Chapter 10 Flashcards by Tanjeria Crite

The processes necessary to ensure that the information needs of the project and its stakeholders are met through development of artifacts and implementation of chicories designed to achieve effective information exchange.

Project communication management

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What are the two parts of project communication management?

Developing a strategy to ensure communication is effective for stakeholders

Carrying out the activities necessary to implement the communication strategy

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What are the project communication processes?

Plan communication management

Manage communications

Monitor communications

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The process of developing an appropriate approach and plan for project communication activities based on the information needs of each stakeholder or group, available organizational assets, and needs of the project.

Plan communications management

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The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, wnd the ultimate disposition of project information.

Manage communication

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The process of ensuring the information needs of the project and its stakeholders are met.

Monitor communications

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What is communication?

The exchange of information, intended or involuntary.

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What are mechanisms by which information can be exchanged?

Written form 
Spoken
Formal or informal
Through gestures
Through media
Choice of words

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Information can be exchanged in the form of?

Ideas
Instructions
Emotions

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What are some examples of communication activities?

Meetings

Presentations

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What are some examples of communication artifacts?

Emails
Social media
Project reports
Project documentation

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What are some dimensions of communication activities ?

Internal 
External
Formal
Hierarchical focus
Official 
Unofficial 
Written and oral

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What are the different hierarchical focuses for communication activities?

Upward- senior management stakeholders
Downward- the team and others who will contribute to work of the project
Horizontal- peers of the project manager or team

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How can misunderstandings be reduced ?

Through the 5Cs of written communication in composing traditional written or spoken messages.

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What are the 5C’s of traditional (non-social media) written or spoken messages?

Correct grammar and spelling
Concise expression and elimination of excess words
Clear purpose and expression directed to the needs of the reader
Coherent logical flow of ideas
Controlling flow of words and ideas

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What communication skills support the 5Cs of communication?

Listening Actively
Awareness of cultural and personal differences
Identifying, setting, and managing stakeholder expectations
Enhancement of skills

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What are the fundamental attributes of communication?

Clarity on the purpose of the communication-defining it’s purpose
Understanding as much as possible about the receiver of the communications, meeting needs, and preferences
Monitoring and measuring the effectiveness of the communication

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What are some trends and emerging practices in project communication management?

Inclusion of stakeholders in project reviews
Inclusion of stakeholders in project meetings
Increased use of social computing
Multifaceted approaches to communication

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How is communication in an agile/ adaptive environment?

Communication is done frequently and quickly to keep up with elements of ambiguity and change

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What are some tailoring considerations for project communication management?

Stakeholders 
Physical location 
Communication technology 
Language 
Knowledge management

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The process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project.

Plan communication management

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What is the key benefit of the plan communications management process?

A documented approach to effective ply and efficiently engage stakeholders by presenting relevant information in a timely manner.

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When should the communications management plan be reviewed and or modified?

When the stakeholder community changes or at the start of each new project phase.

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When is communications planning typically performed on most projects?

Very early, during stakeholder identification and project management plan development.

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What are the tools and techniques for plan communications management?

- Expert judgment - Communication requirements analysis - Communication technology - Communication models - Communication methods - Interpersonal and team skills - Data representation - Meetings

What does Communication requirements analysis do ?

Determines the information needs of the project stakeholders

How are communication requirements defined for analysis

Combining the type and format of information needed with an analysis of the value of the information

What are factors that can affect the choice of communication technology?

- Urgency of the need for information - Availability and reliability of technology - Ease of use - Project environment - Sensitivity and confidentiality of the information

What is the most basic liner form of communication?

Sender and receiver

What is the sender received communication model concerned with?

That the message I delivered, rather than understood.

What is the sequence of steps in a basic communication model is?

Encode Transmit message Decode

What are additional steps in the interactive communication model?

Acknowledge | Feedback/response

When has communication been successful ?

When the sender perceives that the feedback matches the original message.

What is the receiver responsible for in communication?

The info is received in entirety, interpreted correctly, and acknowledged or responded to appropriately

What is the sender responsible for in communication?

Transmission of the message, ensuring the information being communicated is clear and complete , and confirming the message is correctly interpreted.

This communication method is between two or more parties performing a multidirectional exchange of information in real time.

Interactive communication

This communication method entails sending or distributing directly to specific recipients who need to receive the information . (Ensures distribution to receipts that is all not receipt or understanding )

Push communication

What communication artifacts are considered forms of interactive communication

meetings, phone calls, instant messaging, some forms of social media, and videoconferencing

This communication method is used for large complex information sets, or for large audiences, and requires the recipients to access content at their own discretion subject to security procedures.

