Communications Management - Sample Questions

	Communications Management Sample Questions

Questions

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1. Which of the following is not a process of Project Communications Management?
Administrative Closure Performance Reporting Information Distribution Communications Planning Conflict Resolution
2. Which of the following are Output from the Communications Planning process?
Project records Communications management plan Performance reports Formal acceptance b and c
3. The receiver filters messages based on all but the following:
Culture Semantics Language Distance Knowledge
4. How much time does the typical project manager spend communicating both formally and informally?
40-60% 50-70% 60-80% 75-90%
5. In communications management, to assimilate through the mind or senses is the process of:
Receiving Decoding Comprehending Understanding
6. The sending or conveying of information from one place to another is the process of:
Networking Transmitting Encrypting Promoting
7. Group brainstorming encourages all of the following except:
Team building Analysis of alternatives Convergent thinking Uninhibited verbalization
8. The three major types of communication are:
Written, verbal, and non-verbal Verbal, formal documentation, informal documentation Verbal, written, and graphic Verbal, written, and electronic
9. All of the following are Output from performance reporting EXCEPT:
Trend analysis "S" curves, histograms, bar charts, and tables Performance reports Change requests Stakeholder reports
10. All of the following aid in achieving consensus EXCEPT:
Maintaining a focus on the problem, not each other. Avoiding conflict Seeking facts Avoiding voting, trading, or averaging
11. All of the following are communication tools EXCEPT:
Memos Verbal circulation of a rumor Videos Body language Inputting data into a spreadsheet
12. Communication is the PRIME responsibility of a Project:
Manager in a weak matrix Manager in a projectized environment Coordinator Expeditor
13. A tight matrix is:
A balanced matrix organization. Where all team members are brought together in one location Where functional managers operate in a dual reporting structure reporting to both their own departments and to the project manager. a and c
14. The sender is responsible for:
Confirming the message is understood Ensuring the receiver agrees with the message Scheduling communication exchange Presenting the message in the most agreeable manner
15. What are the four parts of the communications model?
Sending, Receiving, Decoding, and Comprehending Sender, Message, Medium, Receiver Communicator, Message, Receiver, Decoder Communicating, Transmitting, Receiving, Comprehending
16. A leadership style in which the project manager shares problems with team members and formulates solutions as a group is called:
Autocratic Consultation in a group Consensus One-to-one consultation
17. In negotiating with functional department managers, project managers often find themselves using what two-party conflict management approach?
Win-Lose Win-Win Lose-Lose
18. A type of organization in which the project manager has little formal authority and basically acts as a staff assistant to an executive who is ultimately responsible for the project is called:
Functional Weak matrix Project coordinator Project expediter
19. Formal acceptance by the client or sponsor of the project should be prepared and distributed during which process?
Information Distribution Administrative Closeout Organizational Planning Performance Reporting
20. In which of the following organizations is the project manager role likely to be part-time?
Weak matrix Functional Balanced matrix a and b All of the above
21. Due to the cost overruns, Richard has sent a status report to the CEO of his company. Assuming the CEO reads it, Richard can expect him to remember what percent of the report?
73% to 77% 23% to 27% -25% to 75% 85% 50%
22. Which of the following methods to resolve conflict is most likely to create a "wounded warrior"?
Forcing Compromising Accommodation Avoidance Coercion
23. "Decoder" is not synonymous with "receiver" because:
The decoder interprets based on his frame of reference The decoder is not a position on the team The decoder evaluates, uses assumptions and self-interest while the receiver sees or hears The decoder uses skills and credibility to challenge the encoder a and c
24. People generally remember __% of the spoken word in 1-2 days and __% in 2 months
