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?

To define the methods and frequency of stakeholder communication Signup and view all the answers

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

Pull communication Signup and view all the answers

What is an example of push communication?

Emails Signup and view all the answers

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

Factors that interfere with the transmission of a message Signup and view all the answers

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

Tone of voice Signup and view all the answers

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

58% Signup and view all the answers

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

Pull communication Signup and view all the answers

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

The pathway used to deliver a message between stakeholders Signup and view all the answers

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

N × (N - 1) / 2 Signup and view all the answers

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

Telephone call Signup and view all the answers

What is an example of interactive communication?

Conducting a face-to-face meeting Signup and view all the answers

What is the key purpose of stakeholder identification?

To determine who will be impacted by the project or can influence its success Signup and view all the answers

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

Stakeholder authority and interest levels Signup and view all the answers

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

It is usually documented, such as through reports or contracts Signup and view all the answers

What is the purpose of a stakeholder register?

To document stakeholder contact details, roles, and influence Signup and view all the answers

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

Manage closely Signup and view all the answers

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

Daily stand-up meetings Signup and view all the answers

What is a key characteristic of an effective meeting?

It has a clear purpose and expected outcome Signup and view all the answers

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

Performing Signup and view all the answers

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

McClelland’s Acquired-Needs Theory Signup and view all the answers

Which of the following best describes 'active listening'?

Fully concentrating, understanding, and responding to the speaker Signup and view all the answers

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

Managing communication with stakeholders to ensure positive involvement in the project Signup and view all the answers

What is the role of cultural awareness in stakeholder engagement?

To respect and adapt to cultural differences among stakeholders Signup and view all the answers

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

Face-to-face meetings Signup and view all the answers

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

Servant leadership Signup and view all the answers

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

Esteem Signup and view all the answers

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

High power, low interest Signup and view all the answers

What is the key difference between push and pull communication?

Push sends information to specific recipients, while pull allows stakeholders to access information on demand Signup and view all the answers

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

Herzberg’s Motivation-Hygiene Theory Signup and view all the answers

What is the primary purpose of stakeholder analysis?

To determine the information needs of each stakeholder Signup and view all the answers

Which of the following best describes a communication management plan?

A document that outlines how project communications will be planned, executed, and monitored Signup and view all the answers

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

Hard copy letters Signup and view all the answers

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

Noise Signup and view all the answers

What is the role of feedback in the communication model?

To indicate whether the message has been understood Signup and view all the answers

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

Laissez-faire Signup and view all the answers

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

Conversations during coffee breaks Signup and view all the answers

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

Keep informed Signup and view all the answers

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

Personality screen Signup and view all the answers

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

Collaborating Signup and view all the answers

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

Real-time exchange of information despite geographical barriers Signup and view all the answers

What is the focus of stakeholder engagement during the project?

Managing relationships to ensure proactive involvement and support Signup and view all the answers

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

Reward power Signup and view all the answers

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

Wilson Learning’s Social Styles Signup and view all the answers

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

Maximize productivity at any cost Signup and view all the answers

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

Instant messaging Signup and view all the answers

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

Charismatic power Signup and view all the answers

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

Storming Signup and view all the answers

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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Description

This quiz covers essential aspects of project communication management, highlighting communication methods, effectiveness, and stakeholder engagement. Learn how different communication techniques impact project success and the importance of non-verbal communication in projects.