Project Communication Management Test: Quiz

1. Communications under a contract should tend toward:

Formal written communication

Formal verbal communications

Informal written communication

Informal verbal communications

In a contract, formal written communication is preferred because it provides a clear and documented record of the agreement between the parties involved. Written communication ensures that all terms and conditions are properly documented and can be referred to in case of any disputes or misunderstandings. It also allows for a more professional and formal tone, which helps maintain a level of professionalism and seriousness in the contractual relationship.

Explanation

In a contract, formal written communication is preferred because it provides a clear and documented record of the agreement between the parties involved. Written communication ensures that all terms and conditions are properly documented and can be referred to in case of any disputes or misunderstandings. It also allows for a more professional and formal tone, which helps maintain a level of professionalism and seriousness in the contractual relationship.

2. Project Managers need to manage and be in control of project communications, it is important to understand that adding a single person on a project can have a significant impact on the number of paths or channels of communication that exist between people. Channels = n(n-1)/2 (Where n = the number of people on the project) If there were five people on the project, the channels will equal:

10

6

8

Not enough information provided

Adding a single person to a project increases the number of communication channels exponentially. The formula n(n-1)/2 is used to calculate the number of channels, where n represents the number of people on the project. In this case, there are five people on the project, so plugging in n=5 into the formula gives us 5(5-1)/2 = 10 channels. Therefore, the correct answer is 10.

Explanation

Adding a single person to a project increases the number of communication channels exponentially. The formula n(n-1)/2 is used to calculate the number of channels, where n represents the number of people on the project. In this case, there are five people on the project, so plugging in n=5 into the formula gives us 5(5-1)/2 = 10 channels. Therefore, the correct answer is 10.

3. The process to create a plan showing how all project communications will be conducted is known as:

Communications Modeling

Communications Planning

Information Method

Communications Distribution Planning

Communications planning refers to the process of creating a plan that outlines how all project communications will be conducted. This involves identifying the stakeholders, determining their communication needs and preferences, establishing communication channels, and defining the frequency and format of communication. It is an essential step in project management as it ensures effective and efficient communication throughout the project lifecycle, enabling stakeholders to stay informed, aligned, and engaged. Communications modeling, information method, and communications distribution planning are not recognized terms in the context of project communications planning.

Explanation

Communications planning refers to the process of creating a plan that outlines how all project communications will be conducted. This involves identifying the stakeholders, determining their communication needs and preferences, establishing communication channels, and defining the frequency and format of communication. It is an essential step in project management as it ensures effective and efficient communication throughout the project lifecycle, enabling stakeholders to stay informed, aligned, and engaged. Communications modeling, information method, and communications distribution planning are not recognized terms in the context of project communications planning.

4. Which of the following is not considered Formal written communications?

Contracts

Legal Notice

E-mail Messages

Project Documentation

E-mail messages are not considered formal written communications because they are typically more casual and less structured compared to other forms of written communication. Contracts, legal notices, and project documentation are all formal written communications that require a certain level of professionalism and adherence to specific guidelines. E-mails, on the other hand, are often used for quick and informal communication, allowing for more relaxed language and formatting.

Explanation

E-mail messages are not considered formal written communications because they are typically more casual and less structured compared to other forms of written communication. Contracts, legal notices, and project documentation are all formal written communications that require a certain level of professionalism and adherence to specific guidelines. E-mails, on the other hand, are often used for quick and informal communication, allowing for more relaxed language and formatting.

5. Which of the following is a responsibility of the receiver:

Decode the message

Select a communication method

Confirm that the message was understood

Encode the message clearly

The responsibility of the receiver is to decode the message. Decoding involves interpreting the message and understanding its meaning. The receiver needs to be able to comprehend the information conveyed in the message in order to effectively respond or take appropriate action. This step is crucial in the communication process as it ensures that the intended message is understood accurately.

Explanation

The responsibility of the receiver is to decode the message. Decoding involves interpreting the message and understanding its meaning. The receiver needs to be able to comprehend the information conveyed in the message in order to effectively respond or take appropriate action. This step is crucial in the communication process as it ensures that the intended message is understood accurately.

6. Communications are often enhanced when the sender _______________ the receiver.

Speaks up to

Uses more physical movements when talking to

Talks slowly to

Shows concern for the perspective

When the sender shows concern for the perspective of the receiver, it implies that they are actively trying to understand the receiver's point of view and are willing to listen and consider their thoughts and feelings. This enhances communication by creating a more open and respectful environment, where both parties feel valued and understood. It encourages the receiver to express themselves more freely and promotes a deeper level of understanding and connection between the sender and receiver.

Explanation

When the sender shows concern for the perspective of the receiver, it implies that they are actively trying to understand the receiver's point of view and are willing to listen and consider their thoughts and feelings. This enhances communication by creating a more open and respectful environment, where both parties feel valued and understood. It encourages the receiver to express themselves more freely and promotes a deeper level of understanding and connection between the sender and receiver.

7. Extensive use of ____________________ communication is most likely to aid in solving complex problems.

Verbal

Written

Formal

Nonverbal

Written communication is most likely to aid in solving complex problems because it allows for clear and precise documentation of ideas, instructions, and information. It provides a permanent record that can be referred back to and analyzed in detail. Written communication also allows for careful thought and editing, ensuring that complex ideas are conveyed accurately. It eliminates the potential for misinterpretation or miscommunication that can occur in verbal or nonverbal communication. Additionally, written communication can be easily shared and distributed among team members, facilitating collaboration and problem-solving.

Explanation

Written communication is most likely to aid in solving complex problems because it allows for clear and precise documentation of ideas, instructions, and information. It provides a permanent record that can be referred back to and analyzed in detail. Written communication also allows for careful thought and editing, ensuring that complex ideas are conveyed accurately. It eliminates the potential for misinterpretation or miscommunication that can occur in verbal or nonverbal communication. Additionally, written communication can be easily shared and distributed among team members, facilitating collaboration and problem-solving.

8. Used for public relations, special events, agency-wide announcements are examples of what method of communications:

Informal written

Formal written

Informal verbal

Formal verbal

Formal verbal communication refers to the use of official channels and structured methods to convey information within an organization. It is characterized by professionalism, adherence to protocols, and a clear hierarchy. Public relations, special events, and agency-wide announcements typically require a formal approach to ensure consistency, accuracy, and appropriate representation of the organization. This method allows for effective communication with a large audience and ensures that the message is delivered in a controlled and professional manner.

Explanation

Formal verbal communication refers to the use of official channels and structured methods to convey information within an organization. It is characterized by professionalism, adherence to protocols, and a clear hierarchy. Public relations, special events, and agency-wide announcements typically require a formal approach to ensure consistency, accuracy, and appropriate representation of the organization. This method allows for effective communication with a large audience and ensures that the message is delivered in a controlled and professional manner.