+50, +75 +50, +25 +75, -25 +25, -10 +10, -5
25. In a simple, interactive, one-on-one communication process, there are the sender and receiver of information. The sender is the one who transmits the signals, while the receiver __________ the signals.
Accepts Mixes Rejects Interprets Intercepts
26. The communication process must have a medium to convey information between two or more parties. The three common media are __________.
Written, spoken, and signalized Visual, audio, and tactile Seeing, talking, and listening Seeing, listening, and touching None of the above
27. Communications between two individuals can be affected by either the attitude of either party or an external source disrupting the flow of information. An example of a barrier between the parties involved in verbal communications and an example of a disruptive influence could be __________.
A wall between desks and a difference in language skills A third party injecting comments and a fourth party attempting to change the subject An attitude of hostility by the receiver or sender and a ringing telephone nearby A confrontation over schedules and a lack of a scheduling tool An excessive spatial distance between the individuals and one of the individuals has a hearing loss
28. Of the five basic approaches to conflict resolution that characterize an individual's human resource management style, the one that produces a "win-lose" outcome whereby the project manager uses his power to over-rule the participant in the conflict is __________.
Confrontation Compromise Smoothing Forcing Withdrawal
29. Management styles affect the confidence level given a project manager by subordinates, peers, and superiors. When a project manager is judicial in his management style, he is __________
Honest, sincere, able to motivate and to press for the best and fairest solution, and one who generally goes "by the books" Marked by an eagerness to fight or be disagreeable over any given situation Encouraging subordinate to realize their full potential, cultivates team spirit, and lets subordinates know that good work will be rewarded One who tends to break apart the unity of the group by agitating and causing disorder on a project One who exercises sound judgment in most areas on the project
30. Communications between individuals while talking may also involve nonverbal communications, or body language. Body language is most commonly associated with __________.
Twisting and shrugging Gestures and facial expressions Toe tapping and foot shuffling Dancing and waltzing Pointing and smiling
31. Communication, as a key to successfully implementing a project, is reflected in many forms and styles. The communication medium / media used in the project can be a __________.
Budget Schedule Configuration management plan Meeting agenda All of the above
32. In negotiations, there are always ongoing communications in an attempt to reach a position that is mutually agreeable to all parties. One means (facilitator) of communication during the negotiation phase is to __________
Obtain written concurrence at the end of each session Be calm, poised, and patient Use surprise as required Not be afraid to say no All of the above
33. Communication includes understanding the other person and reaching a consensus as to what was said. The use of __________ is a means of giving feedback to the speaker by rephrasing the speaker's words to ensure there is a level of understanding
Give-back Active listening Double talk Double speak Double entendre
34. Communications between the project manager and a team member take many forms, but it would not include a __________
Memorandum announcing a meeting of the team Letter of commendation to a team member Performance appraisal for a team member Newsletter article reviewing the project's progress Counseling session for a team member
35. In face-to-face communications, individuals send two messages when they speak. The two message aspects are content and command. The first contains that part of the message about which two or more persons can agree, and the second contains __________
That portion that is intentionally meant to be misunderstood That portion that imposes behavior and the relationship between the parties Inferences as to future messages to be sent Reinforcement of prior messages Random information that does not contribute to the message content
36. Barriers to communication can be invisible to the casual observer but can often be greater obstacles than physical barriers. However, barriers do not include __________

