PMPCh10.1 - Plan Communications Management

Question 1

Plan Comm Management is

Answer 1

process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets.

Question 2

Benefit of Plan Comm Mgmt

Answer 2

identifies and documents the approach to communicate most effectively and efficiently with stakeholders.

Question 3

Insert ITTO 10.1

Answer 3

Insert ITTO 10.1

Question 4

Inadequat communications planning may lead to what

Answer 4

problems such as delay in message delivery, communication of information to the wrong audience, or insufficient communication to the stakeholders and misunderstanding or misinterpretation of the message communicated.

Question 5

When is communication planning performed

Answer 5

very early, such as during project management plan development. This allows appropriate resources, such as time and budget, to be allocated to communication activities

Question 6

What is effective communication*

Answer 6

information is provided in the right format, at the right time, to the right audience, and with the right impact. Efficient communication means providing only the information that is needed.

Question 7

What are some important considerations that need to be taken into account?

Answer 7

Who needs what information, and who is authorized to access that information;
When they will need the information;
Where the information should be stored;
What format the information should be stored in;
How the information can be retrieved; and
Whether time zone, language barriers, and cross-cultural considerations need to be taken into account.

Question 8

Memory Tip for Plan Comm Mgmt

Answer 8

PS-EO, CCCCM, PC

Question 9

Inputs to Plan Comm Mgmt - PS-EO

Answer 9

PSEO plays Country Music (4) a PC - PMPlan, Stakeholder Register, EEF, OPA

Question 10

TT to Plan Comm Mgmt - CCCCM

Answer 10

CCCCM - Comm Reqt Analysis, Comm Technology, Comm Model, Comm Method, Meetings

Question 11

Outputs to Plan Comm Mgmt -PC

Answer 11

PC - Proj Doc Updates, Comm Mgmt Plan,

Question 12

Inputs to Plan Comm Mgmt - PS-EO - Proj Mgmt Plan

Answer 12

PM Plan provides information on how the project will be executed, monitored, controlled, and closed.

Question 13

Inputs to Plan Comm Mgmt - PS-EO - Stakeholder Register

Answer 13

provides the information needed to plan the communication with project stakeholders.

Question 14

Inputs to Plan Comm Mgmt - PS-EO - EEF

Answer 14

the structure of an organization will have a major effect on the project’s communication requirements.

Question 15

Inputs to Plan Comm Mgmt - PS-EO - OPA

Answer 15

, lessons learned and historical information are of particular importance because they can provide insights on both the decisions taken regarding communications issues and the results of those decisions in previous similar projects

Question 16

TT to Plan Comm Mgmt - CCCCM - Comm reqt Analysis

Answer 16

analysis of the communication requirements determines the information needs of the project stakeholders.

Question 17

TT to Plan Comm Mgmt - CCCCM - Comm reqt Analysis - communication channel formula

Answer 17

n(n-1) / 2

Question 18

TT to Plan Comm Mgmt - CCCCM - Comm reqt Analysis - how are reqt determined

Answer 18

Organizational charts;
Project organization and stakeholder responsibility relationships;
Disciplines, departments, and specialties involved in the project;
Logistics of how many persons will be involved with the project and at which locations;
Internal information needs (e.g., when communicating within organizations);
External information needs (e.g., when communicating with the media, public, or contractors); and
Stakeholder information and communication requirements from within the stakeholder register.

Question 19

TT to Plan Comm Mgmt - CCCCM - Comm Technology

Answer 19

Can be brief conversations to extended meetings, written docs to extensive materials

Question 20

TT to Plan Comm Mgmt - CCCCM - Comm Technology - facotrs that can affect choice of comm technology

Answer 20

Urgency, Availability of technology, ease of use, project environment, sensitivity and confidentiality of info

Question 21

TT to Plan Comm Mgmt - CCCCM - Comm Model, 5 steps

Answer 21

consists of two parties, defined as the sender and receiver. Encode, transmit message, decode, acknowledge, feedback and response

Question 22

TT to Plan Comm Mgmt - CCCCM - Comm Methods, 3 methods

Answer 22

Interactive, push, pull. Push - sent to specific recipients who need to receive the info. Pull - used for large amounts of info or large audience. E-learning, lessons learned dB

Question 23

TT to Plan Comm Mgmt - CCCCM - Comm Methods, how does one choose?

Answer 23

Discuss and agree by project stakeholders based on communication requirements, cost and time constraints, availability and familiarity of tools and resources

Question 24

TT to Plan Comm Mgmt - CCCCM - Meetings

Answer 24

Plan Communications Management process requires discussion and dialogue with the project team to determine the most appropriate way to update and communicate project information, and to respond to requests from various stakeholders for that information.

Question 25

TT to Plan Comm Mgmt - CCCCM - Meetings - typical meeting should be run how?

Answer 25

begin with a defined list of issues to be discussed, which are circulated in advance with minutes and other information documented specifically for the meeting

Question 26

Outputs to Plan Comm Mgmt -PC - Project Document

Answer 26

Project schedule, and | Stakeholder register.

Question 27

Outputs to Plan Comm Mgmt -PC - Comm Mgmt Plan

Answer 27

component of the project management plan that describes how project communications will be planned, structured, monitored, and controlled. Has guidelines and templates for project status meetings, project team meetings, e-meetings, and e-mail messages. Consists of: Stakeholder communication requirements; Information to be communicated, including language, format, content, and level of detail; Reason for the distribution of that information; Time frame and frequency for the distribution of required information and receipt of acknowledgment or response, if applicable; Person responsible for communicating the information; Person responsible for authorizing release of confidential information; Person or groups who will receive the information; Methods or technologies used to convey the information, such as memos, e-mail, and/or press releases; Resources allocated for communication activities, including time and budget; Escalation process identifying time frames and the management chain (names) for escalation of issues that cannot be resolved at a lower staff level; Method for updating and refining the communications management plan as the project progresses and develops; Glossary of common terminology; Flow charts of the information flow in the project, workflows with possible sequence of authorization, list of reports, and meeting plans, etc.; and Communication constraints usually derived from a specific legislation or regulation, technology, and organizational policies, etc.