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Communications has many dimensions. Name the 6 discussed in class.
- Internal and External
- Formal and Informal
- Vertical and Horizontal
- Official and Unofficial
- Written and Oral
- Verbal and Non-verbal
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Project managers spend what percent of time communicating with team members and other stakeholders?
90%
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Studies suggest ____________ is the #1 problem a project manager has.
Communication
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Communications must be what 3 things?
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Explain Effective Communication.
Information is provided in the right format, at the right time, to the right audience, and with the right impact.
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Explain Efficient Communication.
Providing only the information that is needed.
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When should Communications Planning be done?
Very early, so that time and budget can be allocated.
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Name the 7 points of a Communications Management Plan.
- To whom? (stakeholder analysis)
- What info? (message)
- Source of info? (sender)
- What method? (stakeholder preference)
- When? (frequency)
- Other considerations (time zones, language differences, etc...)
- Guidelines for escalation, templates, etc...
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With consideration to the impact of team size on communications, what is the formula for calculating the number of communications in a team?
[N(N-1)]/2
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Explain and give an example of Interactive, Push, and Pull communication.
- Interactive: Between two or more parties. Exchange of information. Ensures a common understanding by all participants.
- -Verbal exchange, or dialogue between people.
- Push communications: Sent to specific recipients who need to know the information. Info is distributed, but not necessarily received or understood.
- -E-mail
- Pull communications: Used for very large volumes of information or for a very large audience. Recipients access the communication content at own discretion.
- -Online help resources, or job postings
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Give an example of a formal written communication method.
Project charter, project management plan, reports, complex problems
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Give an example of a formal verbal communication method.
Presentations, speeches, briefings
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Give an example of an informal written communication method.
Memos, e-mails, notes
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Give an example of an informal verbal communication method.
Meetings, conversations, ad hoc discussions
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What is the 5 step communication model?
- Encode
- Transmit message
- Decode
- Acknowledge
- Feedback/Response
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In communications, what does the "medium" refer to?
The mode of communication.
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In communications, what does the "noise" refer to?
Any interference or barriers (to communication).
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What are the Meeting Tips for Success?
- Determine if a meeting can be avoided.
- Define the purpose and intended outcome of each meeting.
- Determine who should attend.
- Schedule recurring meetings in advance.
- Meet the team regularly but not too often.
- Distribute an agenda beforehand.
- Let people know responsibilities in advance.
- Prepare handouts & visual aids and make any arrangements ahead of time.
- Set the ground rules for the meeting.
- Run the meeting professionally.
- Assign deliverables and time limits for all work that results from meetings.
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What does a Communications Management Plan have?
Documents how project communications will be planned, structured, monitored and controlled.
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What is "Control Communications"?
The process of monitoring and controlling communications throughout the entire project to ensure the information needs of the project stakeholders are met.
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Can the project manager control all communications?
No, but they should try to control as much as they can.
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What is an issue log/what purpose does it serve?
- Communicates issues to concerned parties by documenting and monitoring the resolution of issues.
- Can be used to facilitate communication and ensure a common understanding of issues.
- A repository for what has already happened in the project and a platform for subsequent communications
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Why might expert judgment be needed?
- Impact of project communications
- Need for action
- Actions that should be taken
- Responsibility for taking such actions
- Timeframe for taking action
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What are change requests?
- Controlling communications may result in the need for adjustment, action and intervention.
- Therefore, change requests will be generated as an output.
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What are some elements of a Lessons Learned document?
- What worked well?
- What can be improved?
- What would be done differently if the project could be redone?
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What is the role of Lessons Learned?
- Lessons learned from similar projects are collected and reviewed before starting work on a project.
- Don’t make the same mistakes or face the same problems others have
- Benefit from the experience of others
- Your project will add lessons learned to the company database.
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