PM In Practice : Communication Week 10

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PM In Practice : Communication Week 10 - Quiz


Questions and Answers
  • 1. 

    Baselining is the process in which all the key participants in a program or project agree on all of these requirements except:

    • A.

      Objectives

    • B.

      Detailed description

    • C.

      Project team

    • D.

      Performance requirements

    Correct Answer
    C. Project team
    Explanation
    Baselining is the process of establishing a reference point or a baseline for a program or project. During this process, all key participants agree on various aspects of the project, including objectives, detailed description, and performance requirements. However, the project team is not a requirement that needs to be agreed upon during the baselining process. The project team is typically formed and assigned after the baselining process is completed, based on the agreed-upon requirements.

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  • 2. 

    All the following are objectives of a kickoff meeting except:

    • A.

      Establishing working relationships and lines of communication

    • B.

      Reviewing project plans

    • C.

      Establishing individual and group responsibilities and accountabilities

    • D.

      Discussing specific legal issues regarding the contract

    Correct Answer
    D. Discussing specific legal issues regarding the contract
    Explanation
    The objective of a kickoff meeting is to set the foundation for a successful project by establishing working relationships, reviewing project plans, and establishing individual and group responsibilities. However, discussing specific legal issues regarding the contract is not typically a focus of a kickoff meeting. This is because legal issues are usually addressed and clarified through separate legal agreements and contracts, not during a project kickoff meeting.

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  • 3. 

    One purpose of the communication management plan is to provide information on;

    • A.

      Methods that will be used to gather and store information

    • B.

      Methods that will be used for releasing team members from the project when they are no longer required

    • C.

      Email and video conferencing technology to be used on the project

    • D.

      Experience and skill level of each team member

    Correct Answer
    A. Methods that will be used to gather and store information
    Explanation
    The communication management plan is a document that outlines how communication will be handled throughout a project. One of its purposes is to provide information on the methods that will be used to gather and store information. This includes specifying the tools, systems, and processes that will be used to collect and store project-related data and documentation. By having a clear plan for information management, the project team can ensure that information is captured accurately, stored securely, and easily accessible to relevant stakeholders.

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  • 4. 

    All of the following are barriers to communication except

    • A.

      Detrimental attitudes associated with low compensation

    • B.

      Difficulties with technical language

    • C.

      Liquidated damages provisions in fixed price contracts

    • D.

      Lack of clear communications channels

    Correct Answer
    C. Liquidated damages provisions in fixed price contracts
    Explanation
    Liquidated damages provisions in fixed price contracts are not barriers to communication. They are contractual provisions that specify the amount of damages that will be paid in the event of a breach of contract. While they may have an impact on the financial aspects of a contract, they do not directly affect communication between parties. The other options listed, such as detrimental attitudes associated with low compensation, difficulties with technical language, and lack of clear communications channels, are all barriers to effective communication.

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  • 5. 

    During the project closeout phase, most conflict arises from:

    • A.

      Schedule problems

    • B.

      Cost over runs

    • C.

      Technical problems

    • D.

      Working interfaces

    Correct Answer
    A. Schedule problems
    Explanation
    During the project closeout phase, most conflict arises from schedule problems. This is because the closeout phase involves finalizing and completing all project activities within a specific timeframe. If there are delays, missed deadlines, or inadequate time management, it can lead to conflicts among team members, stakeholders, and clients. Schedule problems can disrupt the smooth completion of tasks, cause frustration, and impact the overall success of the project.

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  • 6. 

    If the electrician has a fixed-price contract but is falling behind in the schedule you should offer him more money in order to hire more resources.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    Offering the electrician more money in order to hire more resources is not a suitable solution if they are falling behind in the schedule. This is because the issue may not be solely related to the lack of resources, but could be due to other factors such as inefficient work practices or technical difficulties. Instead, it would be more effective to assess the root cause of the delay and work with the electrician to find a solution that addresses the underlying problem.

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  • 7. 

    In general, disagreements among stakeholders should be resolved in favour of the:

    • A.

