Project Communication Management Back

1. Processes

1. Planning communications management
   • Communications Management Plan Contents
     • Stakeholder communications requirements
     • Information to be communicated, including format, content, and level of detail
     • Who will receive the information and who will produce it
     • Suggested methods or technologies for conveying(傳達) the information
     • Frequency of communication
     • Escalation(升級) procedures for resolving issues
     • Revision procedures for updating the communications management plan
     • A glossary(詞匯表) of common terminology(術語)
2. Managing communications
   • Determining the number of communications channels:
     • channels = n(n-1) / 2
   • Classifications for communication methods:
     • Interactive communication
     • Push communication
     • Pull communication
3. Controlling communications

2. Understanding Group and Individual Communication Needs

• As illustrated in Brooks' book The Mythical Man-Month(人月神話), you cannot assume that a task originally scheduled to take two months of one person's time can be done in one month by two people.
• Nine women cannot produce a baby in one month!

3. Running Effective Meetings

• Determine if a meeting can be avoided
• Define the purpose and intended outcome of the meeting
• Determine who should attend the meeting
• Provide an agenda(議程) to participants before the meeting
• Prepare handout(會議文字資料) and visual aids, and make logistical arrangements(後勤安排) ahead of time
• Run the meeting professionally
• Set the ground rules(基本原則) for the meeting
• Build relationships

4. Lessons Learned(經驗總結) Reports

• The project manager and project team members should each prepare a lessons-learned report.

5. Project Archives(檔案)

• Project archives are a complete set of organized project records that provide an accurate history of the project.

6. Q&A

• Managing communications is part of the which process of the project communication management?
  • closing
  • planning
  • executing
  • monitoring and controlling

answer: executing.

• As a manager, you want to praise a team member, Phil, for doing a good job on a particular project. However, you know that Phil tends to be an introvert. Which of the following communication methods would Phil be most comfortable with?
  • Call Phil in for a private meeting to appreciate his work.
  • Announce Phil's accomplishment on the company Web site.
  • Call a team meeting to praise Phil for his work on the project.
  • Have top management and the other teams in the company award Phil.

answer: Call Phil in for a private meeting to appreciate his work.

• Which of the following communication methods would be most appropriate for assessing the commitment of project stakeholders?
  • Wikis
  • Web sites
  • E-mail
  • Meetings

answer: Meetings.

• According to the guidelines provided by Practical Communications, Inc., what is a medium that is "excellent" for encouraging creative thinking?
  • phone call
  • meeting
  • e-mail
  • Web Site

answer: e-mail.

• According to the guidelines provided by Practical Communications, Inc., what is the most inappropriate medium for addressing negative behavior?
  • voice mail
  • meeting
  • e-mail
  • Web Site

answer: meeting.

• According to the guidelines provided by Practical Co, which address where the project stands in terms of meeting scope, time, and cost goals?
  • Technical reports
  • Progress reports
  • Status reports
  • Lessons-learned reports

answer: Status reports.

• What describe where the project stands at a specific point in time?
  • Progress reports
  • Forecasts
  • Status reports
  • Lessons-learned reports

answer: Status reports.

• What describe what the project team has accomplished during a certain period?
  • Progress reports
  • Forecasts
  • Status reports
  • Lessons-learned reports

answer: Progress reports.

• What predict future project status and progress based on past information and trends?
  • Progress reports
  • Forecasts
  • Status reports
  • Project updates

answer: Forecasts.

• Which of the following questions is typically addressed by a project forecast?
  • How much more money will be needed to complete the project?
  • Are our clients satisfied with the speed and quality of work on this project?
  • Does the quality of output match our goals?
  • How comfortable are employees with the software and technology being used on the project?

answer: How much more money will be needed to complete the project?

• E-mail communication is most suited for:
  • assessing commitment to a project.
  • mediating a conflict between multiple parties.
  • building consensus among disputing parties.
  • communicating routine information.

answer: communicating routine information.

• Which line for any e-mail messages you write should clearly state the intention of the e-mail?
  • to
  • subject
  • from
  • cc

answer: subject.

• Which of the following is a guideline that project managers should follow when communicating with their teams through e-mail?
  • Always reply to all the people to whom the initial message was sent.
  • If the entire message can fit in the subject line, put it there.
  • Minimize the total number of e-mails by including as many subjects as possible in a single e-mail.
  • Continue replying to e-mail messages without changing the subject line to maintain continuity.

answer: If the entire message can fit in the subject line, put it there.

• What are a complete set of organized project records that provide an accurate history of the project?
  • Project archives
  • Project plans
  • Forecasts
  • Project notes

answer: Project archives.