Exam 12: Project Communication and Documentation

Ask all participants to leave their cell phones, iPods, and other electronic communication devices on because they are not a distraction.

Written communication should be used mostly to inform, confirm, and request.

Teleconferencing includes tools such as conference calls and videoconferencing.

Find a meeting room and select visual aids as the meeting is about to start.

Progress reports usually cover a specified period, the reporting period that could be a week, a month, a quarter, or whatever best fits the project.

The timing of verbal communication is also very important.

Project participants usually have time to read trivial messages or irrelevant documents containing information that could have been communicated verbally at the next project meeting.

Prepare visual aids or handouts prior to the project team meeting.

can support team idea generation, brainstorming, problem solving and decision making.

The audience may be representatives of the customer's organisation, the project organisation's upper management, or the project team itself.

, where each participant is connected using their own personal computer and webcam, is another tool used to conduct live meetings over the internet.

The project manager should prepare notes or a final outline to use or refer to during the presentation.

The needs to provide opportunities for regular two-way communication with each , not just when an issue or concern is identified.

A identifies the various documents, who is responsible for creating each document, by when or how frequently the document must be distributed, to whom each document is to be distributed, and what action each recipient is expected to take.

List the most common types of project meetings.

A defines the generation and distribution of project documents among project stakeholders throughout the project.

Memos and letters should be clear and concise and should not include lengthy dissertations or voluminous extraneous attachments.

List some common barriers to effective listening:

Formal project documents such as contracts and amendments, that require signatures, are usually sent in hard copy.

Making sure the visual aids are readable from the front-most seat in the room where the presentation will be given because the most important people will sit in the front.