      Sponsor

    • B.

      Senior management

    • C.

      Performing organization

    • D.

      Customer

    Correct Answer
    D. Customer
    Explanation
    When resolving disagreements among stakeholders, it is generally advisable to prioritize the interests and satisfaction of the customer. This is because the customer is the end user or recipient of the product or service being provided by the organization. Meeting customer needs and expectations is crucial for the success and sustainability of the business. By resolving disagreements in favor of the customer, the organization can ensure customer satisfaction, loyalty, and ultimately, business growth.

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  • 8. 

    Once a project schedule is baselined, no further changes can be made to the schedule.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    This statement is false because once a project schedule is baselined, changes can still be made to the schedule if necessary. While it is generally preferred to minimize changes to the schedule after it has been baselined, it is not completely rigid or unchangeable. Changes may occur due to unforeseen circumstances, delays, or other factors that require adjustments to the schedule. The baseline serves as a reference point for measuring project progress and performance, but it does not prevent changes from being made.

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  • 9. 

    In many complex, challenging, or uncertain projects quite often, planning-monitoring-controlling effort is abandoned in favour of "getting the real work done".

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    In complex, challenging, or uncertain projects, it is common for teams to prioritize the actual work over the planning, monitoring, and controlling efforts. This is because these projects require more hands-on work and adaptability to changing circumstances. The statement suggests that in such projects, the focus is on completing the tasks rather than strictly following the planned processes. Therefore, the answer is true.

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  • 10. 

    Data gathered during the monitoring phase of a project are used for all of the following except;

    • A.

      Performance appraisals

    • B.

      Auditing

    • C.

      Keeping management informed

    • D.

      Lessons learned

    Correct Answer
    A. Performance appraisals
    Explanation
    During the monitoring phase of a project, data is collected and analyzed to track the progress and performance of the project. This data is used for various purposes such as auditing the project to ensure compliance with regulations and standards, keeping management informed about the project's status and any issues that may arise, and identifying lessons learned to improve future projects. However, performance appraisals are not typically conducted during the monitoring phase. Performance appraisals are usually conducted at the end of a project or at specific milestones to evaluate the performance of individuals or teams involved in the project.

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  • 11. 

    A project manager who wants to create a receptive atmosphere for communication should;

    • A.

      Ensure that all communication is clear and understood

    • B.

      Speak or write as he or she would like to be spoken or written to.

    • C.

      Have the project team prepare a project communication plan

    • D.

      Ensure the team members have the information needed to do their work

    Correct Answer
    B. Speak or write as he or she would like to be spoken or written to.
    Explanation
    To create a receptive atmosphere for communication, the project manager should speak or write in a manner that they would like to be spoken or written to. This means using clear and understandable language, being respectful and considerate in their communication style, and avoiding any form of condescension or rudeness. By adopting this approach, the project manager sets a positive example for the team and encourages open and effective communication among team members. This helps to establish trust, foster collaboration, and ensure that everyone feels comfortable expressing their thoughts and ideas.

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  • 12. 

    Which of the following qualifications is the most important for a project manager?

    • A.

      Supervisory experience

    • B.

      Negotiation skill

    • C.

      Education in a technical field

    • D.

      Ability to work well with others

    Correct Answer
    D. Ability to work well with others
    Explanation
    The ability to work well with others is the most important qualification for a project manager because it involves effective communication, collaboration, and conflict resolution skills. A project manager needs to be able to build and maintain positive relationships with team members, stakeholders, and clients to ensure smooth project execution. Without the ability to work well with others, a project manager may struggle to motivate and coordinate the team, leading to delays, misunderstandings, and ultimately project failure.

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  • 13. 

    The tool or technique used for communication planning is:

    • A.

      Stakeholder analysis

    • B.

      Communication skills

    • C.

      Information retrieval system

    • D.