37. Team members may "filter" information to the project manager for several reasons. Filtering, a selective reduction in the quantity and quality of information, is promoted through all of the following except when the team member __________
Does not believe the information to be important Receives an adverse reaction when "bad news" is given Fails to understand the information in the context given Summarizes to save reporting time Takes too long in obtaining the correct information
38. The factors of the structural environment can be manipulated (positively and negatively) to improve or degrade the effective communications within a project team. Of the following factors, the one that can be manipulated the most to change the level of communications is __________
Mobility opportunity Status Organizational climate Autonomy Security
39. Project managers must strive to improve communications within the project team as well as with external elements. The project manager can improve communications by removing __________ of the information.
Delays, impediments, and barriers Filtering, distortion, and blockage Haste, waste, and redundancy Pushing, pulling, and putting aside None of the above
40. The most basic model for the communication process consists of three basic elements: __________. When these three elements are present, communication may result.
Words, illustrations, and mathematics People, transmission medium, and information processor Verbal, nonverbal, and physical Sender, receiver, and message Common language, physical means, and common understanding
41. In the communication process, "noise" is the word used to describe factors and forces inhibiting the exchange of information between two or more parties. Noise includes all of the following but __________
Culture Behavior Language Traditional way of doing things Loud talking
42. In the project environment, there are four general categories of communication: formal written, informal written, formal verbal, and informal verbal. Of the following, the one that is not an example of formal written communication is a __________
Project charter Project budget Project management plan Project engineer's notes Project schedule
43. To ensure a team member understands the work to be accomplished, the project manager may be more assured of the effectiveness of his communication by __________:
Obtaining feedback and evaluating the end result of the work Restating the directive and asking for a commitment Restating the directive and using active listening Using active listening and obtaining feedback Emphasizing the importance of the work and restating the directive
44. Communication to a group in a meeting multiplies the potential for misunderstanding unless the structure is maintained. One major communication consideration in obtaining an understanding and commitment is that __________:
Objectives may not be realistic Starting the meeting before all participants arrive ensures some people do not have all the information Asking for additional comments on a subject only increases the amount of information to be processed Silence on a matter does not ensure communication Addressing only one item at a time does not provide all related information to be processed
45. Meeting management facilitates the communication of information between individuals. A legitimate reason for assembling the project team in a meeting includes __________:
Impressing everyone with the project manager's power Providing an opportunity for individuals to discuss personal grievances Presenting project information and making a decision on project direction Giving the team a chance to talk about its experience Forcing a decision out of the team because any outcome is going to be unfavorable
46. The project manager has three primary interests who need information and are involved in the project's success. These are the __________:
Customer, project team, and project sponsor / boss Customer, client, and project team Client, financial department, and functional departments Project team, project matrix workers, and subcontractors Vendors, subcontractors, and prime contractors
47. The project manager must maintain an effective communication link with the customer's satisfaction with the progress of the project. The project manager maintains this link through __________:
Subordinates, project team members, and the project sponsor The telephone, facsimile, and data transmission Periodic project reports, periodic visits to the customer, and telephonic exchanges One-time reports, weekly reports, and monthly reports Cost data, schedule data, and performance data
48. The project manager schedules a quarterly technical review with the customer to assure him that the project is progressing as planned. The project manager plans a series of briefings on the cost, schedule, and technical aspects of the project that should be presented by __________:
The project manager himself Team members knowledgeable of the areas The customer The functional departments None of the above
49. Suppose the project manager is appointed to manage a new project that has just been given approval to start the planning requirements. The project manager is new to the organization and has inherited a project team previously selected by top management. The best method of initiating the communication process with the team and to establish the expectations of the project team is to __________:
Send a formal memorandum to each team member to outline the objectives, the requirements of the team, and the time frame for work Personally talk to each team member to determine what he would like to do on the project and how that can be accommodated Call a briefing session to set objectives of the management and direct how these objectives will be met Call a kick-off meeting to present the objectives and open the floor for discussion on how the objectives will be achieved Prepare a work assignment list and send a copy to each individual tasked with accomplishing a planning task
50. In the project environment, it is helpful to publish a formal document showing the chain of communications. This document's greatest contribution to the project is to __________:
Limit the authority of staff members on matters that are the perogative of the project manager Defines who can talk to whom within the project so effective communications can be conducted Prevent senior management from "legally" asking questions of the lower-level staff members Define the project manager's communication authority and responsibilities Protect staff members from extraneous requests and directions
51. The project environment is always in need of effective communication for individuals to exchange and understand information. When everyone is permitted to talk to anyone, essential communication __________:
Can take the shortest route from the sender to the person needing the information Is lost in many informal discussions and most often never delivered to the intended receiver Takes as much as three times longer than when formal communication channels are followed Changes the context in which complex issues are delivered as compared to formal written communications Becomes nonessential communication because of the lack of emphasis given to the verbal message
