Chapter 10. Communications Management

Question 1

What does Communications Management refer to?

Answer 1

The tasks relation to producing, compiling, sending, storing, distributing and managing project records. It requires that you accurately report on the project status, performance, change and earned value, and that you pay close attention to controlling the information to ensure that the communication management plan is working as intended.

Keeping stakeholdings properly informed throughouth the project.

Question 2

What are the processes of Communications Management?

Answer 2

Plan Communications Management
Monitor Communications
Manage Communications

Question 3

What are the outputs of each process of Communications Management?

Answer 3

Plan Communications Management - Communications Management Plan

Monitor Communications - n/a

Manage Communications - Project Communications

Question 4

What are the process groups in Communications Management?

Answer 4

Planning - Plan Communications Management
Executing - Manage Communications
Monitoring & Controlling - Monitor Communications

Question 5

What does the Communications Management Plan establish?

Answer 5

• How often communications will be distributed and updated
• In what forms the communications will be distrubed (i.e. email, meetings, printed copy, websites, etc.)
• What information will be included in the communications
• Which project stakeholders will receive these communications

It sets stakeholders’ expectations, letting them know what information they will receive, when and how they will receive it.

Question 6

What are the inputs of the Plan Communications Management process?

Answer 6

Project Charter
Project Management Plan, specifically the stakeholder engagement plan.
Project Documents, specifically the stakeholder register
Enterprise Environmental Factors
Organizational Process Assets

Question 7

What are the tools of the Plan Communications Management Process?

Answer 7

Expert Judgement

Communication Requirements Analysis

• which stakeholders should receive project communicaitons, what communications they should receive, how they should receive them and how often
• communication channels/paths of communication

Communication Technology
Communication Models
Communication Methods
Interpersonal and Team Skills
Data Representation
Meetings

Question 8

Formula for calculation communication channels:

Answer 8

n x (n-1) / 2

where n = the number of people on the project
see. p 442 for more information & graphic

Depending on number of channels, may be necessary for PM to determine who can officially communication with the customer or key subcontractors.

Question 9

What is a communication model?

Answer 9

A formal way of understanding how messages are sent and received, defining the responsibilities between the send and the receiver.

Question 10

What are the sender’s responsibilities in a communication?

Answer 10

• encode the message clearly
• select a communication method
• send the message
• confirm the message was received and understood by the receiver

Question 11

What are the receiver’s responsibilities in a communication?

Answer 11

• decode the message
• acknowledge / confirm the message was received
• respond and give feedback

Question 12

What is noise?

Answer 12

Anything that can interfere with a message’s transmission.

Question 13

What are some examples of communicaton “noise”?

Answer 13

language
cultural differences
method of transmission
distance
bias

Question 14

Different ways of communicating:

Answer 14

Active Listening
Effective Listening
Feedback
Nonverbal - body language, facial expressions, posture, hand motions
Paralingual - vocal but not verbal (tone of voice, volume, pitch)
Communication Blockers - anything that interferes with the sending encoding the message or with the receive decoding it, i.e. anything that disrupts communication channels.

Question 15

Communication Methods:

Answer 15

Informal Written
Formal Written
Informal Oral
Formal Oral
Internal
External
Official
Unofficial

see. p 446 for more info.

Question 16

Categories for Communications & Examples:

Answer 16

Interactive - where people can ask questions
Push - bulk email blast
Pull - website where a video presentation or white paper can be downloaded

Question 17

What are the outputs for the process Plan Communications Management?

Answer 17

Communications Management Plan
Project Management Plan Updates
Project Documents Updates

Question 18

What is the focus of the process Manage Communications?

Answer 18

To execute the communications management plan.

Question 19

What are the 4 approaches to the process Manage Communications?

Answer 19

1. Always deal with the problem
2. Always communicate directly
3. Always tell the truth
4. Always distribute accurate information

Question 20

What are the inputs to the process Manage Communications?

Answer 20

Project Management Plan
Project Documents
Work Performance Reports
Enterprise Environmental Factors
Organizational Process Assets

Question 21

What are the tools to execute the process Manage Communications?

Answer 21

Communication Technology
Communicaton Methods
Communication Skills
Project Management Information System (PMIS)
Project Reporting
Interpersonal and Team Skills
Meetings

Question 22

What are the outputs to the process Manage Communications?

Answer 22

Project Communications
Project Management Plan Updates
Project Documents Updates
Organizational Process Assets Updates

Question 23

What does Monitor Communications accomplish?

Answer 23

It compares the results of Manage Communications with the communications management plan, and if different, adjustments are made to the plan or the way the work is being carried out.

Communication is key to a projects failure or success.

Question 24

What are the inputs to the process Monitor Communications?

Answer 24

Project Management Plan
Project Documents
Work Performance Data
Enterprise Environmental Factors
Organizatoinal Process Assets

Question 25

What are the tools used in the process Monitor Communications?

Answer 25

Expert Judgement
Project Management Information System (PMIS)
Data Representation
Interpersonal and Team Skills
Meetings

Question 26

What is MBWA?

Answer 26

The acronym for Manage by Walking Around, and refers to the observation and conversation component of Interpersonal and Team skills. It is important to stay engaged with your team!

Question 27

Agile Perspective on Communications Management:

Answer 27

• More open and dynamic on Agile project, because team is often colocated.
• Embraces “osmotic communications”, where the team benefits and absorbs information gleaned from other conversations.
• Product owner is embedded on the team, in the communications
• Communications should be rapid
• Barriers to direct, transparent communication should be actively removed
• Info on performance, value, deliver, and priorities posted in highly visibly locations and openly shared
• Communication silos avoided to foster collective understanding
• Favors full transparency

Plan Communications Management - not important part of an Agile project. Favors more information and frequent updates, and a steady flow of information.

Manage Communications - Info distributed daily and through osmotic communications. Sometimes distributed through “scrum of scrums” and big visible charts (burn-down charts, burn-up charts, Kanban boards, product backlogs), or through more traditional means.

Monitor Communications - Less important in agile. Instead make constance adjustments throughout project, changes in communications natural fit within the process.