10 - Project Communications Management Terms

Question 1

Acknowledgement

Answer 1

The receiver signals that the message has been received. Shows receipt of message, but not necessarily agreement.

Question 2

Active listening

Answer 2

The receiver confirms that the message is being received through questions/feedback/prompts for calrity and other signs of confirmation.

Question 3

Choice of media

Answer 3

The best modality to use when communicating that is relevant to the information being communicated.

Question 4

Communication assumptions

Answer 4

Anything that the project management team believes to be true, but has not proven to be true.

Question 5

Communication barrier

Answer 5

Anything that prohibits communication from occuring

Question 6

Communications channel formula”

Answer 6

[n*(n-1)]/2
n = # of stakeholders
Reveals the total number of communication channels within a project.

Question 7

Communication restraints

Answer 7

Anything that limits the project management team’s options. (e.g. geography, incompatible communication software, limited communication technology)

Question 8

Communication management plan

Answer 8

A project management subsidiary plan that defines the stakeholders who need specific information, the person who will supply the information, the schedule for the information to be supplied, and the approved modality to provide the information.

Question 9

Decoder

Answer 9

The device that decodes the message as it is being received.

Question 10

Effective listening

Answer 10

The receiver is involved in the listening experience by paying attention to visual cues, paralingual characteristics, and by asking relevant questions.

Question 11

Encoder

Answer 11

The device that encodes the message that is being sent.

Question 12

Feedback

Answer 12

The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation.

Question 13

Influence/impact grid

Answer 13

Stakeholders are mapped on a grid based on:
influence over the project in relation to
influence over the project execution.

Question 14

Information presentation tools

Answer 14

A software package that allows the project management team to present the project’s progress/performance through graphics/spreadsheets etc…

Question 15

Information retrieval system

Answer 15

A system to quickly and effectively store, archive and access project information.

Question 16

Interactive communication

Answer 16

Most common and effective approach to communication. 2+ people exchange information (e.g. status meetings, adhoc meetings, phone calls and videoconferences).

Question 17

Lessons learned

Answer 17

Documentation of what did or did not work in the project implementation. Created throughout the project. Becomes an OPA.

Question 18

Medium

Answer 18

The device/technology that transports a message.

Question 19

Noise

Answer 19

Anything that interferes with or disrupts a message.

Question 20

Nonverbal

Answer 20

55% of communication is nonverbal. (e.g. facial expressions, hand gestures, body language etc…)

Question 21

Paralingual

Answer 21

Qualities “beyond” language. The pitch, tone and inflections in the sender’s voice affecting the message being sent.

Question 22

Performance report

Answer 22

A report that depicts how well a project is performing. (e.g. earned value management, cost/schedule variances)

Question 23

Project presentations

Answer 23

Presentations are useful in providing information to customers, management, the project team and other stakeholders

Question 24

Project records

Answer 24

All communications of the project (e-mails, letters, memos etc…) being taken under record, and becoming OPA

Question 25

Project reports

Answer 25

Formal communications on project activities, their status and conditions.

Question 26

Pull communication

Answer 26

Pulls the information from a central repository (e.g. database). Good for large groups of stakeholders who want to access information at their discretion.

Question 27

Push communication

Answer 27

Pushes the information from the sender to the receiver without any real acknowledgement that the information was received/understood. (e.g. e-mails, voicemails etc…)

Question 28

Receiver

Answer 28

The person who receives the message.

Question 29

Sender

Answer 29

The person who sends the message.

Question 30

Sender-receiver models

Answer 30

Feedback loops and barriers to communication

Question 31

Stakeholder notifications

Answer 31

Notices to stakeholders about resolved issues, approved changes, and the overall status of the project.

Question 32

Status review meeting

Answer 32

A regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement.

Question 33

Time reporting system

Answer 33

A system to record the actual time to complete project activities.