FPM Week 8 - Communication and Stakeholders

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Questions and Answers

What percentage of a project manager's time is typically spent communicating?

  • 50%
  • 60%
  • 90% (correct)
  • 75%

Which of the following is a key benefit of effective communication in project management?

  • Reduced stakeholder involvement
  • Increased resource allocation
  • Improved project success rates (correct)
  • Decreased project documentation

Which communication method involves a multidirectional exchange of information in real-time?

  • One-way communication
  • Interactive communication (correct)
  • Push communication
  • Pull communication

What is the purpose of a communication management plan?

<p>To define the methods and frequency of stakeholder communication (D)</p> Signup and view all the answers

Which type of communication is best for sending status reports to a large audience?

<p>Pull communication (A)</p> Signup and view all the answers

What is an example of push communication?

<p>Emails (D)</p> Signup and view all the answers

In the context of communication, what does 'noise' refer to?

<p>Factors that interfere with the transmission of a message (B)</p> Signup and view all the answers

Which of the following is a key element of non-verbal communication?

<p>Tone of voice (C)</p> Signup and view all the answers

How much of communication is estimated to be through body language?

<p>58% (C)</p> Signup and view all the answers

Which communication method is best for ensuring all stakeholders have access to large volumes of information?

<p>Pull communication (A)</p> Signup and view all the answers

What does the term 'communication channel' refer to in project management?

<p>The pathway used to deliver a message between stakeholders (D)</p> Signup and view all the answers

How is the number of communication channels calculated in a project?

<p>N × (N - 1) / 2 (A)</p> Signup and view all the answers

What is the best communication method to use for obtaining confirmation on receipt of information?

<p>Telephone call (C)</p> Signup and view all the answers

What is an example of interactive communication?

<p>Conducting a face-to-face meeting (A)</p> Signup and view all the answers

What is the key purpose of stakeholder identification?

<p>To determine who will be impacted by the project or can influence its success (B)</p> Signup and view all the answers

In stakeholder analysis, what does a power/interest grid help determine?

<p>Stakeholder authority and interest levels (C)</p> Signup and view all the answers

Which of the following is true about formal communication in project management?

<p>It is usually documented, such as through reports or contracts (D)</p> Signup and view all the answers

What is the purpose of a stakeholder register?

<p>To document stakeholder contact details, roles, and influence (A)</p> Signup and view all the answers

Which stakeholder engagement approach should be used for stakeholders with high power and high interest?

<p>Manage closely (D)</p> Signup and view all the answers

Which type of meeting is typically used in Agile projects to ensure effective team communication?

<p>Daily stand-up meetings (D)</p> Signup and view all the answers

What is a key characteristic of an effective meeting?

<p>It has a clear purpose and expected outcome (A)</p> Signup and view all the answers

In Tuckman’s stages of team development, which stage is characterized by high productivity?

<p>Performing (C)</p> Signup and view all the answers

Which theory explains that some people are motivated by the need for achievement, affiliation, or power?

<p>McClelland’s Acquired-Needs Theory (A)</p> Signup and view all the answers

Which of the following best describes 'active listening'?

<p>Fully concentrating, understanding, and responding to the speaker (C)</p> Signup and view all the answers

What does the term 'stakeholder engagement' mean in project management?

<p>Managing communication with stakeholders to ensure positive involvement in the project (D)</p> Signup and view all the answers

What is the role of cultural awareness in stakeholder engagement?

<p>To respect and adapt to cultural differences among stakeholders (A)</p> Signup and view all the answers

Which type of communication is typically the most effective for building team rapport?

<p>Face-to-face meetings (A)</p> Signup and view all the answers

Which leadership style focuses on putting team members' needs first and helping them develop?

<p>Servant leadership (D)</p> Signup and view all the answers

In Maslow’s Hierarchy of Needs, which level represents the need for personal achievement and recognition?

<p>Esteem (D)</p> Signup and view all the answers

Which type of stakeholder should be 'kept satisfied' according to the power/interest grid?

<p>High power, low interest (A)</p> Signup and view all the answers

What is the key difference between push and pull communication?

<p>Push sends information to specific recipients, while pull allows stakeholders to access information on demand (C)</p> Signup and view all the answers

Which motivational theory suggests that hygiene factors can prevent dissatisfaction but do not motivate?

<p>Herzberg’s Motivation-Hygiene Theory (D)</p> Signup and view all the answers

What is the primary purpose of stakeholder analysis?

<p>To determine the information needs of each stakeholder (D)</p> Signup and view all the answers

Which of the following best describes a communication management plan?

<p>A document that outlines how project communications will be planned, executed, and monitored (C)</p> Signup and view all the answers

Which communication method is best for conveying critical information that should not be forwarded?

<p>Hard copy letters (D)</p> Signup and view all the answers

Which communication model element refers to factors that can distort or prevent message transmission?

<p>Noise (C)</p> Signup and view all the answers

What is the role of feedback in the communication model?

<p>To indicate whether the message has been understood (C)</p> Signup and view all the answers

Which leadership style allows team members to make most of the decisions while providing minimal direction?

<p>Laissez-faire (B)</p> Signup and view all the answers

Which of the following is considered an informal communication method in project management?

<p>Conversations during coffee breaks (C)</p> Signup and view all the answers

In the power/interest grid, what should be done with stakeholders with low power and high interest?

<p>Keep informed (D)</p> Signup and view all the answers

Which personality screen filters the interpretation of messages based on personal experiences and beliefs?

<p>Personality screen (C)</p> Signup and view all the answers

Which type of conflict management approach involves seeking a win-win solution?

<p>Collaborating (D)</p> Signup and view all the answers

What is a primary advantage of virtual meetings for dispersed teams?

