Project Management Chapter 6

A principal idea in agile is that the length of daily stand-up meetings should be ___________.

15 minutes or less

Issues log

A dynamic repository of information regarding both open issues and those that have been resolved

Stakeholder register

A repository of information regarding all project stakeholders

Stakeholder analysis

A stakeholder identification technique composed of gathering in evaluating information to determine who is interest should be emphasized throughout the project

Different project stakeholders hold different _______ concerning the project at the outset, and these form the basis of their expectations.

Assumptions

Once the project is underway, the project manager and team need to manage communications by doing what?

Communicate effectively, taking actions to ensure the receiver understands the communication and acts appropriately. Communicate promptly, providing information soon enough so that it is useful to recipients and facilitates timely decisions. Communicate accurately, presenting information in a manner that people are likely to interpret correctly.

Perhaps the most common challenge to project success is:

Communication

The "component of the project management plan that describes how project communications will be planned, structured, monitored and controlled" is the:

Communications management plan

Plan communications management

Consider stakeholders information desires in guides the project communication - as it leads to cooperation and coordination, project harbony, which leads to project success

Plan stakeholder engagement

Creation of a tool called a stakeholder engagement assessment matrix and buy planning to build relationships with the stake holders

Stakeholder engagement plan

Define how they will effectively engage stakeholders in planning and performing the project based on the analysis of the stakeholders needs and wants and impacts

Communicating __________ is the extent to which the receiver opens, understands and acts appropriately upon the communications.

Effectively

In order for a new grocery store to be erected, a neighborhood basketball court located on the building site will have to be demolished. The neighborhood children who liked to play basketball there could be considered as _________.

External stakeholders

(T/F) An issue log is a document that identifies the specific issues that must be resolved before a particular project management meeting adjourns.

F

(T/F) Contemporary project communications typically include both push methods such as blogs, and pull methods such as e-mail.

F

(T/F) During the Manage Communications process, project managers must continuously monitor relationships, communications, and lessons learned in order to manage stakeholder expectations.

F

(T/F) The communications management plan is finalized during project planning, and should only be changed through a formal change control process.

F

The most effective method of communication is_________:

Face-to-face

Manage communication

Includes all the work associated with the project communications plan, starting with planning for it; generating it; organizing it and sharing it; and, finally, storing and disposing of it

Knowledge

Insights derived from information and experience. It is also a conclusion drawn from information after it is linked to other information and compared to what is already known

What is not a good way to monitor stakeholder engagement on an Agile project?

Involve stakeholders in the kickoff meeting at the end of detailed scope baselining.

Issue

Is a situation that requires a decision to be made but one that the team cannot make now, usually either due to needing information or more time

Stakeholder engagement assessment matrix

List all the stake holders, their current position, target position, barriers to change, and strategy to deal with them

The process of communicating with stakeholders and working with them to meet their expectations, address issues as they occur, and obtain their continued commitment to the success of the project is called ___________________.

Manage Stakeholder Engagement

________ is the process of the project team communicating and working with stakeholders to satisfy their needs (and additional desires, when possible), handle issues quickly and encourage active stakeholder participation throughout.

Manage Stakeholder Engagement

The Manage Stakeholder Engagement process can be visualized with managing on the left and "_________" on the right.

Monitoring

In order to monitor stakeholder engagement, what is NOT one of the things that a project manager should monitor throughout the process of managing stakeholder expectations?

Personal conversations

What are the three aspects that should be considered when prioritizing stakeholders?

Power, Proximity, and Urgency

Stakeholder analysis is gathering and evaluating information to determine whose interests should be emphasized throughout the project. The first part of stakeholder analysis is to _____ the stakeholders.

Prioritize

Monitor stakeholder engagement

Process of engaging stakeholders in managing relations with them effectively

Identify stakeholders

Process to determine people, and groups, who my impact or be impacted by some aspect of our project. They include people who will work on the project, provide people or resources to the project, have their routines disturbed, Monitor regulations, laws, and standards at local, county, state, and federal levels

The first column in Communications Plan Considerations is the _____________.

Purpose

During the Plan Stakeholder Engagement process, project teams create a ______ to define how they will effectively engage stakeholders in the project based on the analysis of the stakeholder's needs, wants and impacts.

Stakeholder Management Plan

A primary output of the "identify stakeholders" process is a ______, which is a repository of information regarding all project stakeholders.

Stakeholder Register

(T/F) A project manager must use effective communications to set and manage expectations of all stakeholders as well as to ensure that project work is completed properly and on time.

T

(T/F) A stakeholder is anyone who will use, will be affected by or could impact the project.

T

(T/F) Common purposes for project communications include status reporting and efforts to obtain approval of project outputs.

T

(T/F) Project managers should purposefully plan and carry out relationship-building activities with stakeholders that lead to respect and trust.

T

(T/F) Stakeholders include people who have their routines disrupted by the project.

T

(T/F) The plan-do-check-act (PDCA) process improvement model can be applied specifically to improving project meetings.

T

Communications matrix

The matrix list who does the project team need to learn from, what does the team me to learn from this stakeholder, who does the project team need to share with, what does the stakeholder need to know, when do I need to know it, what is the most effective communication method for the stakeholder to, what is the most effective communications method for the stakeholder to understand, and who on the project team is responsible for this communication (the owner)

Manage stakeholder engagement

The process of the team communicating and working with stakeholders to satisfy their needs (and additional desires when possible), handle issues quickly, and encourage active stakeholder participation throughout

Manage project knowledge

The process of using in developing knowledge to help improve both the current project and the capability of the organization

What is NOT an example of stakeholder relationship-building activities that are effective during the process of project planning?

Use individual learning

What is NOT one of the three methods of communication that will be documented in a communication plan?

Virtual methods

The stakeholder register information can be used to evaluate the interests of different stakeholder groups by performing a _______ analysis to identify where there may be common areas of interest between the groups.

WIIFT (what's-in-it-for-them)

In the Plus-Delta method of evaluating project meetings, the "delta" column is used for team members to offer their opinion about one aspect of the meeting that ________.

Was poor and could be avoided (changed) in future meetings

One of the key responsibilities of a project manager is to manage stakeholder expectations. It is important for the project manager to have interpersonal or "soft" skills that include: overcoming resistance to change, resolving conflict, active listening, and _____.

building trust

Project stakeholders can be prioritized based upon their level of power, legitimacy and urgency plus a number of additional criteria that might include:

impact

A situation that requires a decision to be made, but one that the team that cannot make now, usually due to needing more information or time, is called a(n) _____:

issue

A document used to manage points of discussion or dispute that arise during projects, in order to monitor them and ensure that they are eventually resolved and added to lessons learned, is called a(n) _________________.

issue log

A common method of prioritizing stakeholders is based on the stakeholders':

legitimacy power urgency

Most project meetings are formal, planned events between project stakeholders. Effective meetings typically have a purpose, a prearranged time and place, a list of attendees and their roles, and an agenda with topics and issues to be discussed. After the meeting, _______ are circulated.

meeting minutes

The communication method that is used for large audiences or large volumes of information and requires recipients to access the content at their own discretion, is called __________ communication.

pull

The "project document that includes the identification, assessment, and classification of project stakeholders" is called the _____________.

stakeholder register

In order to plan for a project meeting, project managers should develop an agenda. What is NOT accurate with respect to a project meeting agenda?

the agenda should only be shared with senior management.

Stakeholders include what people?

those who provide people or resources for the project those whose routines may be disrupted by the project those who work on the project

The components of a project communications management plan should typically include the purpose of the communication, structure (format, content etc.), methods or technologies to be used, and _______.

time frame and frequency