Exam 12: Project Communication and Documentation

are another collaboration tool that can provide a central repository for project information and capture the efforts of team members into a managed content environment.

Allow time for interaction with the audience, if appropriate.

Before a project team meeting, the should determine whether a meeting is really necessary, the purpose of the meeting, and who needs to participate in the meeting.

The needs to be updated as stakeholders or their information needs change, or if new people or new documents are identified.

Body language can be used not only by the person talking, but also by the listener, as a way of providing feedback to the person talking.

Making an outline of the presentation is optional.

Possible elements of a include documents, author or originator or person responsible for creating the documents, required date or frequency for document completion and distribution, recipients for documents in distribution list, actions required, and comments related to each document.

When responding to questions, be candid and arrogant.

Stakeholders' concerns should be addressed

The often includes sponsor or customer requirements for specific documents, including frequency, the need for customer approvals, and who in the customer organisation should receive copies of which documents.

body language can be a frown, crossed arms, slouching, fidgeting, gazing or looking away, doodling, or yawning.

should be held on a regularly scheduled basis.

Talk to the audience, not at it.

Just as important as keeping up to date with revision numbers and dates on documents is timely distribution of updated documents with a summary of revisions.

Designating a note-taker helps to have meeting minutes to share.

Verbal communication should be straightforward and unambiguous.

When a problem or potential problem is identified by an individual project team member, that person should promptly call a with other appropriate individuals, not wait for a future status review meeting.

Personal verbal communication can take place face-to-face, via telephone, voice-mail, or videoconferencing.

Written communication should be used only when necessary.

None of the information in the progress report should be a surprise to the readers.