Project Management Negotiation Techniques

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Questions and Answers

What is the primary purpose of submitting the Project Charter for approval?

To document the project timeline

To finalize the project budget

To gather feedback from the project team

To obtain clarification and agreement from the sponsor (correct)

Which step is focused on understanding the minimum acceptable result in a negotiation?

Step 2 (correct)

Step 4

Step 1

Step 3

What does team development primarily aim to achieve?

Show individual team roles and responsibilities

Eliminate all conflicts within the team

Encourage collaboration and share the project vision (correct)

Strictly manage project deadlines

How do iterative and incremental development approaches utilize customer feedback?

Feedback is gathered after each iteration Signup and view all the answers

In communication planning, what is essential to meet stakeholders’ expectations?

Developing a plan based on their feedback Signup and view all the answers

Which of the following is considered a negative risk in project management?

Avoiding potential threats Signup and view all the answers

What type of metrics are advisable for measuring project success?

SMART metrics Signup and view all the answers

What is the role of the core team in the Project Charter approval process?

To sign the Project Charter alongside the Sponsor and Project Manager Signup and view all the answers

What is the primary purpose of the business case in a project charter?

To justify the project's existence Signup and view all the answers

Which element of the project charter helps prevent scope creep?

Scope overview Signup and view all the answers

What type of information should be included in the stakeholder list of a project charter?

Who are the key stakeholders and what they care about Signup and view all the answers

Which element of the project charter discusses how the team will function together?

Team operating principles Signup and view all the answers

What does the success criteria in a project charter measure?

Project deliverables, cost, timeline, and scope Signup and view all the answers

What does the 'risks, assumptions, and constraints' section in the project charter address?

Uncertainties that could affect project completion Signup and view all the answers

Which part of the project charter identifies the estimated costs before project approval?

Resource estimates Signup and view all the answers

Who is typically responsible for drafting the scope overview and business case?

Project sponsor Signup and view all the answers

What is required when the project complexity is categorized as 'very complex'?

Complete a full project charter Signup and view all the answers

What type of project would necessitate executive-level approval?

Significant impact on customer Signup and view all the answers

Which situation describes a requirement for a communication and education plan with various media?

Complex communication/education plan Signup and view all the answers

In resource allocation, which classification indicates that a small team is needed to generate solutions?

Requires moderate resources Signup and view all the answers

What does a project that requires baseline and ongoing tracking of data indicate?

Very complex nature Signup and view all the answers

Which resource allocation strategy is required when more than three disciplines are involved?

Requires significant resources or additional FTEs Signup and view all the answers

What kind of project would involve minimal complexity?

Involvement of only 1 discipline impacted Signup and view all the answers

Which factor indicates a project with a need for an IS consult?

IS consult needed Signup and view all the answers

How would you categorize a project with 'little complexity'?

No charter needed Signup and view all the answers

What is the primary indicator for a project requiring a mini charter?

Complete a mini charter Signup and view all the answers

Study Notes

Ratifying the Project Charter

The Project Charter is submitted to the Sponsor for approval.
The Sponsor seeks clarification and agreement by asking questions.
The Project Charter is signed by the Sponsor, Project Manager, and the core team.

Negotiations

Negotiations are crucial aspects of project management.
Negotiations help manage and resolve conflicts.
Negotiations determine the project's success or failure.

Six-Step Negotiation Guide

Step 1 is advance fact finding to determine desired outcome of the negotiation.
Step 2 is for the project manager to understand what the minimum acceptable result is.
Step 3 is for the project manager to understand the underlying requirements of the sponsor and to share their own needs.
Step 4 is for both parties to use that understanding, to explore various creative solutions that might be acceptable to both.
Step 5 consists of the process and strategies of the negotiation itself.
Step 6 is a reminder to reach an agreement and then to document that agreement.

Stakeholder Engagement

Engage with customers to understand their vision and expected project outcomes.
Project team and key stakeholders engage in a two-way communication.

Team Development

Focused on team development, sharing project vision, encouraging collaboration, and showcasing team roles and methods.

Development Approach and Lifecycle

Show overall project plan, predictive or hybrid (iterative or incremental).

Planning

Plan to meet stakeholders’ expectations.
Predictive planning can show success criteria.

Measurement

Define what is expected to be done at various stages and include indicators using SMART metrics.

Uncertainty

Consider risks such as threat (negative risk) – avoidance, mitigation.
Opportunity (positive risk) – Accepting or exploiting.

Iterative and Incremental Development Approaches

The customer provides feedback after every iteration, often done in a set amount of time.
Each increment builds upon the previous one.

Project Charter Elements and Questions Answered

Title: Shows the features of a project. E.g., location, type. Answers 'Why?'
Scope Overview: Provides a project overview and helps prevent scope creep. Answers 'What?'
Business Case: Justifies the project's purpose. Answers 'Why?'
Background: Provides details about the scope and business case statement. Answers 'Why?'
Milestone Schedule/Acceptance Criteria: Defines project deadlines and markers against deliverables. Answers 'When?'
Success Criteria: Defines metrics for success, such as cost, timeline, scope, and deliverables. Answers 'What?'
Risks, Assumptions, and Constraints: Identifies uncertainties, suppositions, and limitations that can affect project completion. Answers 'What?'
Resource Estimates: Provides a preliminary budget and outlines expenses for authorization by the project manager and sponsor. Answers 'How much?'
Stakeholder List: Identifies stakeholders, their interests, and key stakeholder roles. Answers 'Who?'
Team Operating Principles: Defines how the team functions, including meeting procedures and task completion methods. Answers 'How?'
Lessons Learned: Records knowledge gained during the project in a lessons learned register. Answers 'How?'
Signatures and Commitment: Formalizes commitments from the project sponsor, project manager, and core team members. Answers 'Who?'

Constructing a Project Charter

The sponsor creates the draft copy of the scope overview and business case.

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Description

This quiz explores the essential concepts related to negotiating within project management, including the ratification of the project charter and a six-step negotiation guide. Test your understanding of key processes and techniques that can influence the success of a project. Hone your project management skills by engaging with these critical negotiation strategies.