10. Chapter 10 - PMP

Question

Answer

Your stakeholder didn’t receive your update email and missed a deadline. What communication method was used?

Push Communication – Information is sent but not guaranteed to be received or understood.

Your team accesses reports from a shared Google Drive at their convenience. What communication method is this?

Pull Communication – Information is made available for others to retrieve as needed.

You have a Zoom meeting to clarify scope with live discussion. What communication method is this?

Interactive Communication – Real-time exchange of information for maximum clarity.

You review attendance and follow-up survey results to evaluate if your team meetings are effective. What tool are you using?

Data Analysis – Used to evaluate communication effectiveness and support adjustments.

You’re planning how often to send project updates and through which channels. What process are you performing?

Plan Communications Management – Defines how and when communication will happen.

You’ve just finished writing and sending your weekly project newsletter. What process is this?

Manage Communications – Actual creation and distribution of project information.

You check whether project updates are being understood by team members. What process is this?

Monitor Communications – Ensures communication is effective and takes corrective action.

You use Slack and Teams to post messages. What tool category is this?

Communication Technology – Tools used to transmit project information.

After receiving negative feedback on long email updates, you switch to short dashboards. What are you applying?

Feedback Analysis – Using input to improve future communication.

You update your stakeholder register after a new client joins the project. What are you updating?

Project Documents – Supporting artifacts that are regularly updated during the project.

Your team uses SharePoint to view reports and files on demand. What tool is being used?

Information Management System – Centralized tools to manage and track project communications.

You tailor your message format for a technical lead versus a non-technical sponsor. What tool is this?

Communication Requirements Analysis – Determines who needs what information and how.

You include a communication plan in your PM plan outlining formats and frequencies. What is this document called?

Communications Management Plan – A component of the PM Plan that defines communication processes.

You use active listening during a conflict resolution meeting. What skill are you using?

Interpersonal and Team Skills – Techniques like listening, feedback, and conflict resolution.

You check meeting attendance logs and identify that a key stakeholder keeps missing updates. What tool are you using?

Data Analysis – Helps track communication engagement and effectiveness.

You analyze how communication breakdowns contributed to a missed milestone. What are you reviewing?

Work Performance Information – Interpreted data showing impact of communication on performance.

You deliver a presentation with real-time Q&A to review project status. What method are you using?

Interactive Communication – Two-way exchange that encourages clarification and alignment.

You email a risk log every Friday regardless of confirmation. What type of communication is this?

Push Communication – Information is distributed without confirmation of receipt.

You record lessons learned about stakeholder communication styles and save it for future projects. What are you updating?

Organizational Process Assets – Lessons and templates for future project use.

You adjust your message tone based on a cultural misunderstanding. What process are you engaging in?

Monitor Communications – You’re ensuring messages are understood and adjusting as needed.

A stakeholder retrieves a performance dashboard from a project portal. What type of method is being used?

Pull Communication – Recipient chooses when to access available information.

You send a weekly video update to your project team. What process are you performing?

Manage Communications – Delivering and sharing project information.

You update the stakeholder register after a major reorg. What kind of document are you changing?

Project Document Updates – Live updates made to documents as project evolves.

You analyze survey responses to improve the format of your comms. What is this an example of?

Data Analysis – Turning feedback into insights for better communication.

You monitor whether team members are aligned after receiving a project announcement. What process is that?

Monitor Communications – Confirming communication is understood and achieving its goal.

You include a link to a shared doc instead of attaching it. What method is that?

Pull Communication – Receiver must access info themselves.

You create a summary report showing meeting participation and clarity scores. What are you producing?

Work Performance Information – Insights derived from raw data about communication effectiveness.

You use a team collaboration tool to document feedback, tasks, and decisions. What is this system called?

Information Management System – Tools that centralize communication and document tracking.

You analyze why a team misinterpreted project priorities. What tool are you using?

Root Cause Analysis – Finding the cause of misunderstanding in communication.

You revise your comms plan after a stakeholder requests daily updates instead of weekly. What is this called?

Change Request – Formal proposal to adjust the communication approach.

Question

Answer

What is the purpose of Plan Communications Management? (Think: setting the RSVP list and who gets what info for the party)

Plan Communications Management – Determines who needs what information, when, and how.

What is the purpose of Manage Communications? (Think: sending out the actual invites and messages to guests)

Manage Communications – Ensures timely creation and distribution of project information.