52. The customer-project manager relations are perhaps the most important aspect to the successful implementation of the project work because __________:
The customer is always right in defining the contract The customer does not understand project management and must be continually tutored in the practices The words in the contract often do not convey the precise meaning of the requirements The project manager's performance evaluation is based on the relationship with the customer None of the above
53. The project manager must communicate with several different people in the course of managing the project. His sole purpose for sending a message is to __________:
Impress upon the receiver the importance of the project manager Convey words that have a motivating impact on the receiver Convey information an action Convey an image of positive progress for the project Convey desire or want for the project
54. Project managers must write correspondence to many individual parties who are project stakeholders. The most important aspect of the project manager's correspondence is to ensure __________:
The grammar is correct The format is correct for the message The message is clearly conveyed The delivery of the message is made within 24 hours The completeness of the sentences
55. The most difficult and costly type of communication performed by the project manager is __________:
The formal letter to the customer The meeting or conference The technical specification update The contact modification The one-on-one counseling
56. Generating, gathering, and disseminating information to formalize project completion, is called:
Administrative closure Administrative duties Aid closure Aid duties
57. Meetings may be held for a number of different purposes and may involve different parties. The types of meetings may be classified as information sharing, problem solving, decision making, planning, and evaluation. The definition of a problem solving meeting might be __________:
Organized exchange of data and information Selection of a course of action from options and alternatives Future options and alternatives Options and alternatives reviewed Results achieved reviewed
58. Suppose the project manager is called to an informal meeting with the customer and a problem is raised. This problem has major implications for the project manager's company, but the customer wants to pursue a solution at the meeting. The project manager should __________:
Give the customer a range of solutions that might be acceptable to his company Give the customer an interim solution that must be approved by his boss Collect as much information on the problem without committing his company to a solution Tell the customer that he will not address any problems because this is only an information exchange meeting Tell the customer that the problem is not sufficiently defined to determine the appropriate action
59. Customers often attempt to resolve issues in meetings with the project manager. The project manager should anticipate the raising of issues and be __________:
Ready and willing to give an immediate response Sensitive to all the nuances of the issues but have a well-considered answer before responding to the customer Ready to deflect the issues through persuasion and argument Ready to put up a good argument before giving in Sensitive to the customer's issues but refuse to respond unless each is codified and formally endorsed to him
60. Project communications are vital to the success of the project meeting's objectives. Documentation is a form of this communication and is often not recognized as a part of the project. Of the following, the one that is not a form of project communications is __________:
Correspondence Photographs Handwritten memos to file Professional magazines Telephone logs
61. The project manager's time is limited, and the opportunity too discuss the project elements with the team is also limited if the project is to be properly managed. Therefore, the project manager must balance his time for communications by __________:
Being reasonably available to key team members without having an unrestricted open-door policy Showing his interest and concern for work progress through random discussions with groups at their work sites Causing relevant documents to be prepared and issued following any meetings Maintaining a written record of all pertinent project information and description for use by the team All of the above
62. Effective communications between elements of a large project improves the probability of success for the project through better information exchanges. In addition to the communication skills required for effective communication, communication planning focuses primarily on __________:
The project team and the functional departments The vendors, subcontractors, and other suppliers of goods The interrelationships within the project team The lines of communication and interfaces The project manager's role and responsibility to promote information exchange
63. Communicating requirements to project participants is the key to establishing the basis for building a product to "conform to the requirements." Poor communication is often the cause of imprecise specifications that a vendor, subcontractor, or implementation team will be working on. The most critical point at which the communications have the chance for being misinterpreted is __________:
During the planning phase when little is fully understood about the project's requirements The interface between the project team and suppliers of services or products During close-out when all parties are attempting to terminate operations and move all assets At meetings and conferences when the agenda limits the subjects to be discussed All of the above
64. The documentation of a project is a form of communication even when the document is completed and placed in a file for future reference. This latent form of communication serves a purpose by recording the facts for future use. Latent communication is often used to __________:
Record data for post-project evaluations State a position that is a "minority opinion" Record actions of project participants to establish a trail of actions Collect bits of information that will subsequently be aggregated for decision making All of the above
65. Closing out a project's contract is both an intellectual (cognitive) issue and an emotional (affective) issue dealing with details and attitude, respective. The communication needed to effectively complete the contract must deal with both issues. Therefore, the project manager's job is to communicate with the customer to confirm the deliverables, meet the specification or negotiate a settlement, and obtain certifications while managing the customer's emotional side in __________:
Attitude changes toward the project Loss of interest in the project implementation Assigning new people to the project Having key people unavailable for consultation All of the above