      Information distribution systems

    Correct Answer
    A. Stakeholder analysis
    Explanation
    Stakeholder analysis is the tool or technique used for communication planning. This involves identifying and analyzing the stakeholders involved in a project or initiative. By understanding the needs, interests, and expectations of stakeholders, effective communication strategies can be developed to ensure the right information is delivered to the right people at the right time. This analysis helps in tailoring the communication approach and messages to meet the specific requirements of each stakeholder group, ultimately leading to better communication and stakeholder engagement.

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  • 14. 

    Of the five tools and techniques for performance reporting, which one integrates cost and schedule information as a key element of it's approach?

    • A.

      Performance reviews

    • B.

      Variance analysis

    • C.

      Trend analysis

    • D.

      Earned value analysis

    Correct Answer
    D. Earned value analysis
    Explanation
    Earned value analysis is the correct answer because it is a tool and technique used for performance reporting that integrates cost and schedule information. It measures the actual value of work completed against the planned value and compares it to the actual cost incurred to determine if the project is on track or not. By considering both cost and schedule, earned value analysis provides a comprehensive view of project performance and helps in identifying any deviations or variances.

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  • 15. 

    It is important that every project resource be included in submitting information for reporting, and each one should receive the reports.

    • A.

      True

    • B.

      False

    Correct Answer
    B. False
    Explanation
    Every project resource being included in submitting information for reporting and receiving the reports may not always be important. Depending on the nature of the project and the roles of the resources involved, it may be more efficient and effective to have only certain individuals responsible for submitting information and receiving reports. This allows for better coordination, delegation of tasks, and streamlining of communication within the project team. Therefore, the statement is false.

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  • 16. 

    In the project world there are three distinct types of reports. Which of the following is not included in this group?

    • A.

      Routine

    • B.

      Communication media

    • C.

      Exception

    • D.

      Special

    Correct Answer
    B. Communication media
    Explanation
    Communication media is not included in the group of project reports because it refers to the various channels or means through which project-related information is exchanged, such as emails, meetings, and presentations. While routine, exception, and special reports are all types of project reports that provide specific information about the project's progress, status, and deviations from the plan, communication media is not a report itself but rather the medium through which these reports are communicated.

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  • 17. 

    Project meetings should always produce meeting minutes in order to document decisions made during the meeting.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    Project meetings should always produce meeting minutes in order to document decisions made during the meeting. This is important because meeting minutes serve as a written record of what was discussed, decisions that were made, and action items assigned. They provide a reference for attendees to review and ensure accountability for tasks assigned. Meeting minutes also serve as a communication tool for those who were unable to attend the meeting, keeping them informed of the discussions and outcomes. Additionally, meeting minutes can be used as evidence in case of any disputes or misunderstandings in the future. Therefore, it is crucial for project meetings to produce meeting minutes.

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  • 18. 

    Weekly progress meetings should rarely be held at all. A project manager should use meetings only to make group decisions or generating input among meeting members for dealing with important issues.

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The statement suggests that weekly progress meetings should rarely be held. Instead, project managers should use meetings for making group decisions or gathering input on important issues. This implies that frequent progress meetings may not be necessary and could be a waste of time if they do not serve these purposes. Therefore, the statement is true.

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  • 19. 

    As a project communication management process, administrative closeout consists of verifying and documenting project results to formalize acceptance of the project product by the customer. The output generated from administrative closeout activities consists of;

    • A.

      Project archives, formal acceptance, and lessons learned

    • B.

      Change requests, project records, and lessons learned

    • C.

      Lessons learned, performance reports, and change requests

    • D.

      Communication management plans, change requests, and project archives.

    Correct Answer
    A. Project archives, formal acceptance, and lessons learned
    Explanation
    Administrative closeout is a process in project communication management that involves verifying and documenting project results. The purpose of this process is to formalize the acceptance of the project product by the customer. The output generated from administrative closeout activities includes project archives, which are important for future reference and knowledge transfer. Formal acceptance signifies that the customer has accepted the project deliverables. Lastly, lessons learned are also an output of administrative closeout, as they provide valuable insights and recommendations for future projects.

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  • 20. 

    Which of the following tools or techniques are used in the information distribution process?

    • A.