Pull communication

What are some examples of pull communication methods?

``` Web portals Internet sites E-learning Lessons learned databases Knowledge repositories ```

This type of information is exchanged between individuals, typically face to face.

Interpersonal communication

This type of communication usually occurs with groups of around three to six people.

Small group communication

What is public communication?

When a single speaker addresses a group of people.

With this type of communication, there is a minimal connection between the person or group sending the message and the large , sometimes anonymous groups for whom the information is intended.

Mass communication

What is networks and social computing communication?

A communication approach that supports emerging communication trends of many-to-many supported by social computing technology and media.

A technique used to asses communication styles and identify the preferred communication method, format, and content for planned communication activities .

Communication style assessment

What does a communication styles assessment often follow?

A stakeholder engagement assessment.

Who is a communication style assessment often used on?

Unsupportive stakeholders

Describe political awareness in the plan communications management process ?

Political awareness helps the project manger to plan communication based on the project environment as well as the organizations political environment. I.e. understanding power relationships

Describe cultural awareness in the plan communications management process ?

An understanding of the difference between Individuals, groups, and organizations and adapting the projects communication strategy in the context of these differences.

This displays gaps between current and desired engagement | levels of individual stakeholders

Stakeholder engagement assessment matrix

A component of the project management plan that describes how project communications will be planned, structured, implemented, and monitored for effectiveness.

Communications management plan

The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information.

Manage communications

What is the key benefit of the manage communications management process?

It enables an efficient and effective information flow between the project tea, and the stakeholders.

In this process communication goes beyond the distribution of relevant information and seeks to ensure that the information being communicated to project stakeholders has been appropriately generated and formatted and received by the intended audience.

Manage communication

In this process stakeholders can make requests for further information, clarification, and discussion.

Manage communications

What are some techniques for and considerations for effective communications management?

``` Sender-receiver models Choice of media Writing style Meeting management Presentations Facilitation Active listening ```

What are sender-receiver models?

When one incorporates feedback loops to provide opportunities for interaction/participation and remove barriers to effective communication.

Describe choice of media.

Decisions about application of communications artifacts and choice of appropriate technology . I.e. writing vs. oral communication I.e. memo vs. formal reports Etc.

What process are work performance reports circulated to the project stakeholders?

Manage Communications process

Communication methods should be...

Flexible | In case stakeholders change , needs or expectations change

Coaching, mentoring and negotiating are all examples of what?

Feedback

Information about reactions to communications, a deliverable, or a situation.

Feedback

A combination of tailored communication skills that considers factors such as clarity of purpose in key messages, effective relationships and information sharing, and leadership behavior.

Communication competence

Taking what into consideration can make a presentation successful?

The audience, their expectations, and needs The needs and objectives of the project and project team

What are some communication techniques that can be used in the manage communication process?

Communication competence Feedback Nonverbal Presentations

What are some tools used to manage and distribute project information?

Electronic project management tools Electronic communications management Social media management

What are electronic project management tools?

Project management software, meeting and virtual office support software, web interfaces, specialized project portals and dashboards, and collaborative work management tools.

Describe electronic communications management

Email, fax, and voice mail, audio, video and web conferencing, and websites and web publishing

Websites and web publishing; and blogs and applications, which offer the opportunity to engage with stakeholders and form online communities.

Social media management

The act of collecting and distributing project information.

Project reporting

What type of project reporting comes from the manage communications process?

Ad hoc reports, project presentations, blogs, etc.

What are Interpersonal and team skills that can be used for the manage communications process?

``` Active listening Conflict management Cultural awareness Meeting management Networking Public awareness ```

What are some techniques of active listening?

``` Acknowledging Clarifying Confirming Understanding Removing barriers that adversely affect comprehension ```

What steps should be taken for meeting planning?

Prepare and distribute the agenda stating meeting objectives Meeting starts and ends as published Appropriate participants are invited and attend On topic Expectations, issues and conflicts are managed during the meeting Actions and owners of actions recorded

The process of ensuring the information needs of the project and its stakeholders are met.

Monitor communications

What communications process ensures the right message with the right content (the same meaning for the sender and receiver) is delivered to the right audience , through the right channel and at the right time?

Monitor communications process

How can data be represented when monitoring communications?

By using a Stakeholder engagement matrix

What interpersonal and team skills can be used to monitor communications?

Observation and conversation