1. Which of the following is not a process of Project Communications Management?

Administrative Closure
Performance Reporting
Information Distribution
Communications Planning
Conflict Resolution

2. Which of the following are Output from the Communications Planning process?

Project records
Communications management plan
Performance reports
Formal acceptance
b and c

3. The receiver filters messages based on all but the following:

Culture
Semantics
Language
Distance
Knowledge

4. How much time does the typical project manager spend communicating both formally and informally?

40-60%
50-70%
60-80%
75-90%

5. In communications management, to assimilate through the mind or senses is the process of:

Receiving
Decoding
Comprehending
Understanding

6. The sending or conveying of information from one place to another is the process of:

Networking
Transmitting
Encrypting
Promoting

7. Group brainstorming encourages all of the following except:

Team building
Analysis of alternatives
Convergent thinking
Uninhibited verbalization

8. The three major types of communication are:

Written, verbal, and non-verbal
Verbal, formal documentation, informal documentation
Verbal, written, and graphic
Verbal, written, and electronic

9. All of the following are Output from performance reporting EXCEPT:

Trend analysis
"S" curves, histograms, bar charts, and tables
Performance reports
Change requests
Stakeholder reports

10. All of the following aid in achieving consensus EXCEPT:

Maintaining a focus on the problem, not each other.
Avoiding conflict
Seeking facts
Avoiding voting, trading, or averaging

11. All of the following are communication tools EXCEPT:

Memos
Verbal circulation of a rumor
Videos
Body language
Inputting data into a spreadsheet

12. Communication is the PRIME responsibility of a Project:

Manager in a weak matrix
Manager in a projectized environment
Coordinator
Expeditor

13. A tight matrix is:

A balanced matrix organization.
Where all team members are brought together in one location
Where functional managers operate in a dual reporting structure reporting to both their own departments and to the project manager.
a and c

14. The sender is responsible for:

Confirming the message is understood
Ensuring the receiver agrees with the message
Scheduling communication exchange
Presenting the message in the most agreeable manner

15. What are the four parts of the communications model?

Sending, Receiving, Decoding, and Comprehending
Sender, Message, Medium, Receiver
Communicator, Message, Receiver, Decoder
Communicating, Transmitting, Receiving, Comprehending

16. A leadership style in which the project manager shares problems with team members and formulates solutions as a group is called:

Autocratic
Consultation in a group
Consensus
One-to-one consultation

17. In negotiating with functional department managers, project managers often find themselves using what two-party conflict management approach?

Win-Lose
Win-Win
Lose-Lose

18. A type of organization in which the project manager has little formal authority and basically acts as a staff assistant to an executive who is ultimately responsible for the project is called:

Functional
Weak matrix
Project coordinator
Project expediter

19. Formal acceptance by the client or sponsor of the project should be prepared and distributed during which process?

Information Distribution
Administrative Closeout
Organizational Planning
Performance Reporting

20. In which of the following organizations is the project manager role likely to be part-time?

Weak matrix
Functional
Balanced matrix
a and b
All of the above

21. Due to the cost overruns, Richard has sent a status report to the CEO of his company. Assuming the CEO reads it, Richard can expect him to remember what percent of the report?

73% to 77%
23% to 27%
-25% to 75%
85%
50%

22. Which of the following methods to resolve conflict is most likely to create a "wounded warrior"?

Forcing
Compromising
Accommodation
Avoidance
Coercion

23. "Decoder" is not synonymous with "receiver" because:

The decoder interprets based on his frame of reference
The decoder is not a position on the team
The decoder evaluates, uses assumptions and self-interest while the receiver sees or hears
The decoder uses skills and credibility to challenge the encoder
a and c

24. People generally remember __% of the spoken word in 1-2 days and __% in 2 months

+50, +75
+50, +25
+75, -25
+25, -10
+10, -5

25. In a simple, interactive, one-on-one communication process, there are the sender and receiver of information. The sender is the one who transmits the signals, while the receiver __________ the signals.

Accepts
Mixes
Rejects
Interprets
Intercepts

26. The communication process must have a medium to convey information between two or more parties. The three common media are __________.

Written, spoken, and signalized
Visual, audio, and tactile
Seeing, talking, and listening
Seeing, listening, and touching
None of the above

27. Communications between two individuals can be affected by either the attitude of either party or an external source disrupting the flow of information. An example of a barrier between the parties involved in verbal communications and an example of a disruptive influence could be __________.

