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118 Cards in this Set
- Front
- Back
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__________ is the most frequent problem a project manager has on a project.
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Communications
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Project managers spend ______% of their time communicating.
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90
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Identifying stakeholders is done during _____ process group.
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Initiating
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Plan communications and done during the _________ process group.
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Planning
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Distribute information is done during the _________ process group.
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Executing
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Manage stakeholder expectations is done during the _______ process group.
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Executing
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Report performance is done during the ______ and ___ process group.
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Monitoring and Controlling
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The project manager needs to be the expert in project management, and the __________ are the technical experts in what needs to be done and how it needs to be done.
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stakeholders
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Identifying, using, and managing _______ has a huge impact on understanding project management.
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stakeholders
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Project management requires you to identify the stakeholder, determine thier requirements, expectations, and _______; and then incorporate that information into the product and project scope as needed.
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influence
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Identify ____ stakeholders up front.
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all
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A list of stakeholders is included in the __________ ________.
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stakeholder register.
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The _______ should just not relate to how stakeholders want the product of the project to function, but should also include their communication requirements.
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requirements
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_______ are things the stakeholders expect to happen to them, their department, and t he company as a whole.
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Expectations
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Expectations that go ______ will have major impact across all constraints.
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unidentified
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Expectations are converted into __________ and become part of the project.
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requirements
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A great project manager will determine each _________ interest related to the project and attempt to either build them into the project or implement them as a reward.
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stakeholder's
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Each stakeholder will be able to negatively or positively affect a project; this is their level of ______, and it should be identified and managed.
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influence
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_______ must be involved and their involvement must be managed by the project manager.
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stakeholder
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_______ _______ involves identifying all the stakeholder.
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Stakeholder Analysis
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All the information about stakeholders is compiled in the stakeholder register, an output of the ________ _______ process.
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Identify Stakeholders
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Classification tools such as___________ and ____ can be used to group stakeholders.
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power/interest grids
salience models |
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The project manager can use the _____________________________ and, if applicable, any contracts related to the project as a starting point or input to the process.
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initial list of stakeholders from the project charter
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Stakeholders can be managed ______ or in __________.
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individually
groups |
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Both _____ and _____ aspects of the stakeholder's involvement in the project should be managed.
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negative and positive
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If a stakeholder has high interest in the project, low influence, is highly knowledge expert on high risk areas it is best to:
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invite the stakeholder to participate management process.
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If the stakeholder has low interest, is the source of major requirements on the project (high influence) and is not easy to work with the project manager should:
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make sure requirements are clear and send reports to the stakeholder.
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If a stakehoder has high interest, high influence, is not a supporter of the project then the project manager should:
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make sure the PM knows why the stakeholder is not a supporter and base his or her plan for managing this stakeholder on dealing with those reasons.
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If a stakeholder has high interest, hi influence, and supports the project the PM should:
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involve the stakeholder in team meetings, report to this person, and inlcude the information the stakeholder requested.
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When a stakeholder shows moderate interest, high influence, completes many project activities and is a project supporter then the PM should:
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invite the stakeholder to officially join the project team.
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If a stakeholder has moderate interest, high influence because he or she has identified a large number of potential risks for the project, and is a supporter of the project then the PM should:
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Plan to meet with the stakeholder periodically throughout the project to see if he or she has identified any more risks.
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If the stakeholder has moderate interest and is nervous about completing his or her assigned activities the PM should:
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Plan to find and forward relevant literature to help the stakeholder and arrange for training if needed.
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The ______ _______ process involves identifying the information and communication needs of the stakeholders.
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Plan Communications
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The Plan Communications process involves determining what effective and efficient communications will be planned for the project, to whom, with what method and how _____.
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frequently.
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_________ _______ communications are used for complex problems, project management plans, project charter, memos, communicating over long distances.
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Formal written
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Use ______ ________ communication for presentations and speeches.
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formal verbal
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Use _______ _______ communication for e-mail, handwritten notes.
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informal written
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Use _________ ______________ communication for meetings, conversations.
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informal verbal
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To update the project management you should use _____ ______ communication form.
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formal written
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For presentations to management use _____ ________ communication form.
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formal verbal
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To solve a complex problem use __________ ______ communications.
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formal written
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For making notes of a telephone communication one will use _____ ____ communication.
