project planning putting it all together weekly challenge 5 answers

1. What do project managers need to identify before creating a communication plan?

  • Recipients, communication methods, goals of communication, and barriers to communication
  • Recipients, anonymous survey questions, goals of communication, and barriers to communication
  • Recipients, communication methods, project risks, and goals of communication
  • Recipients, project risks, goals of communication, and barriers to communication

 

2. How can you foster effective communication within your team? Select all that apply.

  • Recognize and understand individual differences
  • Allow teammates to use any communication platform they prefer
  • Obtain feedback and incorporate it going forward
  • Send identical message content to both teammates and stakeholders

 

3. What details does a communication plan include? Select all that apply.

  • What to communicate
  • How communications should sound
  • How long communications should be
  • Why and how to communicate
  • Who should communicate
  • When communication happens
  • Where the information communicated is stored

 

4. As a project manager, part of your communication plan is to identify risks and present barriers in-person. What two additional details should the communication plan include?

  • Type of communication
  • Duration
  • Location
  • Frequency

5. What potential barriers should you consider when making a communication plan? Select all that apply.

  • How competitors communicate
  • Linguistic and cultural differences
  • Time zone limitations
  • Privacy or internet access issues

 

6. An effective project management communication plan can help with which of the following processes? Select all that apply.

  • Culture development
  • Team selection
  • Change management
  • Project continuity

 

7. Which two of the following communication methods are most appropriate for core project team members?

  • Formal presentations to advertise project deliverables
  • Department newsletters on current projects
  • Quick virtual check-ins to answer questions
  • Daily meetings to report on project progress

 

8. What questions can project managers ask to optimize and streamline communications? Select all that apply.

  • How can we improve communications with you?
  • What is working in how we communicate with you about the project?
  • How are you implementing the content we communicate?
  • What is not working or is not effective in our communication?

 

9. How can project managers ensure plan visibility for stakeholders? Select all that apply.

  • Manage document permissions to give access to relevant information
  • Assign tasks to specific team members
  • Keep documents in a centralized location
  • Create a risk register

 

10. Which of the following should a project manager include in a centralized planning document, also known as a dashboard? Select all that apply.

  • Previous project deliverables
  • Links to any non-spreadsheet files
  • Instructions for how to use the centralized planning document
  • A brief project description

 

11. The project manager has identified the goals, barriers, and communication methods for a project. What is the final piece they must determine before creating the communication plan?

  • Key stakeholders
  • Team members
  • Team feedback
  • Stakeholder analysis

12. As a project manager, how can you maintain open communication after you have sent your team a message? Select all that apply.

  • Check in to make sure the information was clear.
  • Convey the message through various methods.
  • Respond to any questions quickly.
  • Resend the message if no one responds.

13. Which of the following actions demonstrates an effective strategy to allow stakeholders and team members to find relevant information in a project?

  • Allow team members to send links to stakeholders as they add new ones.
  • Create a section in a communication plan for links to relevant documents.
  • Send an email with the resource links to stakeholders for each resource.
  • Have one team member be responsible for maintaining the links for the project.

14. As a project manager, you decide to hold video conferences with your core project team and stakeholders as part of your communication plan. What additional details should the communication plan include? Select all that apply.

  • Key dates
  • Resource locations
  • Location
  • Duration

15. You prepare a template for a weekly email for stakeholders with some key launch dates and announcements for the project. How can you ensure stakeholders can easily notice the information?

  • Highlight and bold the information the stakeholder should focus on.
  • Schedule a follow-up meeting with the stakeholders to review the email.
  • Keep the key launch dates and announcements together for better clarity.
  • Create a follow-up email to be sent a day later with just the important information.

16. One of the items in the project communication plan is to give formal in-person presentations every quarter. Which group should these presentations target?