A wall between desks and a difference in language skills
A third party injecting comments and a fourth party attempting to change the subject
An attitude of hostility by the receiver or sender and a ringing telephone nearby
A confrontation over schedules and a lack of a scheduling tool
An excessive spatial distance between the individuals and one of the individuals has a hearing loss

28. Of the five basic approaches to conflict resolution that characterize an individual's human resource management style, the one that produces a "win-lose" outcome whereby the project manager uses his power to over-rule the participant in the conflict is __________.

Confrontation
Compromise
Smoothing
Forcing
Withdrawal

29. Management styles affect the confidence level given a project manager by subordinates, peers, and superiors. When a project manager is judicial in his management style, he is __________

Honest, sincere, able to motivate and to press for the best and fairest solution, and one who generally goes "by the books"
Marked by an eagerness to fight or be disagreeable over any given situation
Encouraging subordinate to realize their full potential, cultivates team spirit, and lets subordinates know that good work will be rewarded
One who tends to break apart the unity of the group by agitating and causing disorder on a project
One who exercises sound judgment in most areas on the project

30. Communications between individuals while talking may also involve nonverbal communications, or body language. Body language is most commonly associated with __________.

Twisting and shrugging
Gestures and facial expressions
Toe tapping and foot shuffling
Dancing and waltzing
Pointing and smiling

31. Communication, as a key to successfully implementing a project, is reflected in many forms and styles. The communication medium / media used in the project can be a __________.

Budget
Schedule
Configuration management plan
Meeting agenda
All of the above

32. In negotiations, there are always ongoing communications in an attempt to reach a position that is mutually agreeable to all parties. One means (facilitator) of communication during the negotiation phase is to __________

Obtain written concurrence at the end of each session
Be calm, poised, and patient
Use surprise as required
Not be afraid to say no
All of the above

33. Communication includes understanding the other person and reaching a consensus as to what was said. The use of __________ is a means of giving feedback to the speaker by rephrasing the speaker's words to ensure there is a level of understanding

Give-back
Active listening
Double talk
Double speak
Double entendre

34. Communications between the project manager and a team member take many forms, but it would not include a __________

Memorandum announcing a meeting of the team
Letter of commendation to a team member
Performance appraisal for a team member
Newsletter article reviewing the project's progress
Counseling session for a team member

35. In face-to-face communications, individuals send two messages when they speak. The two message aspects are content and command. The first contains that part of the message about which two or more persons can agree, and the second contains __________

That portion that is intentionally meant to be misunderstood
That portion that imposes behavior and the relationship between the parties
Inferences as to future messages to be sent
Reinforcement of prior messages
Random information that does not contribute to the message content

36. Barriers to communication can be invisible to the casual observer but can often be greater obstacles than physical barriers. However, barriers do not include __________

37. Team members may "filter" information to the project manager for several reasons. Filtering, a selective reduction in the quantity and quality of information, is promoted through all of the following except when the team member __________

Does not believe the information to be important
Receives an adverse reaction when "bad news" is given
Fails to understand the information in the context given
Summarizes to save reporting time
Takes too long in obtaining the correct information

38. The factors of the structural environment can be manipulated (positively and negatively) to improve or degrade the effective communications within a project team. Of the following factors, the one that can be manipulated the most to change the level of communications is __________

Mobility opportunity
Status
Organizational climate
Autonomy
Security

39. Project managers must strive to improve communications within the project team as well as with external elements. The project manager can improve communications by removing __________ of the information.

Delays, impediments, and barriers
Filtering, distortion, and blockage
Haste, waste, and redundancy
Pushing, pulling, and putting aside
None of the above

40. The most basic model for the communication process consists of three basic elements: __________. When these three elements are present, communication may result.