      Communications management plan, project plan, and information distribution system

    • B.

      Information distribution system, information retrieval system, and performance reports

    • C.

      Communication skills, information retrieval system, and information distribution system

    • D.

      Communication skills, work results, and status reports

    Correct Answer
    C. Communication skills, information retrieval system, and information distribution system
    Explanation
    The information distribution process involves the use of communication skills to effectively convey information to the relevant stakeholders. This includes the ability to clearly and accurately communicate the information in a manner that is easily understood. Additionally, an information retrieval system is necessary to gather and organize the information that needs to be distributed. This system allows for easy access to the information and ensures that it is readily available when needed. Finally, an information distribution system is utilized to disseminate the information to the appropriate recipients in a timely manner.

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  • 21. 

    Which of the following is a tool used in administrative closure?

    • A.

      Project archives

    • B.

      Documentation of the product of the project

    • C.

      Performance reporting methods

    • D.

      Procurement audit

    Correct Answer
    C. Performance reporting methods
    Explanation
    Performance reporting methods are used in administrative closure to provide information on the project's progress and performance to stakeholders. These methods involve collecting and analyzing data on project activities, milestones, and deliverables, and then communicating this information to relevant parties. Performance reporting helps ensure that project objectives are being met and allows for any necessary adjustments or improvements to be made. This tool is essential in evaluating the overall success of the project and documenting its outcomes.

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  • 22. 

    Of the following factors, which one has the greatest effect on the project's communications requirements?

    • A.

      Stakeholder responsibility relationships

    • B.

      External information needs

    • C.

      Availability of technology

    • D.

      The project's organizational structure

    Correct Answer
    D. The project's organizational structure
    Explanation
    The project's organizational structure has the greatest effect on the project's communications requirements. The organizational structure determines how information flows within the project team and between different stakeholders. It includes factors such as the reporting relationships, decision-making processes, and communication channels. A hierarchical structure may require more formal and structured communication, while a flat structure may encourage more informal and open communication. The organizational structure also influences the frequency, format, and level of detail required in project communications.

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  • 23. 

    The process of conferring with others to come to terms or reach an agreement is called;

    • A.

      Win-win

    • B.

      Negotiation

    • C.

      Getting to yes

    • D.

      Confrontation

    Correct Answer
    B. Negotiation
    Explanation
    Negotiation refers to the process of discussing and compromising with others in order to reach a mutual agreement or resolution. It involves active communication, understanding different perspectives, and finding common ground. This term is commonly used in various contexts, such as business deals, diplomatic relations, or personal conflicts, where parties seek to find a satisfactory outcome for all involved.

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  • 24. 

    Administrative closure should not be delayed until project completion because;

    • A.

      Useful information could be lost

    • B.

      The project manager may be reassigned

    • C.

      Project team members may be reassigned by that time

    • D.

      Suppliers are anxious for payment

    Correct Answer
    A. Useful information could be lost
    Explanation
    Administrative closure should not be delayed until project completion because useful information could be lost. This is because as time passes, project team members may move on to other projects or leave the organization, making it difficult to gather important insights and lessons learned from the project. Additionally, stakeholders may also forget or overlook certain details, leading to a loss of valuable information that could be used for future projects or to improve processes. Therefore, it is important to conduct administrative closure in a timely manner to capture and document all relevant information before it is lost.

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  • 25. 

    Projects that have resources geographically separated from the rest of the team are called "virtual project teams".

    • A.

      True

    • B.

      False

    Correct Answer
    A. True
    Explanation
    The given statement is true. Projects that have resources geographically separated from the rest of the team are referred to as "virtual project teams". This means that team members are located in different physical locations and collaborate remotely using technology and online communication tools. Virtual project teams are becoming increasingly common in today's globalized and digitally connected world, allowing organizations to tap into talent from different locations and work efficiently across time zones.

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  • Current Version
  • May 13, 2024
    Quiz Edited by
    ProProfs Editorial Team
  • Apr 17, 2011
    Quiz Created by
    Babjam
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