  • Marketing team
  • Project vendors
  • Core team
  • Key stakeholders

17. What is the typical communication plan for key stakeholders in a project?

  • Daily check-ins scheduled with task updates
  • Backlog discussion sessions to review tasks
  • Monthly emails with a status update overview
  • Launch prep schedule every six weeks

18. What best practice should you consider when you share project documentation among stakeholders and team members?

  • Share project details on a need-to-know basis
  • Share details of the project whenever a team member asks for it
  • Make sure all stakeholders have access to the data in the project
  • Make sure all team members have access to the data in the project

19. A project manager creates a centralized planning document. They create an overview sheet with the project description and communication expectations. What is another piece of information they can include in the overview sheet?

  • Instructions for how to use the RACI chart
  • Goals for how many emails to send to stakeholders
  • Instructions for how to use the spreadsheet
  • Goals on how many daily check-ins for project

20. Which of the following categories are part of a communication plan?

  • Communication type
  • Recipients
  • Key dates
  • Communication style

21. As a project manager, part of your communication plan is to have an in-person meeting with team members. What additional details should the communication plan include? Select all that apply.

  • Goal
  • Frequency
  • Type of communication
  • Location

22. What are the key benefits of a communication plan? Select all that apply.

  • Improves overall effectiveness of communication
  • Involves stakeholders in effective conversations
  • Keeps people engaged and motivated throughout the project
  • Provides guidance on technical project terms

23. Which of the following communication methods are most appropriate for core project team members? Select all that apply.

  • Formal presentations to explain project deliverables
  • Quick virtual check-ins to answer questions
  • Department newsletters on current projects
  • Daily meetings to report on project progress

24. Which of the following are best practices for concise emails? Select all that apply.

  • Include as much detail about a situation as possible
  • Write in one long paragraph to save space
  • Lead with key points and action items
  • Add a note at the top that some details may not be relevant to certain recipients

25. What document acts as a quick reference guide to help team members find files they frequently access in one place?

  • A centralized planning document
  • A project proposal
  • A risk management plan
  • A project charter

26. As a project manager, you create a communication plan for a project. You need to identify potential barriers. Which of the following questions should you ask to identify a potential barrier?

  • Will the stakeholders like the project team members?
  • How was the project RACI chart created?
  • Are there any privacy or internet access issues?
  • Will daily check-ins be required?

27. What should a project manager consider when writing a new email message for team members about project updates?

  • Add a note to the message to not share any of the data.
  • Assume the message will be delivered to everyone in the company.
  • Include all team members working on the project in the communication.
  • Assume not all of the recipients will read the message.

28. How can a project manager evaluate which parts of a project communication plan are over-sharing or under-sharing information? Select all that apply.

  • Convert daily-check ins to feedback reviews to save time on the project.
  • Ask team members if other team members have mentioned anything.
  • Create anonymous feedback surveys for stakeholders and team members.
  • Have one-on-one conversations with stakeholders and team members.

29. As a project manager, you write a communication plan for your new project. You include monthly email check-ins that review a high-level summary of project updates. What group should receive this type of communication?

  • Whole company
  • Key stakeholders
  • Project managers
  • Core team members

30. In a project communication plan, what are the goals of daily check-ins with core team members?

  • Project managers can set new milestones for the project.
  • Project managers can communicate with stakeholders on progress.
  • Team members can see who completed the most tasks.
  • Team members can give progress updates and blockers on tasks.

31. Fill in the blank: Documenting and organizing plans provides visibility for project team members and _____ for task owners.

  • authority
  • feedback
  • supervision
  • accountability

32. Which of the following should project managers identify before creating a communication plan? Select all that apply.

  • Project stakeholders
  • Project risks
  • Communication methods
  • Communication goals

33. Fill in the blank: To be effective, your team _____ need to be clear, honest, relevant, and frequent.

  • documents
  • communications
  • expectations
  • debates

34. A project communication plan organizes and documents the processes and types of communication for a project. What else can a plan include?