<p>Real-time exchange of information despite geographical barriers (C)</p> Signup and view all the answers

What is the focus of stakeholder engagement during the project?

<p>Managing relationships to ensure proactive involvement and support (B)</p> Signup and view all the answers

Which type of leadership power is based on the ability to provide rewards?

<p>Reward power (B)</p> Signup and view all the answers

Which tool categorizes people on four behavioral profiles based on responsiveness and assertiveness?

<p>Wilson Learning’s Social Styles (D)</p> Signup and view all the answers

Which of the following is NOT one of Stephen Covey's 7 Habits of Highly Effective People?

<p>Maximize productivity at any cost (A)</p> Signup and view all the answers

Which communication method is best for ensuring quick responses to simple questions?

<p>Instant messaging (C)</p> Signup and view all the answers

Which type of power is derived from the credibility and admiration others have for an individual?

<p>Charismatic power (C)</p> Signup and view all the answers

In which Tuckman stage do team members experience conflict and challenge leadership?

<p>Storming (C)</p> Signup and view all the answers

Flashcards

Project Communication Management

The process of planning, executing, and monitoring all communications in a project.

Effective Communication

Communication that enhances clarity and project success rates.

Interactive Communication

Real-time, two-way information exchange in project discussions.

Communication Management Plan

A document outlining how and when stakeholders will receive information.

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Pull Communication

A method allowing audiences to access information independently when needed.

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Push Communication

Direct information sent to specific recipients, such as emails.

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Noise in Communication

Factors that distort or interfere with message delivery.

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Non-verbal Communication

Communication expressed through body language, tone of voice, and facial expressions.

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Stakeholder Identification

The process of recognizing individuals or groups affected by the project.

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Power/Interest Grid

A tool for assessing stakeholder authority and interest to guide engagement.

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High Power, High Interest

Stakeholders requiring close management due to their significant influence.

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Low Power, High Interest

Stakeholders needing to be kept informed but not closely managed.

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Stakeholder Register

A document detailing information about each stakeholder.

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Effective Meeting

A meeting that has a clear purpose and expected outcomes.

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Tuckman's Stages

Stages of team development: forming, storming, norming, performing, and adjourning.

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Servant Leadership

A leadership style focusing on the growth and well-being of team members.

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Active Listening

Fully concentrating on and responding to a speaker in communication.

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McClelland's Acquired-Needs Theory

Theory identifying achievement, affiliation, and power as key motivators of individuals.

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Herzberg's Motivation-Hygiene Theory

Theory distinguishing between factors that prevent dissatisfaction and those that drive satisfaction.

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Maslow’s Hierarchy of Needs

A theory depicting human needs arranged in a hierarchy from basic to advanced.

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Communication Model Feedback

The response indicating whether a message was understood effectively.

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Conflict Management through Collaboration

Approach to resolve differences by finding win-win solutions.

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Informal Communication

Casual exchanges of information typically outside official channels.

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Types of Power in Influence

Different forms of power such as reward power and charismatic power that affect behavior.

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Wilson Learning's Social Styles

A framework categorizing behaviors based on assertiveness and responsiveness.

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Stephen Covey's Effectiveness Principles

Principles focusing on proactivity and seeking mutual understanding for better effectiveness.

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Stakeholder Engagement

The process of managing relationships with stakeholders throughout the project.

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Communication Clarity

The degree to which messages are understood as intended.

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Study Notes

Project Communication Management

  • Project managers typically spend 90% of their time communicating.
  • Effective communication significantly improves project success rates.
  • Interactive communication allows for real-time, multidirectional information exchange.

Communication Methods

  • A communication management plan defines how and when stakeholders will be communicated with.
  • Pull communication is best for sending status reports to a large audience and allows stakeholders to access information on demand.
  • Push communication includes methods like emails where information is sent directly to specific recipients.
  • "Noise" in communication refers to factors that distort or impede message transmission.
  • Non-verbal communication, such as tone of voice, plays a vital role in conveying messages, accounting for about 58% of communication.

Stakeholder Engagement

  • Stakeholder identification determines those affected by or capable of influencing the project.
  • The power/interest grid assesses stakeholder authority and interest levels, guiding engagement strategies.
  • High power, high interest stakeholders should be managed closely; low power, high interest stakeholders should be kept informed.
  • A stakeholder register documents relevant details about stakeholders, including roles and influence.

Effective Meetings and Team Dynamics

  • An effective meeting has a clear purpose and expected outcome.
  • Tuckman’s stages of team development include a 'performing' stage characterized by high productivity.
  • The servant leadership style prioritizes team members' needs and development.
  • Active listening involves fully concentrating on and responding to the speaker.

Motivational Theories

  • McClelland’s Acquired-Needs Theory identifies achievement, affiliation, and power as key motivators.
  • Herzberg’s Motivation-Hygiene Theory distinguishes between hygiene factors that prevent dissatisfaction and motivation factors that drive satisfaction.
  • In Maslow’s Hierarchy of Needs, the esteem level represents mastery and recognition needs.

Communication Strategies

  • The communication model's feedback element indicates message comprehension.
  • Conflict management through collaboration seeks win-win solutions among stakeholders.
  • Informal communication often occurs in casual settings, such as conversations during breaks.

Leadership and Influence

  • Various power types influence stakeholder behavior: reward power is derived from the ability to provide benefits, while charismatic power comes from personal admiration.
  • Tools like Wilson Learning’s Social Styles categorize behaviors based on responsiveness and assertiveness.

Key Theories and Frameworks

  • Stephen Covey's principles for effectiveness include proactivity and seeking mutual understanding.
  • A well-structured communication management plan outlines project communication efforts, ensuring clarity and efficiency.

Engagement Focus

  • Stakeholder engagement emphasizes relationship management for proactive involvement and ongoing support throughout the project lifecycle.

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