Question 1. Fill in the blank: Project managers should
identify project stakeholders, communication methods, communication goals, and
communication _____ before creating a communication plan.
- risks
- frequency
- consequences
- costs
Explanation: Before
developing a communication strategy, project managers need to first identify
the various parties involved in the project, as well as the communication
methods, communication objectives, and communication frequency. It is helpful
to ensure that information is communicated effectively and consistently
throughout the project by establishing the frequency of communication early on
in the process.
Question 2. What should a project manager consider when
writing a new email message for team members about project updates?
- Assume the message will be delivered to everyone in the company.
- Include all team members working on the project in the communication.
- Assume not all of the recipients will read the message.
- Add a note to the message to not share any of the data.
Question 3. Which of the following actions demonstrates an
effective strategy to allow stakeholders and team members to find relevant
information in a project?
- Allow team members to send links to stakeholders as they add new ones.
- Send an email with the resource links to stakeholders for each resource.
- Create a section in a communication plan for links to relevant documents.
- Have one team member be responsible for maintaining the links for the project.
Explanation: An efficient method for enabling stakeholders and members of a team to locate important information pertaining to a project is to create a centralized repository of project documentation that is also simple to access. This repository might take the shape of a project management tool or a shared drive. This guarantees that significant papers, updates, and resources are grouped in a logical way, making it easier for everyone to discover the information they need to have access to. The retrieval of information, as well as transparency and cooperation among users, are all improved by centralized repositories.
Question 4. As a project manager, part of your
communication plan is to send an email every Tuesday at 10:00 a.m. What
additional details should the communication plan include? Select all that
apply.
- Recipients
- Duration
- Type of communication
- Goal
Question 5. You prepare a template for a weekly email for
stakeholders with some key launch dates and announcements for the project. How
can you ensure stakeholders can easily notice the information?
- Schedule a follow-up meeting with the stakeholders to review the email.
- Highlight and bold the information the stakeholder should focus on.
- Keep the key launch dates and announcements together for better clarity.
- Create a follow-up email to be sent a day later with just the important information.
Question 6. An effective project management communication
plan can help with which of the following processes? Select all that apply.
- Team selection
- Culture development
- Change management
- Project continuity
Question 7. Which of the following communication methods
is most appropriate for high-level stakeholders who don’t need detailed project
updates?
- Frequent status update meetings to report project issues
- Newsletters that summarize key milestones and project progress
- Weekly emails with team action items
- Virtual check-in meetings to share task progress
Explanation: When
communicating with high-level stakeholders who are not interested in receiving
comprehensive project updates, a dashboard or executive summary report is often
the most effective option. The essential metrics, milestones, and high-level
information related to the project are summarized in these papers that have
been streamlined and designed to be visually attractive. Dashboards and
executive summaries are created with the intention of conveying essential
information in a single look. This makes them perfect for busy stakeholders who
may not have the time to go through detailed reports. By using this strategy,
critical information may be communicated in a timely manner without subjecting
stakeholders to an excessive amount of superfluous detail.
Question 8. What questions can project managers ask to
optimize and streamline communications? Select all that apply.
- What is not working or is not effective in our communication?
- How are you implementing the content we communicate?
- How can we improve communications with you?
- What is working in how we communicate with you about the project?
Question 9. What best practice should you consider when
you share project documentation among stakeholders and team members?
- Make sure all stakeholders have access to the data in the project
- Share project details on a need-to-know basis
- Share details of the project whenever a team member asks for it
- Make sure all team members have access to the data in the project
Explanation: Establishing
a centralized and easily available repository is a recommended best practice
for when team members and stakeholders need to share project material with one
another. This repository, which is often administered by means of tools for
project management or shared drives, guarantees that all of the relevant
project papers are saved in a single area.
Question 10. Which of the following should a project
manager include in a centralized planning document, also known as a dashboard?
Select all that apply.
- Instructions for how to use the centralized planning document
- A brief project description
- Previous project deliverables
- Links to any non-spreadsheet files