Deck 5: Stakeholder Analysis and Communication Planning

Question 1

An issue log is a document that identifies the specific issues that must be resolved before a particular project management meeting adjourns.

Answer 1

False

Question 2

Stakeholders include both those who will use the result of a project as well as those who will be affected by the result of a project.

Answer 2

True

Question 3

In order to be sure a project meeting runs according to plan,the project manager should develop an agenda in advance and deliver it to participants as they arrive at the meeting.

Answer 3

False

Question 4

The most effective project teams develop unique forms and templates whenever possible to ensure the special needs of the project are adequately addressed in project communications.

Question 5

Common purposes for project communications include status reporting and efforts to obtain approval of project outputs.

Question 6

Establishing a positive relationship early with all key stakeholders is vital because it serves as the communication foundation for the project.

Question 7

Contemporary project communications typically include both push methods in which information is sent and pull methods in which information is automatically received.

Question 8

The plan-do-check-act model used to improve processes is also an effective model that project managers can use to improve project meetings.

Question 9

The project communications matrix is a tool that identifies the project stakeholders,what they need to know and when they need to know it.

Question 10

A virtual team is a group of persons with a shared objective who fulfill their roles largely through face-to-face communications.

Question 11

A project management plan is a formal document that defines how the project will be initiated and planned.

Question 12

While expensive,it is often advisable for virtual team members who live across the globe to meet face-to-face at least once,especially early in the project.

Question 13

Stakeholders can be either internal or external to the organization performing the project.

Question 14

Power and urgency are among the aspects that project managers should consider in prioritizing stakeholders.

Question 15

Plan Communications is the process of determining the information needs and expectations for project stakeholders.

Question 16

Stakeholders include those affected by the result of the project,but not those affected by the process of performing the project.

Question 17

The communications management plan needs to be a living document that adapts to changing project needs.

Question 18

Project relationship building activities include making decisions and solving problems jointly.

Question 19

Project managers should purposefully plan and carry out relationship building activities that lead to respect and trust.

Question 20

Project teams must be prepared to share critical project information to stakeholders on an as-needed basis,in addition to conducting regular meetings and presentations.

Question 21

Project managers can encourage open communication by employing all of the following tactics EXCEPT:

A) demonstrating respect for the inputs from others
B) using group decision making techniques in every case
C) keeping people informed
D) respecting confidentiality

Question 22

All of the following activities can be used to build relationships within the core project team and among stakeholders EXCEPT:

A) encourage open communication
B) share individual motives
C) conduct regular team performance reviews
D) use shared learning

Question 23

Which of the following are among the Six Cs of project communication according to Horine (2005)?

A) Coordinate the message with the sponsor first.
B) Clearly state the subject.
C) Channel all communications through the communications hub.
D) Collaborate with team members

Question 24

Bourne and Walker (2006)advocate consideration of three aspects to prioritize project stakeholders. Which of the following are among them?

A) fame
B) proximity
C) tenure
D) personality

Question 25

Project team member preferences related to the type and frequency of communication may vary depending upon the country of origin.

Question 26

When team members participate in the establishment of project meeting agendas,all of the following occur EXCEPT:

A) relationships among the project team members improve.
B) team members feel their concerns will be addressed.
C) team members develop a greater sense of ownership in meetings.
D) team members feel free to discuss organizational politics

Question 27

A project communications management plan is a document that generally includes all of the following information EXCEPT:

A) how and in what format information will be communicated
B) when and where each communication will be made
C) how changes will be made to the organizational structure
D) who is responsible for each type of communication

Question 28

In order to plan for a project meeting,project managers should develop an agenda. All of the following statements accurately describe the development and use of a project meeting agenda EXCEPT:

A) the agenda should only be shared with senior management
B) the agenda should provide time to summarize decisions made
C) the agenda should provide time to evaluate the meeting
D) the agenda should state the purpose of the meeting

Question 29

Building relationships among project team members relies upon establishing appropriate decision-making. All of the following considerations should influence how decisions are made on a project team EXCEPT:

A) Decisions made by groups tend to take longer.
B) All decisions should be checked with the sponsor
C) People involved in making decisions tend to support them.
D) Some decisions are best made by a single expert.

Question 30

By identifying stakeholders and their needs,project managers can be more effective in all the following ways EXCEPT:

A) prioritize among competing objectives.
B) derive the final budget
C) serve as good stewards of project resources.
D) develop a shared sense of risk.

Question 31

Stakeholders may include which of the following people?

A) internal people affected by the project process like team members and experts
B) external people affected by the project process like suppliers and competitors
C) external people affected by the project result like clients and customers
D) all of these

Question 32

All of the following statements accurately describe a project management plan EXCEPT:

A) It serves as an informal contract between the project team and the sponsor
B) It may be a general, summary document or quite detailed.
C) It may be composed of one or more subsidiary plans.
D) It is an approved document that defines how the project is executed.

Question 33

Which of the following activities can be used to build relationships within the core project team and among stakeholders?

A) emphasize individual learning opportunities
B) establish independent agendas
C) regularly celebrate success
D) use conflict resolution techniques

Question 34

Project management plans generally include all of the following elements EXCEPT:

A) schedules and budgets
B) business case
C) risks and quality considerations
D) communications

Question 35

Which of the following statements accurately describes the approach that project managers should take to develop relationships with key stakeholders?

A) The project manager should defer building relationships with external stakeholders until after the core team is on sound footing.
B) It is better to ignore an unhappy stakeholder than to let him or her disrupt a project.
C) Project managers should seek to understand what motivates each stakeholder.
D) The project manager should shelter stakeholders from unpleasant news

Question 36

The project communications matrix lists important "who," "what" and "when" items that must be considered in planning for project communications. All of the following "who" items are typically included in the project communications matrix EXCEPT:

A) Who does the project team need to learn from?
B) Who does the project team need to share with?
C) Who take the minutes at the next status meeting?
D) Who on the project team is responsible for a communication?

Question 37

Communications to stakeholders are necessary for which of the following reasons?

A) to help them make good decisions
B) to keep them at arms length so progress can continue
C) to shift the burden of risk from the project team to the stakeholders
D) to provide input to team performance reviews

Question 38

Communications from stakeholders are important for all of the following reasons EXCEPT:

A) to provide input to annual performance reviews
B) to identify and resolve issues
C) to provide feedback on project progress and results
D) to determine project requirements

Question 39

Stakeholders include all of the following people EXCEPT:

A) those who work on the project
B) those who provide people or resources for the project
C) those whose routines may be disrupted by the project
D) those who will not be impacted by the project

Question 40

Which of the following statements accurately describes a project management plan?

A) a formal document that defines how the project is initiated and planned
B) a formal document that defines how the project is executed, monitored and controlled
C) a formal document that defines how the project is terminated and closed
D) a formal document that strictly focuses on how the project financials will be tracked

Question 41

Describe the approach you would use to build relationships with key external stakeholders.

Question 42

Describe how you would use the plan-do-check-act model to plan,conduct and improve project meetings.

Question 43

Virtual project teams often encounter increased challenges. All of the following items are among these increased challenges EXCEPT:

A) it is more difficult to understand the stakeholders
B) it takes more time to build relationships
C) differences in time zones are an advantage
D) change control must rely more upon facilitating than directing

Question 44

Describe the essential contents of a project communication plan and the approach a project manager should employ to develop one.

Question 45

The major types of information captured in project meetings include all of the following EXCEPT:

A) decisions made
B) discussion of old resolved action items
C) an evaluation of the meeting
D) action items agreed upon

Question 46

Describe the approach you would use to build relationships among the core members of the project team.