Pmbok Book Chapter 10

Front 1

Describe the Communication Planning process in the Comm Mgmt ka. What are 4 questions it asks?

Back 1

The communications requirements of the stakeholders are determined and documented in the communications management plan and contain communication requirements such as:
1. Who needs what information?
2. When will they need it?
3. How will it be given to them?
4. Who will give it to them?
- A Communications Matrix can help identify this information. Note that the organizational structure (functional, matrix or projectized) will influence the information and distribution channels of the project. There are many formats for communications matrices. No matter what the format, the objective is to identify who is being communicated to, when communication is needed, how communications will be distributed and who is responsible for their delivery.

Front 2

Describe the Information Distribution process in the Comm Mgmt ka.

Back 2

The information distribution process involves the execution of the communications management plan by making the identified needed information available to stakeholders. It also involves responding to various ad hoc requests for information from stakeholders.

Front 3

Describe the Performance Reporting process in the Comm Mgmt ka. What 5 things should performance reports include?

Back 3

This process involves collecting and disseminating project information, communicating progress and utilization of resources and forecasting future progress and status. The work results of other processes are analyzed and combined into performance reports.
These performance reports should include:
1. Performance and status reports
2. Trend and forecasting reports
3. Change requests and recommendations
4. Process updates
5. Risk monitoring and control outcomes

Front 4

Describe the Manage Stakeholders process in the Comm Mgmt ka.

Back 4

Managing stakeholders' communications, expectations and requirements are addressed in this process. It uses various methods to communicate effectively, such as frequent and regular meetings, developing and tracking issues via an issues log and resolving conflict.
- Face-to-face meetings should be used as much as possible in the manage stakeholders process. When stakeholders' presence is virtual, other means such as phone calls, mail, teleconferencing, web meetings and other electronic tools must be used extensively to ensure effective communications. The communications management plan should contain the information exchange technology to be used and stakeholders should have the skills and resources to use these technologies effectively.

Front 5

What 5 things does a Communications Management Plan contain?

Back 5

1. Method used to gather and store information
2. Reporting relationship
3. Distribution schedule
4. Performance reporting process
5. Close project process

Front 6

Describe the Communications Model

Back 6

PMI emphasizes the basic communication model (see the PMBOK Guide Figure 10-3) that consists of the following components:
- a sender,
- a receiver and
- a medium through which messages are sent and received.

- The sender encodes the message, chooses the medium in which to send the message and attaches symbols, gestures or expressions to confirm that the message is understood.
- The receiver decodes the message based on background, experience, language and culture. The receiver should confirm that the message is understood.

Front 7

Discuss the 3 major Communication Types

Back 7

1. Written Communication: use of representative symbols external to the communicator
2. Verbal Communication: use of linguistic and paralinguistic sounds
3. Nonverbal Communication: use of gestures, postures and movement for communication

NOTE: Email is an informal communication method according to PMI.

Front 8

Describe the 4 different Communication Methods

Back 8

1. Formal Written communication methods should be used for key documents such as project plans, the project charter, communicating over long distances, complex problems, legal documents and long or technical situations to a wide or varied audience.
2. Formal Verbal communication methods such as presentations and speeches should be used when persuading people to accept ideas and products.
3. Informal Written communication methods such as memos, email and notes are used for status updates, information updates and day-to-day communication.
4. Informal Verbal communication methods such as meetings, conversations, humor and inquiries are used for small informal groups, team building and day-to-day communication.

Front 9

What are 7 Barriers to Communication?

Back 9

1. Ineffective listening
2. Improper encoding of messages
3. Improper decoding of messages
4. Naysayers
5. Hostility
6. Language
7. Culture

Front 10

What does an Issues Log contain?

Back 10

An issues log should contain the owner assigned to resolve the issue and the target date for the resolution of the issue. An Action Item Log is the same as an issues log when it is used as a control document of issue owner's resolution. The log of resolved issues together with the solution to the issue become primary outputs of this process. Any approved change requests, corrective actions, updates to the project management plan and the organizational process assets (including the lessons learned) are also outputs of this process.

Front 11

Define: Active Listening

Back 11

The receiver confirms listening by nodding, eye contact and asking questions for clarification.

Front 12

Define: Effective Listening

Back 12

The receiver attentively watches the sender to observe physical gestures and facial expressions. In addition, the receiver contemplates responses, asks pertinent questions, repeats or summarizes what the sender has sent and provides feedback.

Front 13

Define: Feedback

Back 13

Affirming understanding and providing information.

Front 14

Define: Noise

Back 14

Anything that compromises the original meaning of the message.

Front 15

Define: Nonverbal Communication

Back 15

About 55% of all communication, based on what is commonly called body language.

Front 16

Define: Paralingual Communication

Back 16

Optional vocal effects, the tone of voice that may help communicate meaning.

Front 17

What is the Communications Channels Formula?

Back 17

A simple formula to determine the number of communication channels that exist on a project:

(n[n − 1])/2 where n indicates the number of people

For example, if 5 people work on a project, n = 5, communication channels = 5(4)/2 = 10

With 7 people, n = 7, channels = 7(6)/2 = 21. The number of links has more than doubled with just 2 additional team members.

Front 18

Describe the Concrete-Sequential communication style.

Back 18

Focuses on tangible tasks listed in a systematic way; not open to change; "Mr. Fixit"

Front 19

Describe the Abstract-Sequential communication style.

Back 19

Relies on logical analysis and systematic planning to solve problems; effective team builders; focuses on people and tasks; "organizers"

Front 20

Describe the Concrete-Random communication style.

Back 20

Relies on people and technology; sees practical use for theories; "entrepreneurial types"

Front 21

Describe the Abstract-Random communication style.

Back 21

Intuitive; has the "vision thing"; focuses on big picture and long-term view; "brainstormers"

Front 22

What are 8 common time and cost performance questions to which Earned Value techniques provide answers?

Back 22

1. Where are we in the project schedule?
2. What is the percentage of completion?
3. What is the estimated time to complete the project?
4. Are we ahead or behind schedule and why?
5. What are actual expenditures to date?
6. What are the committed expenditures?
7. What are the estimated remaining costs?
8. Are we under budget or over budget and why?