  • Expectation of stakeholders
  • Roles of each team member
  • Budget of each task
  • Expectations of communication

35. Fill in the blank: Scheduling routine _____ will help you understand what is and is not working in your communication plan.

  • department reviews
  • presentations
  • check-ins
  • milestones

36. As a project manager, how can you optimize and streamline project communications?

  • Be the only person who communicates with teams about the project
  • Only use one communication method with all teams
  • Create a static communication plan for the team
  • Send team members a survey asking about improvements to communication

37. You create a project communication plan for a busy executive who needs high-level updates on the project. What type of communication would you create for this executive?

  • A email that outlines the roles of each team member and stakeholder
  • A newsletter email outlining key milestones and project progress
  • An email that contains a list of all the completed tasks
  • Daily meetings that the stakeholder is required to attend

38. A project manager has created documentation that includes information that does not need to be accessible to all team members. How can you ensure the documentation is accessible to the right people?

  • Give everyone a summary of the relevant information and the details of the project
  • Give everyone the same access level since they are on the project and share the all important resources
  • Summarize only the relative information for those who need to keep informed and require them to request access to confidential information
  • Meet with every person on the project team to check if they need access

39. Fill in the blank: Project managers should identify project stakeholders, communication methods, communication goals, and communication _____ before creating a communication plan.

  • risks
  • consequences
  • frequency
  • costs

40. Fill in the blank: Daily meetings and quick virtual check-ins are good ways for project managers to communicate with _____.

  • key stakeholders
  • project customers
  • senior management
  • core team members

41. In project documentation, what is the purpose of a shared file drive? Select all that apply.

  • Team members can store multiple files in one place.
  • Project stakeholders can use them for project proposals.
  • Team members can have accountability for items in the folder.
  • Project stakeholders can use them for team reviews.

42. As a project manager, you have a weekly video conference with stakeholders as part of your communication plan. What additional details should the communication plan include? Select all that apply.

  • Duration
  • Goal
  • Key dates
  • Location

43. How can a project manager use a RACI chart and stakeholder map when creating a project communication plan?

  • To assess which stakeholder would be able to respond fastest to emails
  • To determine the issues that could come up during the plan
  • To determine what type of communication is best for the team members
  • To assess the frequency of the communication method to each team member

44. Which of the following tools can help organize project plans and documents? Select all that apply.

  • A centralized planning document
  • An overview sheet (dashboard)
  • A shared file drive
  • A RACI chart

45. The project manager has identified the key stakeholders, barriers, and communication methods in a project. What is the final piece they must determine before creating the communication plan?

  • Timesheets
  • Goals
  • Budget
  • Project tasks

46. Which of the following communication methods is most appropriate for high-level stakeholders who don’t need detailed project updates?

  • Newsletters that summarize key milestones and project progress
  • Virtual check-in meetings to share task progress
  • Frequent status update meetings to report project issues
  • Weekly emails with team action items

47. Which tools can help determine the best type of communication for those involved with the project? Select all that apply.

  • Stakeholder map
  • Project charter
  • Risk register
  • RACI chart

48. As a project manager, you work on a project that involves several teams, including testing, engineering, and program management. How can you ensure documentation is created and maintained effectively for each team?

  • Use emails between the teams to keep track of the resources for the project
  • Store the plans and reports for each team in one centralized location or folder
  • Store the project plans and reports for all teams in one shared folder
  • Ask the team members of the team to maintain the documentation

49. After a project manager has delivered a message to their team members, what should they do to ensure they communicate the details effectively?

  • Allow teammates to update the original message on their own accord.
  • Follow up with team members to ensure the message is clear.
  • Add new important information to the message and resend.
  • Allow teammates to add new information to the message.

50. You create a communication plan to send an email to key stakeholders weekly at a specified time. Into which part of the communication plan do you put the specified time, 11:00 a.m.?

  • Delivery method
  • Frequency
  • Time Zone
  • Key dates

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