System Analysis & Design: Project Management - CH 10: Project Communications Management -- QUIZ 11

Which is a guideline that project managers should follow when communicating with teams through e-mail? Answers: a. Always reply to all the people to whom the initial message was sent. b. Continue replying to e-mail messages without changing the subject line to maintain continuity. c. Minimize the total number of e-mails by including as many subjects as possible in a single e-mail. d. If the entire message can fit in the subject line, put it there.

If the entire message can fit in the subject line, put it there. Feedback: Use meaningful subject lines in e-mails so readers can quickly see what information the message contains. If the entire message can fit in the subject line, put it there.

A facilitator can help the team solve any communication problems. Answers: True False

True Feedback: It is often beneficial to have a facilitator from outside the project team assess how well communications are working. A facilitator can also help the team solve any communication problems.

It is extremely important to document any changes in technical specifications that might affect product performance. Answers: True False

True Feedback: Project communication management involves the inclusion of detailed technical information that affects critical performance features of products or services developed in a project. It is even more important to document any changes in technical specifications that might affect product performance.

Which method of communication is likely to be most effective for conveying sensitive or important information? Answers: a. telephone conversations b. e-mails c. reading reports from other team membersd. short face-to-face meetings

short face-to-face meetings Feedback: Short face-to-face meetings are often more effective than electronic communications, particularly for sensitive information.

Which document predicts future project status and progress based on past information and trends? Answers: a. forecasts b. progress reports c. project updates d. status reports

forecasts Feedback: Forecasts predict future project status and progress based on past information and trends.

Which document addresses where the project stands in terms of meeting scope, time, and cost goals? Answers: a. technical reports b. lessons-learned reports c. status reports d. progress reports

status reports Feedback: Status reports address where the project stands in terms of meeting scope, time, and cost goals.

Which document describes where the project stands at a specific point in time? Answers: a. status reports b. lessons-learned reports c. progress reports d. forecasts

status reports Feedback: Status reports describe where the project stands at a specific point in time.

According to research by Albert Mehrabian, which is NOT a way that information is communicated through face-to-face interaction? Answers: a. tone of voice b. body language c. written content d. spoken content

written content Feedback: Research has indicated that in a face-to-face interaction, communication takes place through body language, how the words are said, and the actual spoken content.

Using the formula for calculating the number of communication channels, how many channels would two people require? Answers: a. 1 b. 4 c. 3 d. 2

1 Feedback: Two people will have one communication channel.

Using the formula for calculating the number of communication channels, how many channels would five people require? Answers :a. 10 b. 14 c. 9 d. 11

10 Feedback: Five people will have ten communication channels.

Project members should either have strong technical skills or soft skills. Answers: True False

False Feedback: For projects to succeed, every project team member needs both types of skills, and needs to develop them continuously through formal education and on-the-job training.

Project managers must assess the needs of the organization, the project, and individuals in determining which communication medium to use, and when. Answers: True False

True Feedback: Project managers must assess the needs of the organization, the project, and individuals in determining which communication medium to use, and when. They must also be aware of new technologies that can enhance communications and collaboration.

The project manager often combines information from all of the lessons-learned reports into a project summary report. Answers: True False

True Feedback: The project manager often combines information from all of the lessons-learned reports into a project summary report.

What is e-mail communication is most suited for? Answers: a. assessing commitment to a project b. building consensus among disputing parties c. mediating a conflict between multiple parties d. communicating simple information

communicating simple information Feedback: E-mail is not appropriate for assessing commitment, building consensus, mediating a conflict, resolving a misunderstanding, making an ironic statement, conveying a reference document, reinforcing one's authority, or maintaining confidentiality.

According to the guidelines provided by Practical Communications, Inc., a(n) _____ is a medium that is "excellent" for encouraging creative thinking. Answers: a. meeting b. website c. e-mail d. phone call

e-mail Feedback: According to the guidelines provided by Practical Communications, Inc., an e-mail is a medium that is "excellent" for encouraging creative thinking.

During which phase must project teams address important considerations for managing information (and often end up updating business processes through improved communications)? Answers: a. closing b. planning c. monitoring and controlling d. execution

execution Feedback: During project execution, project teams must address important considerations for managing information, and they often end up updating business processes through improved communications.

The _____ line for any e-mail messages you write should clearly state the intention of the e-mail. Answers: a. cc b. from c. to d. subject

subject Feedback: The subject line for any e-mail message you write should clearly state the intention of the e-mail.