Words, illustrations, and mathematics
People, transmission medium, and information processor
Verbal, nonverbal, and physical
Sender, receiver, and message
Common language, physical means, and common understanding

41. In the communication process, "noise" is the word used to describe factors and forces inhibiting the exchange of information between two or more parties. Noise includes all of the following but __________

Culture
Behavior
Language
Traditional way of doing things
Loud talking

42. In the project environment, there are four general categories of communication: formal written, informal written, formal verbal, and informal verbal. Of the following, the one that is not an example of formal written communication is a __________

Project charter
Project budget
Project management plan
Project engineer's notes
Project schedule

43. To ensure a team member understands the work to be accomplished, the project manager may be more assured of the effectiveness of his communication by __________:

Obtaining feedback and evaluating the end result of the work
Restating the directive and asking for a commitment
Restating the directive and using active listening
Using active listening and obtaining feedback
Emphasizing the importance of the work and restating the directive

44. Communication to a group in a meeting multiplies the potential for misunderstanding unless the structure is maintained. One major communication consideration in obtaining an understanding and commitment is that __________:

Objectives may not be realistic
Starting the meeting before all participants arrive ensures some people do not have all the information
Asking for additional comments on a subject only increases the amount of information to be processed
Silence on a matter does not ensure communication
Addressing only one item at a time does not provide all related information to be processed

45. Meeting management facilitates the communication of information between individuals. A legitimate reason for assembling the project team in a meeting includes __________:

Impressing everyone with the project manager's power
Providing an opportunity for individuals to discuss personal grievances
Presenting project information and making a decision on project direction
Giving the team a chance to talk about its experience
Forcing a decision out of the team because any outcome is going to be unfavorable

46. The project manager has three primary interests who need information and are involved in the project's success. These are the __________:

Customer, project team, and project sponsor / boss
Customer, client, and project team
Client, financial department, and functional departments
Project team, project matrix workers, and subcontractors
Vendors, subcontractors, and prime contractors

47. The project manager must maintain an effective communication link with the customer's satisfaction with the progress of the project. The project manager maintains this link through __________:

Subordinates, project team members, and the project sponsor
The telephone, facsimile, and data transmission
Periodic project reports, periodic visits to the customer, and telephonic exchanges
One-time reports, weekly reports, and monthly reports
Cost data, schedule data, and performance data

48. The project manager schedules a quarterly technical review with the customer to assure him that the project is progressing as planned. The project manager plans a series of briefings on the cost, schedule, and technical aspects of the project that should be presented by __________:

The project manager himself
Team members knowledgeable of the areas
The customer
The functional departments
None of the above

49. Suppose the project manager is appointed to manage a new project that has just been given approval to start the planning requirements. The project manager is new to the organization and has inherited a project team previously selected by top management. The best method of initiating the communication process with the team and to establish the expectations of the project team is to __________:

Send a formal memorandum to each team member to outline the objectives, the requirements of the team, and the time frame for work
Personally talk to each team member to determine what he would like to do on the project and how that can be accommodated
Call a briefing session to set objectives of the management and direct how these objectives will be met
Call a kick-off meeting to present the objectives and open the floor for discussion on how the objectives will be achieved
Prepare a work assignment list and send a copy to each individual tasked with accomplishing a planning task

50. In the project environment, it is helpful to publish a formal document showing the chain of communications. This document's greatest contribution to the project is to __________:

Limit the authority of staff members on matters that are the perogative of the project manager
Defines who can talk to whom within the project so effective communications can be conducted
Prevent senior management from "legally" asking questions of the lower-level staff members
Define the project manager's communication authority and responsibilities
Protect staff members from extraneous requests and directions

51. The project environment is always in need of effective communication for individuals to exchange and understand information. When everyone is permitted to talk to anyone, essential communication __________:

Can take the shortest route from the sender to the person needing the information
Is lost in many informal discussions and most often never delivered to the intended receiver
Takes as much as three times longer than when formal communication channels are followed
Changes the context in which complex issues are delivered as compared to formal written communications
Becomes nonessential communication because of the lack of emphasis given to the verbal message

52. The customer-project manager relations are perhaps the most important aspect to the successful implementation of the project work because __________:

The customer is always right in defining the contract
The customer does not understand project management and must be continually tutored in the practices
The words in the contract often do not convey the precise meaning of the requirements
The project manager's performance evaluation is based on the relationship with the customer
None of the above

53. The project manager must communicate with several different people in the course of managing the project. His sole purpose for sending a message is to __________:

Impress upon the receiver the importance of the project manager
Convey words that have a motivating impact on the receiver
Convey information an action
Convey an image of positive progress for the project
Convey desire or want for the project