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informal written
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Use ______ _______ communication format to make changes to a contract.
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formal written
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Use _____ _______ communication method to informa a team member of poor performance (1st notice).
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informal verbal
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Use __________ ______ communication mode to inform a team member of poor performance (2nd notice).
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formal written
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Use ______ ______ communication method to schedule a meeting.
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informal written
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use ______ ________ communications to clarify a work package.
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formal written
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The PM would use ________ ________ communication to request additional resources.
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informal verbal
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When trying to discover the root cause of a problem use _____ ______ communication.
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informal verbal
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Sending an e-mail to ask for clarification of an issue is an example of _______ _______ communication.
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informal written
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Holding a milestone party uses _______ __________ communication.
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informal verbal
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Conducting a bidder conferance requires _______ ___________ communication.
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formal verbal
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Communication models are framed around three parts:
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1. the sender
2. the message 3. the reciever |
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Each message is encoded by the ________ and decoded by the __________.
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send
reciever |
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Factors like the receiver's education, experiance, language, and culture affect the way:
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the receiver decodes a message
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Nonverbal communication accounts for __% of all communication.
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55
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________ specifies pitch and tone also help to convey a message.
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Paralingual
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The different means of communicating are called ______- _______.
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communication technology
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________ communication is reciprocal and can involve just two peole or many people. One person provides information; others reveive it and then respond to the information.
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Interactive
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________ communication involves a one-way stream of information. The sender provides the information to the people who need it but does not expect feedback on the communication.
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Push
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________ communication is wherethe project manager places the information in a central location. The recipients are then responsible for retrieving or "pulling." the information from that location.
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Pull
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Set a _______ __ and keep it
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time limit
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Schedule _______ ________ in advance.
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recurring meetings
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Meet with the team ________, but not too often.
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regularly
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Have a ________ for each meeting.
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purpose
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Create an ________ with team input.
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agenda
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Stick to the ______.
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agenda
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Let people know their ________ in advance.
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responsibilities
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Chair and lead the meeting with a set of ______.
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rules
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Assign ________ and set time limits for all work assignments that result from meetings.
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deliverables
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_______ and publish meeting minutes.
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Document
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Communications channel are calculated with this formula:
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[N(N-1)]/2 where N = Number of people
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How many communications channels are there for four people
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[4(4-1)]/2; [4(3)]/2; 12/2=6
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The primary output of the Plan Communications process is a _________ _________ ________.
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Communications Management Plan
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While the project is being executed, many stakeholders will need to receive information about the project. The ______ _____ is responsible for providing this information to the stakeholers.
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project manager
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Because communications are so complex, a communications management plan should be in ________ for most projects.
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writting
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___________ _________ process involves implementing the communications management plan, which is part of the project management plan.
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Distribute Information
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Managing stakeholders expectations is ________ function.
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communication
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__________ are beliefs about (or mental pictures of) the future.
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Expectations
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The idea of ensuring a common _______ on your project is related to managing expectations.
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understanding
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The project manager reviews the stakeholder register, stakeholder management strategy, communications management plan, issue logs, and changes to determine what to do to manage __________ __________.
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stakeholder expectations
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Why not prevent _______ by asking stakeholders what they expect and clarifying expectations that are not accurate.
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changes
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The ________ _________ _________ process can result in documentation of lessons learned, change requests including recommended corrective and preventative actions, issue logs, and changes tot he communications managementplan, stakeholder management strategy, and stake holder register.
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Manage Stakeholder Expectations
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Reporting performance is a _______ process.
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communications
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Reports should be designed forthe needs of the ____.
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project
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You should not spend all your time ______.
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reporting
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Reports should include measurements against the _____ _______ ______ set in the project management plan.
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performance measurement baseline
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Reports must be ______ and not hide what is really going on.
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truthful
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You should report _________, ________, _________, and _________, not just schedule.
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cost, schedule, scope and quality performance
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The process of _________ ________ includes looking into the future.
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Report Performance
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You should get feedback from:
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the people who receive the reports as part of this process.
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A ______ ________ describes what has been accomplished.
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progress report
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The ________ ________ examines the project results over time to see if performance is improving or deteriorating.
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trend report
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The ________ ____ predicts future project status and performance.
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forecasting report
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_____ ______ compares actual results to baseline.
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Variance report
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____ _______ _________ integrates scope, cost, and schedule measures.