An example of push communication is _____. Answers: a. blogs b. meetings c. video conferencing d. voice mails

voice mails Feedback: In push communication, information is sent or pushed to recipients without their request via reports, e-mails, faxes, voice mails, and other means.

A(n) _____ is a website that enables anyone who accesses it to contribute or modify its content. Answers: a. wiki b. forum c. blog d. intranet

wiki Feedback: A wiki is a website that enables anyone who accesses it to contribute or modify its content.

Which document describes what the project team has accomplished during a certain period? Answers: a. progress reports b. lessons-learned reports c. status reports d. forecasts

progress reports Feedback: Progress reports describe what the project team has accomplished during a certain period.

According to the guidelines provided by Practical Communications, Inc., which is the most appropriate medium for giving complex instructions? Answers: a. phone call b. e-mail c. meeting d. website

meeting Feedback: According to the guidelines provided by Practical Communications, Inc., a meeting is the most appropriate medium for giving complex instructions.

Which communication method is most appropriate for assessing the commitment of project stakeholders? Answers: a. e-mail b. wiki c. meeting d. website

meeting Feedback: If you were trying to assess commitment of project stakeholders, a meeting would be the most appropriate medium to use.

A team has 10 communication channels between its various members. Using the formula for calculating the number of communication channels, it can be deduced that the team has _____ members. Answers: a. 10 b. 2 c. 3 d. 5

5 Feedback: If a team has 10 communication channels between its various members, it can be deduced that the team has five members by using the formula for calculating communication channels.

Geographic location and cultural background have no impact on communications. Answers: True False

False Feedback: Geographic location and cultural background affect the 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.

Which question is typically addressed by a project forecast? Answers: a. How much more money will be needed to complete the project? b. Does the quality of output match our goals? c. Are our clients satisfied with the speed and quality of work on this project? d. How comfortable are employees with the software and technology being used on the project?

How much more money will be needed to complete the project? Feedback: Forecasts predict future project status and progress based on past information and trends. How long will it take to finish the project based on how things are going? How much more money will be needed to complete the project?

E-mail is the most appropriate medium for all types of communications. Answers: True False

False Feedback: E-mail is not an appropriate medium for the following types of communications: assessing commitment, building consensus, mediating a conflict, resolving a misunderstanding, making an ironic statement, conveying a reference document, reinforcing one's authority, or maintaining confidentiality.

Improving an organization's ability to communicate is an easy process. Answers: True False

False Feedback: Improving an organization's ability to communicate requires a cultural change in an organization that takes a lot of time, hard work, and patience.

Minutes must be a comprehensive report of the meeting that was scheduled. Answers: True False

False Feedback: Minutes should be short and focus on the crucial decisions and action items from the meeting.

The communications management plan varies with the needs of the project. Answers: True False

True Feedback: Because communication is so important on projects, every project should include a communications management plan—a document that guides project communications. The communications management plan varies with the needs of the project.

In a project, communicating badly exponentially increases the possibility of making mistakes. Answers: True False

True Feedback: Communicating badly exponentially increases the possibility of making fatal mistakes. A large-scale project has a lot of moving parts, which makes it that much easier to break down. Communication is the oil that keeps everything working properly.

An example of pull communication is _____. Answers: a. video conferencing b. voice mails c. blogs d. meetings

blogs Feedback: In pull communication, information is sent to recipients at their request via websites, bulletin boards, e-learning, knowledge repositories like blogs, and other means.

The output of the _____ process is a communications management plan. Answers: a. reporting performance b. managing communications c. controlling communications d. planning communications

planning communications Feedback: Planning communications management involves determining the information and communications needs of the stakeholders. The outputs of this process include a communications management plan, project management plan updates, and project documents updates.

Status reports should be written in a consistent format, regardless of the stakeholders' needs. Answers: True False

False Feedback: Status reports describe where the project stands at a specific point in time. Status reports can take various formats depending on the stakeholders' needs.

Most WBSs include a section for project communications to ensure that reporting key information is a project deliverable. Answers: True False

True Feedback: Information about the content of essential project communications comes from the work breakdown structure (WBS). In fact, many WBSs include a section for project communications to ensure that reporting key information is a project deliverable.

As the number of people involved in a project _____, the complexity of communications _____. Answers: a. increases, stays constant b. decreases, increases c. increases, decreases d. increases, increases

increases, increases Feedback: An important aspect of communications is the number of people involved in a project. As the number increases, the complexity of communication increases because there are more channels or pathways through which people can communicate.