54. Project managers must write correspondence to many individual parties who are project stakeholders. The most important aspect of the project manager's correspondence is to ensure __________:

The grammar is correct
The format is correct for the message
The message is clearly conveyed
The delivery of the message is made within 24 hours
The completeness of the sentences

55. The most difficult and costly type of communication performed by the project manager is __________:

The formal letter to the customer
The meeting or conference
The technical specification update
The contact modification
The one-on-one counseling

56. Generating, gathering, and disseminating information to formalize project completion, is called:

Administrative closure
Administrative duties
Aid closure
Aid duties

57. Meetings may be held for a number of different purposes and may involve different parties. The types of meetings may be classified as information sharing, problem solving, decision making, planning, and evaluation. The definition of a problem solving meeting might be __________:

Organized exchange of data and information
Selection of a course of action from options and alternatives
Future options and alternatives
Options and alternatives reviewed
Results achieved reviewed

58. Suppose the project manager is called to an informal meeting with the customer and a problem is raised. This problem has major implications for the project manager's company, but the customer wants to pursue a solution at the meeting. The project manager should __________:

Give the customer a range of solutions that might be acceptable to his company
Give the customer an interim solution that must be approved by his boss
Collect as much information on the problem without committing his company to a solution
Tell the customer that he will not address any problems because this is only an information exchange meeting
Tell the customer that the problem is not sufficiently defined to determine the appropriate action

59. Customers often attempt to resolve issues in meetings with the project manager. The project manager should anticipate the raising of issues and be __________:

Ready and willing to give an immediate response
Sensitive to all the nuances of the issues but have a well-considered answer before responding to the customer
Ready to deflect the issues through persuasion and argument
Ready to put up a good argument before giving in
Sensitive to the customer's issues but refuse to respond unless each is codified and formally endorsed to him

60. Project communications are vital to the success of the project meeting's objectives. Documentation is a form of this communication and is often not recognized as a part of the project. Of the following, the one that is not a form of project communications is __________:

Correspondence
Photographs
Handwritten memos to file
Professional magazines
Telephone logs

61. The project manager's time is limited, and the opportunity too discuss the project elements with the team is also limited if the project is to be properly managed. Therefore, the project manager must balance his time for communications by __________:

Being reasonably available to key team members without having an unrestricted open-door policy
Showing his interest and concern for work progress through random discussions with groups at their work sites
Causing relevant documents to be prepared and issued following any meetings
Maintaining a written record of all pertinent project information and description for use by the team
All of the above

62. Effective communications between elements of a large project improves the probability of success for the project through better information exchanges. In addition to the communication skills required for effective communication, communication planning focuses primarily on __________:

The project team and the functional departments
The vendors, subcontractors, and other suppliers of goods
The interrelationships within the project team
The lines of communication and interfaces
The project manager's role and responsibility to promote information exchange

63. Communicating requirements to project participants is the key to establishing the basis for building a product to "conform to the requirements." Poor communication is often the cause of imprecise specifications that a vendor, subcontractor, or implementation team will be working on. The most critical point at which the communications have the chance for being misinterpreted is __________:

During the planning phase when little is fully understood about the project's requirements
The interface between the project team and suppliers of services or products
During close-out when all parties are attempting to terminate operations and move all assets
At meetings and conferences when the agenda limits the subjects to be discussed
All of the above

64. The documentation of a project is a form of communication even when the document is completed and placed in a file for future reference. This latent form of communication serves a purpose by recording the facts for future use. Latent communication is often used to __________:

Record data for post-project evaluations
State a position that is a "minority opinion"
Record actions of project participants to establish a trail of actions
Collect bits of information that will subsequently be aggregated for decision making
All of the above

65. Closing out a project's contract is both an intellectual (cognitive) issue and an emotional (affective) issue dealing with details and attitude, respective. The communication needed to effectively complete the contract must deal with both issues. Therefore, the project manager's job is to communicate with the customer to confirm the deliverables, meet the specification or negotiate a settlement, and obtain certifications while managing the customer's emotional side in __________:

Attitude changes toward the project
Loss of interest in the project implementation
Assigning new people to the project
Having key people unavailable for consultation
All of the above

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