complete set of organized personal records that provide an accurate history of the project. these archives can provide valuable information for future projects as well
project archives
The main goal of controlling communications is to ensure optimal flow of information throughout the entire _______.
project life cycle
All meetings must have a(n) _______ and intended outcome
purpose
All metings must have a(n) ________ and intended outcome
purpose
the _______ analysis includes information such as the contract person for the information, when the information is due, and the preferred format for the information
stakeholder communication
the _____ stakeholder communications analysis includes information such as the contact person for the information, when the information is due, and the preferred format for the information
stakeholder communications
____ address where project stand in terms of meeting scope, time, and cost goals
status reports
the _____ line for any email messages you write should clearly state the intention of the email?
subject
Which of the following is true of project communications plan?
the communications plan should be party of the overall project management plan
many information technology professionals work on _____ projects where they never meet their project sponsors, other team members or other project stakeholders
virtual
many information technology professionals work on ______ projects where they never meet their project sponsors, other team members or other project stakeholders
virtual
an example of push communication is ______.
voice mails
A(n) _________ can be a vehicle for fostering team building and reinforcing expectations, roles, relationships and commitment to the project
well-run meeting
a _____ is a web site that enables anyone who accesses it to contribute or modify web page content
wiki
