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</p> Signup and view all the answers

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

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

    What is an example of push communication?

    <p>Emails</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</p> Signup and view all the answers

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

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

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

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

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

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

    What is an example of interactive communication?

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

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

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

    What is the purpose of a stakeholder register?

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

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

    <p>Performing</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</p> Signup and view all the answers

    Which of the following best describes 'active listening'?

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

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

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

    What is the primary purpose of stakeholder analysis?

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

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

    <p>Noise</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</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</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</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</p> Signup and view all the answers

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

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

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

    <p>Collaborating</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</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</p> Signup and view all the answers

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

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

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

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

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

    <p>Storming</p> 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.

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