P.M. Ch.10: Project Communications Management
A(n) _________ can be a vehicle for fostering team building and reinforcing expectations, roles, relationships and commitment to the project
well-run meeting
_____ 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
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) ________ 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
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
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%
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
Status reports can take various formats depending on the stakeholders' needs
True
a _____ is a web site that enables anyone who accesses it to contribute or modify web page content
wiki
Project members should either have strong technical skills or soft skills
False
The project summary report is a summary of all lessons-learned reports
False
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
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
people have different personality traits that often affect their communication preferences
True it is important to understand individual and group preferences
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
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
an example of push communication is ______.
voice mails
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
Most WBSs include a section for project communications to ensure that reporting key information is project deliverable
True
Rarely does the receiver interpret a message exactly as the sender intended
True
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
_____ 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
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
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
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
Project managers must assess the needs of the organization, the project, and individuals in determining which communication medium to use and when
True
The communications management plan varies with needs of the project
True
_____ 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
_____ 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
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