What is the purpose of Monitor Communications? (Think: checking that guests received and understood the invites)

Monitor Communications – Ensures communication is effective and achieves desired outcomes.

What is Push Communication? (Think: dropping newsletters into people’s inboxes, no reply needed)

Push Communication – Sent to specific recipients without assurance it was received or understood.

What is Pull Communication? (Think: storing info in a library so people can grab it when needed)

Pull Communication – Information is available for recipients to access at their convenience.

What is Interactive Communication? (Think: a live meeting where everyone talks and listens)

Interactive Communication – Two-way exchange for immediate feedback and clarification.

What is a Communication Requirements Analysis? (Think: asking each guest how they prefer to get updates)

Communication Requirements Analysis – Determines the needs of stakeholders regarding information.

What is a Communications Management Plan? (Think: the party’s communication playbook)

Communications Management Plan – Describes how project communications will be planned and managed.

What is the Stakeholder Register used for? (Think: guest list with preferences and roles)

Stakeholder Register – Lists all stakeholders, their info needs, and engagement details.

What are Project Document Updates? (Think: updating the guest list when new people RSVP)

Project Document Updates – Changes to key supporting documents as the project progresses.

What is the purpose of Communication Technology? (Think: choosing email, Slack, or phone for invites)

Communication Technology – Tools and systems used to transmit and manage project information.

What is the purpose of Communication Models? (Think: walkie-talkie rules – sender, receiver, static)

Communication Models – Frameworks that explain how messages are sent, received, and potentially misunderstood.

What are Interpersonal and Team Skills? (Think: active listening and thoughtful replies at the dinner table)

Interpersonal and Team Skills – Soft skills like listening, emotional intelligence, and conflict resolution.

What are Meetings used for in Monitor Communications? (Think: checking if the group chat is still on track)

Meetings – Used to assess communication effectiveness and stakeholder understanding.

What is Work Performance Information? (Think: seeing which guests understood the plan and showed up on time)

Work Performance Information – Analyzed data that shows how communication impacted project performance.

What are Organizational Process Assets? (Think: the party planning templates from last year)

Organizational Process Assets – Existing templates, policies, and lessons learned from past projects.

What is a Change Request in Monitor Communications? (Think: switching to daily texts after no one read the email)

Change Request – Formal proposal to modify communication strategy or methods.

What are Project Communications? (Think: the actual invites, texts, and updates you send out)

Project Communications – Project information that’s been distributed to stakeholders.

What is Information Management Systems? (Think: shared party planning board with all updates in one place)

Information Management Systems – Central tools used to organize and store communications.

What is Feedback in communication? (Think: someone texting back 'Got it!' after your invite)

Feedback – The receiver’s response confirming receipt or need for clarification.

Why is Data Analysis important in communications? (Think: checking who opened the invite and who didn’t)

Data Analysis – Helps determine if communications are effective based on engagement and results.

What is the role of Expert Judgment in communication planning? (Think: asking the event planner how to best handle RSVPs)

Expert Judgment – Advice from experienced professionals on the best communication strategies.

What is the role of Lessons Learned Register in communications? (Think: a list of what went wrong/right with past parties)

Lessons Learned Register – Captures insights on what worked or didn’t in project communication.

Why update the Issue Log in communication management? (Think: tracking when someone didn’t get the invite and caused a mix-up)

Issue Log – Keeps a record of problems, including communication breakdowns.

What are Communication Constraints? (Think: Aunt May doesn’t use email, so you have to call her)

Communication Constraints – Limitations such as language, tech access, or culture that affect delivery.

Why is tailoring communication formats important? (Think: some guests want texts, others want fancy invites)

Tailoring – Adapting the message format to meet stakeholder needs and preferences.

What is a Communication Channel? (Think: a phone call, an email, a meeting)

Communication Channel – The medium used to convey information between sender and receiver.

Why is Active Listening essential during meetings? (Think: actually hearing what someone said instead of waiting to talk)

Active Listening – Ensures understanding and shows respect during two-way communication.

What is a Performance Report? (Think: the RSVP summary after invites were sent)

Performance Report – Summarizes project progress and communication effectiveness.

Why review communication effectiveness periodically? (Think: making sure everyone’s still on the same page before party day)

Reviewing Effectiveness – Keeps communication strategies aligned with project needs.

What does Stakeholder Engagement influence in communications? (Think: who you update first and most often)

Stakeholder Engagement – Guides the frequency, format, and tone of communication to fit audience needs.