According to the guidelines provided by Practical Communications, Inc., what is the most appropriate medium for addressing negative behavior? Answers: a. website b. voice mail c. e-mail d. meeting

meeting Feedback: According to the guidelines provided by Practical Communications, Inc., a meeting is the most appropriate medium for addressing negative behavior.

The formula to determine the number of communication channels is _____, where n is the number of people involved. Answers: a. n (n-1)/2 b. n(n-1)/n(n+1) c. n (n+1)/n(n-1) d. n(n+1)/2

n (n-1)/2 Feedback: The formula to determine the number of communication channels as the number of people involved in a project increases is: number of communication channels = n (n-1)/2.

What documents include a complete set of organized project records that provide an accurate history of the project? Answers: a. project notes b. project plans c. forecasts d. project archives

project archives Feedback: Project archives are a complete set of organized project records that provide an accurate history of the project. These archives can provide valuable information for future projects as well.

As a manager, you want to praise a team member, Phil, for doing a good job on a particular project. However, you know he tends to be an introvert. Which communication method would Phil be most comfortable with? Answers: a. Call Phil in for a private meeting to appreciate his work. b. Call a team meeting to praise Phil for his work on the project. c. Announce Phil's accomplishment on the company Web site. d. Have top management and the other teams in the company award Phil.

Call Phil in for a private meeting to appreciate his work. Feedback: People have different personality traits that often affect their communication preferences. For example, if you want to praise a project team member for doing a good job, most introverts would be more comfortable receiving that praise in private, while most extroverts would like everyone to hear about their good work.

People have different personality traits that often affect their communication preferences. Answers: True False

True Feedback: It is important to understand individual and group preferences for communications. People have different personality traits that often affect their communication preferences.

Good information technology project managers must have strong technical and communication skills. Answers: True False

True Feedback: Most IT professionals enter the field because of their technical skills. Most find, however, that communication skills are the key to advancing in their careers, especially if they want to become good project managers.

Do not have a meeting if there is a better way of achieving the objective at hand. Answers: True False

True Feedback: One of the guidelines for conducting meetings is to determine if a meeting can be avoided. Do not have a meeting if there is a better way of achieving the objective at hand.

Rarely does the receiver interpret a message exactly as the sender intended. Answers: True False

True Feedback: The receiver of information rarely interprets it exactly as the sender intended. Therefore, it is important to provide several methods of communication, such as written words, visuals, videos, and meetings, and an environment that promotes open dialogue.

The items discussed in a(n) _____ include reflections on whether project goals were met, whether the project was successful or not, causes of variances on the project, reasoning behind corrective actions chosen, use of different project management tools and techniques, and personal words of wisdom based on team members' experiences. Answers: a. audit report b. design document c. lessons-learned report d. final project report

lessons-learned report Feedback: Some items discussed in lessons-learned reports include reflections on whether project goals were met, whether the project was successful or not, causes of variances on the project, the reasoning behind corrective actions chosen, use of different project management tools and techniques, and personal words of wisdom based on team members' experiences.

Which process involves determining the information and communications needs of the stakeholders? Answers: a. systems management b. planning communications c. strategic planning d. identifying stakeholders

planning communications Feedback: Planning communications management involves determining the information and communications needs of the stakeholders. Who needs what information? When will they need it? How will the information be given to them?

Communication becomes simpler when you increase the number of team members. Answers: True False

False Feedback: An important aspect of communications is the number of people involved in a project. As the number increases, the complexity of communication increases because there are more channels or pathways through which people can communicate. Communication becomes more complex as you increase team size.

Which is true of push communication? Answers: a. This method ensures that the information is received by the recipients. b. Information is sent to recipients without their request. c. Information is sent only to recipients who request the information. d. This method ensures that the information is understood by recipients.

Information is sent to recipients without their request. Feedback: In push communication, information is sent or pushed to recipients without their request via reports, e-mails, faxes, voice mails, and other means. This method ensures that the information is distributed, but does not ensure that it was received or understood.

Adding more people to a project that is falling behind schedule often causes more setbacks because of the increased complexity of communications. Answers: True False

True Feedback: Many top managers think they can just add more people to a project that is falling behind schedule. Unfortunately, this approach often causes more setbacks because of the increased complexity of communications.