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Earned Value Report
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Extensive use of ____ communications is most likely to aid in solving complex problems.
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formal written
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The work breakdown structure can be an effective aid for communication in which situation(s)?
A. Internal within the project team B. Internal withing the organization C. External with the customer D. Internal and external to the project. |
D. Internal and external to the project as the WBS allows communication vertically and horizontally with the organization as well as outside the project.
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The MOST likely result of communications blockers is that:
A. The project is delayed B. Trust level is enhanced C. Conflict occurs D. Senior management is displeased |
C. Conflict occurs
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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 |
D. Shows concern for the perspective of
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Formal written correspondencewith 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 overruns |
B. The customer requests additional work not covered under contract.
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A project manager has a problem with a team member's performance. What is BEST form of communication for addressing the problem?
A. Formal written communication B. Formal verbal communicaton C. Informal written communication D. Informal verbal communication |
D. Informal verbal communication for first offense.
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The project status meeting is not going well. 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. |
D. Create and publish an agenda and a set of rules for controlling the meeting.
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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 wold be the MOST helpful in finding such information.
A. Work status B. Progress C. Forecast D. Communications |
B. Progress; the key word is, "quickly." The progress report will summarize project status.
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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 members?
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. |
A. Ask the team member to repeat back what the project manager says. 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 this choice.
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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 the SPI is 1.05. Stakeholder A asksis if the the project manager for the project knows of stakeholder 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 concern. |
D. Arrange a meeting with both stakeholders to allow them to voice any concern.
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A project manager want 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. |
A. have the stakeholders periodically review the list of project requirements as this helps discover errors and changes, and is therefore the best answer.
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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 ration has been improving, and the sponsor has expressed his appreciation for the team members' efforts 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 occured?
A. The project manager was focusing on the sponsor's needs. B. Functional management was not included in the communication managment plan. C. The successor activities should have been watched, not t he predecessors. D. The right people were not invited to the Milestone party. |
B. Functional management was not included in the communication managment plan. All stakeholders must be included in the Communications Management Plan.
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A project manager has just been assigned a team that comes from many countries, including Brazil, Japan, the U.S., and Britain. What is the 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. |
D. Communication and well developed people skills. 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.
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The project has 13 team members and affects over 15 departments in the organization. Because the project is 20% complete to date and the team has had successful performance reports from five of the affected departments, the project manager holds a party to celebrate. The project manager inivites all 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 yeat 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 meetins 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 stake |
B. Review the information distribution methods on the project. The manager is, in effect, saying that he is not getting the information he needs. His lack of needed information is causing him to suggest more meetings. Too many meetings are a problem on projects. The concept of informaton distribution is to determine who needs what information and plan how to get it to them.
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The purpose of a status meeting 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 cost submitted by the team. |
A. Exchange information about the project.
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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 began six months ago. All of the following would be good preventative 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. |
D. Hold meetings with the stakeholders to go over the work that will not be added to the project.
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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 he was not able to e-mail the deliverable, and it was sent through the mail 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 the problem?
A. Paralingual communication B. Adding to the issue log after the cell phone C. Better attention to determining communication requirements. D. Feedback during the conversation. |
D. Feedback during the conversation.
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When do stakeholders have the MOST influence on a project?
A. At the begining of the project B. In the middle of the project C. At the end of the project D. Throughout the project |
A. At the begining of the project as they must be identified and involved at the begining of the project, in order to determine their requirements and expectations.
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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 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 company environment B. The 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 managment processes. D. Some stakeholders were not identified. |
D. Some stakeholders were not identified. The root cause would be that stakeholders were missed and, therefore, their requirements were not found.
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Stakeholders can be identified in which project management process group?
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 |
A. Initiating, planning, executing, monitoring and controlling, and closing. However, the earlier the stakeholders are identified, the better for the project.
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If a project manager wants to report on the actual project results vs. planned results, he should us a:
A. Trend report B. Forecasting report C. Status report D. Variance report |
A. Initiating, planning, executing, monitoring and controlling, and closing.
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A particular stakeholder has a reputation for making many changes on projects. What is the BEST approach a project manager can take at the begining 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. |
B. Get the stakeholder involved in the project as early as possible. If we begin effective communication with this stakeholder early, we stand a much better chance of discovering hs changes during the planning process, when they will have less of an impact on the project.
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