Communications Management

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1. Which of the following media can a communicator use to present information?

a. Visual b. Audio and visual c. Tactile d. Visual, audio, and tactile

2. The three principal interests in maintaining good document control are:

a. Timely communication, collection of performance appraisal data, and assuring proper disposal of sensitive documents.

b. Timely communication, maintaining proper approvals, and communication cost control.

c. Effective communication, ability to reconstruct why decisions were made, and historical value.

d. Security, change management, and procedural documentation.

3. A project manager wants to handle communications well in his project. In order to do this he has chosen to write a communications plan. Of the items listed below, which one is not part of the communications plan?

a. Collection and filing structure b. Distribution plan c. Method for accessing information d. Project organizational structure

4. Which of the following are filters that the receiver uses to filter messages?

a. Language and knowledge b. Distance c. Culture and distance d. Language, distance, culture, and knowledge

5. A project manager has many different ways of communicating. Which of the following is a good communication tool for the project manager to use?

a. Sending a videotape of the project progress to the client b. Inputting a task into the project manager's personal computer c. Writing notes on a handheld computer d. Putting the project budget into a spreadsheet

6. The use of brainstorming as a communications technique encourages which of the following?

a. Team building and convergent thinking b. Divergent thinking c. Analytical results d. Use of the scientific method

7. Which of the following techniques allows for the participants to be anonymous?

a. Brainstorming b. Nominal group c. Delphi technique d. Crawford slip

8. Which of the following is not a standard type of communication?

a. Written b. Verbal c. Nonverbal d. Clairvoyant

9. During a project meeting a disagreement between two members of the project team began. The disagreement was over a technical detail of the project. The project manager was in attendance in the meeting. It is important that the conflicting opinions of the two team members be resolved as quickly as possible. It is even more important that the difference of opinion be resolved correctly. What should the project manager do?

a. The project manager should make the decision right away to save time and not let the two disagreeing parties stay in disagreement very long.

b. End the meeting and give everyone a few days to cool off.

c. Assign someone to find out more factual information about the problem.

d. The project manager should suggest a compromise between the two disagreeing team members.

10. In the communications model, communications between the sender and the receiver often are affected by communications barriers. These include all of the following except:

a. Cultural differences.

b. Differences in motivation.

c. Educational differences.

d. Lack of a communications device.

11. A project manager has one member of the project team working on a critical problem. The person working on the problem verbally communicates to the manager that this correction to the problem will probably cost $1,000. Which form of communication should the project manager use to respond to the team member?

a. Written b. Oral c. Form letter d. Formal

12. Who is responsible for communications for the project team?

a. The human resources representative b. The representative from the management information systems department c. The project manager d. The communications department

13. Statements such as ''It's never been done before'' or ''It will cost a fortune'' are examples of:

a. Feedback.

b. Communication blockers.

c. Conflict generators.

d. Forcing.

e. Facilitation.

14. The project manager has a very complex communication to prepare for the program manager. In order to ensure that the communication will be understood as completely as possible, what method of communication should be used?

a. Oral b. Written c. Nonverbal d. Oral, written, and nonverbal

15. There are many ways to organize projects. The persons involved with these projects have several titles that describe their management responsibilities. Which of the following titles describes a person who has a primary responsibility for communications?

a. Project manager b. Project manager in a strong matrix environment c. Project manager in a weak matrix environment d. Project expediter

16. A project manager is responsible for performance reporting. Which of the following is not one of the tools and techniques that the project manager can use for performance reporting?

a. Variance analysis b. Earned value reports c. Performance reviews d. Past project review

17. The technologies or methods that are used to transfer information back and forth between project stakeholders can vary significantly. Which of the following is a communications technology factor for projects?

a. Expected project staffing b. Schedule for the project c. Work breakdown structure d. Project scope definition

18. Formal acceptance by the client or the sponsor of the project indicates that they have accepted the products of the project. This document should be signed off during what part of the project?

a. Administrative closure b. As the last task in the project plan c. After the project is closed out d. When requested by the program manager

19. In the model for communications there is a sender and a receiver. The sender is responsible for which of the following?

a. Scheduling the communications to take place b. Confirming that the message was understood c. Sending feedback to the receiver d. Understanding the best channel to use

20. A project manager finds that she is having trouble concentrating on what is being said in meetings. One of the things that she might try to improve her listening ability might be:

a. Interrupt the speaker to give her own opinion.

b. Make telephone calls when the subject is not interesting.

c. Show the speaker that she is interested by showing attention and support.

d. Concentrate exclusively on the facts the speaker is using.

21. Communication barriers are a more frequent source of conflict in matrix and proj-ectized environments than in functional organizations for all the following reasons except:

a. Communication is the prime focus of an expediter type of project manager.

b. Team members are often physically separated in a matrix or project environment.

c. There are increased number of levels of authority in a matrix or project environment.

d. Team members are often separated in the timing of their contributions to a matrix or project environment.

22. A project manager must be able to effectively manage the communications necessary for the project and the project team. In order to communicate within the project team the project manager should:

a. Control all communications between project team members.

b. Control all communications outside of the project team.

c. Promote communications between project team members and ensure that feedback occurs.

d. Require all project team members to write formal progress reports each week.

23. A project manager has six people on a team. It is important that each of them communicates information to each of the others. How many lines of communication are there in this group of people?

a. Fifteen b. Twenty-one c. Seven d. Six

24. The project manager of a project must hold several meetings. The meetings should be efficient and not waste people's time when they are held. One of the things that the project manager can do when he or she is leading a meeting is to:

a. Get out of the way and let the team make all the decisions.

b. Make all of the decisions of importance.

c. Frequently summarize what has taken place.

d. Introduce all new ideas.

25. The study of the way words are used and the meaning that they convey is called:

a. Wordsmanship.

b. Semantics.

c. Language.

d. Communications.

26. A project manager is considering how her time is being spent in the project. One of the things that concerns her is how much time she will be spending communicating. The percent of time that is generally spent communicating by project managers is:

a. 10 percent.

b. 20 percent.

c. 50 percent.

d. 90 percent.

27. The process of collecting and disseminating information in order to provide the stakeholders with information about the project and how the projects resources are being used to reach the project objectives is called:

a. Activity reporting.

b. Performance reporting.

c. Project reports.

d. Status reports.

28. The major processes of project communications management are:

a. Communication, requirements, information distribution, performance reporting, and administrative procedures.

b. Communications planning, information distribution, performance reporting, and administrative closure.

c. Communications planning, response planning, progress reporting, and information distribution.

d. Communications planning, information distribution, schedule reporting, and stakeholder analysis.

29. The three main types of communication are:

a. Written, oral, and graphic.

b. Written, oral, and visual.

c. Verbal, written, and electronic.

d. Verbal, formal documentation, and informal documentation.

30. A project manager hears a rumor through the project team that the client for the project is supposed to visit the project team office and present the project manager with a purchase order for a large change in the project. The change will authorize a new budget for $50,000. This is an example of what type of communications?

a. Formal b. Informal c. Verbal d. Nonwritten

31. A project manager uses manual filing systems, electronic text databases, and project management software to manage his project. These are examples of:

a. Communications technology.

b. Information retrieval systems.

c. Project records.

d. Information distribution systems.

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