Question 1

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

Accepted Answer

The project communication plan outlines how information will be communicated to stakeholders throughout the project. As stakeholders or their information needs change, or if new people or new documents are identified, the communication plan must be updated accordingly. Therefore, B is the correct answer.

Question 2

List some common barriers to effective listening:

Accepted Answer

The answer of List some common barriers to effective listening:...

Question 3

____ 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.

Accepted Answer

The answer of ____ are another collaboration tool that can...

Question 4

It is important to keep in mind that a progress report is not

Accepted Answer

A progress report is not only an activity report, but it includes the current status of project performance and a list of milestones expected to be achieved by the next meeting. While completed milestones may be included, they are not the sole focus of the progress report.

Question 5

____, to some extent, even provide features that provide team members with greater access and flexibility for using various interactive telecommunication technologies and collaboration tools such as email, internet access, document management, etc.

Accepted Answer

The answer of ____, to some extent, even provide features...

Question 6

Written reports are ____ verbal reports in communicating information about a project.

Accepted Answer

Written reports and verbal reports can both be crucial in communicating information about a project, depending on the context and audience. There isn't a universally correct answer that one is always more important or effective than the other.

Question 7

The final report might include the following except

Accepted Answer

Personal accomplishments of the project team members would not be included in the final report as they are not relevant to the customer's needs or the project objective. The report should focus on the project and customer benefits.

Question 8

A ____ defines the generation and distribution of project documents among project stakeholders throughout the project.

Accepted Answer

A project communication plan defines how project information will be generated, collected, distributed, stored, retrieved, analyzed, and reported during the project. This includes the management of project documents, such as plans, schedules, status reports, and deliverables, among project stakeholders. A project document plan focuses only on the management of project documents, while a project revision plan focuses only on the management of project changes. A project performance plan focuses on the measurement and reporting of project performance metrics.

Question 9

All of the following are guidelines for preparing project reports to help ensure usefulness and value to the recipients except

Accepted Answer

The other three choices are all guidelines for preparing project reports that help ensure usefulness and value to the recipients. Inconsistent formatting can actually make the report harder to read and understand, so it is still important to pay attention to the format.

Question 10

____ allows the live exchange of information among members of the project team.

Accepted Answer

Teleconferencing allows for immediate and interactive communication among members of the project team, allowing for efficient and effective exchange of information. Email and written communication may not be as immediate, while verbal communication may not be feasible for teams working remotely or across different time zones.

Question 11

A ____ identifies the various documents, who is responsible for creating each document, by when or how frequently the document must be distributed, to whom each document is to be distributed, and what action each recipient is expected to take.

Accepted Answer

A project communication plan outlines the communication strategies and procedures for a project, including the various documents and their distribution. It identifies the responsible parties and their expected roles in communicating information about the project. A project document plan, revision plan, and performance plan may be components of the overall project communication plan, but they are not comprehensive enough to fulfill the requirements listed in the question.

Question 12

For any external resources that are used on the project, such as subcontractors, consultants, or vendors, the ____ will define requirements regarding documentation, approvals required, and distribution and include such requirements in subcontracts or purchase orders.

Accepted Answer

The project organization is responsible for defining requirements regarding external resources such as subcontractors, consultants, or vendors. The project manager and project team may also be involved in implementing these requirements, but the ultimate responsibility lies with the project organization. The customer may provide input on requirements, but the project organization is responsible for ensuring that they are incorporated into subcontracts or purchase orders.

Question 13

____, where each participant is connected using their own personal computer and webcam, is another tool used to conduct live meetings over the Internet.

Accepted Answer

Web videoconferencing allows for live meetings to be conducted over the Internet, with participants connecting using their own personal computer and webcam. Document management systems and groupware are tools for collaboration and productivity, but do not necessarily involve live meetings. Cell phones can be used for virtual meetings, but are not as effective as web videoconferencing due to limitations in screen and audio size.

Question 14

____ can support team idea generation, brainstorming, problem solving and decision making.

Accepted Answer

Groupware is specifically designed for collaboration and communication among team members. It includes tools such as shared calendars, task lists, discussion forums, and chat rooms that can facilitate idea generation, brainstorming, problem solving, and decision making. Document management systems and content management systems are primarily used for organizing and storing documents, while web videoconferencing is a tool for remote communication and collaboration, but may not have all the necessary features for effective idea generation and decision-making.

Question 15

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

Accepted Answer

The project charter or contract typically outlines the requirements for documentation, including frequency, approvals, and distribution to specific individuals within the customer organization.

Question 16

A ____ is a system used to manage the content of a website, documents, or files.

Accepted Answer

Content management systems (CMS) are specifically designed to manage and organize digital content, such as website content, documents, and files. They allow users to create, edit, publish, and store content in a centralized location, making it easier to manage and share information. Document management systems (A) are similar to CMS, but are more focused on managing documents specifically. Groupware (B) and web videoconferencing (D) are both collaboration tools and not directly related to content management.

Question 17

Use the 3-T approach in your presentation which includes all the following except

Accepted Answer

The 3-T approach includes telling the audience what you are going to tell them, telling them, and then summarizing what you told them. While thanking them for coming is polite, it is not a part of the 3-T approach.

Question 18

It is good practice to put on each page of each type of document: any of the following except

Accepted Answer

A list of the changes made to the document is not good practice to put on each page of each type of document.

Question 19

A project progress report might include the following except

Accepted Answer

A list of activities completed by each project team member is typically not included in a progress report as it is not necessary for an overview of the project's overall status and progress. The other options are commonly included in project progress reports.

Question 20

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.

Accepted Answer

The elements listed are typical components of a project communication plan. A project document plan would focus specifically on organizing and managing project-related documents, while a project revision plan would focus on managing changes to project deliverables. A project performance plan would detail measures and tactics for monitoring and assessing project progress and results.

Quiz 12: Project Communication and Documentation