Communication

Question 1

Benefits of Effective Communication

Answer 1

• Clearly understood and agreed requirements
• Clearly understood and agreed goals, objectives, success criteria, assumptions, risks, constraints etc.
• Effective plans
• Stakeholder buy-in

Question 2

Barriers to Communication

Answer 2

1. Physical Barriers & Distraction
2. Perceptual Barriers
3. Emotional Barriers
4. Cultural Barriers
5. Language Barriers
6. Gender & Status Barriers
7. Interpersonal Barriers

Question 3

Communication Plan Factors

Answer 3

1. Project Context
2. Project Objectives and Deliverables
3. Stakeholders
4. Perceived barriers or factors to consider in communication
5. Scope, in terms of communication budget.

Question 4

Benefits of a Communication Plan

Answer 4

• Systemises the provision of information to stakeholders
• Increases stakeholder engagement and team member buy-in
• Provides clarity on who will provide what information to whom
• Reduces risk of project failure
• More likely to lead to effective communication
• Reduces the provision of un-necessary information

Question 5

Conflict occur due to

Answer 5

• Misunderstanding between individuals
• Differences in beliefs and values
• Differences in interests and ambition
• Interpersonal differences
• Feelings and emotions

Question 6

Sources of Conflict in Concept Phase

Answer 6

• Establishing what the benefits are between stakeholders

- Business case not evaluated fairly by senior management

Question 7

Sources of Conflict in Definition Phase

Answer 7

• Technical disagreements over optimal solutions

- Unfeasible expectations over the project duration

Question 8

Sources of Conflict in Development Phase

Answer 8

• Perception that plans are unworkable

- Personality clashes due to large numbers of people working together

Question 9

Sources of Conflict in Handover Phase

Answer 9

• Unclear user instructions/manuals

- Reluctance to sing-off on acceptance

Question 10

Sources of Conflict in Closure Phase

Answer 10

• Personnel re-assignment

- Post-project evaluation review leading to blaming individuals

Question 11

Negotiation Process

Answer 11

1. Preparation
2. Discussion
3. Proposing
4. Bargaining
5. Agreement

Question 12

Planning in the Negotiation Process includes:

Answer 12

• Define objectives
• Their initial positions and walk-away points
• Composition of the project team
• Rehearsals
• Concessions
• Threats
• Commitments
• Tactics
• Contact Phase

Question 13

Discussing in the Negotiation Process includes:

Answer 13

• Establishing rapport
• Greetings & hospitality
• Small talk
• Outline intentions and the scope of meetings
• Set current discussion in context of larger picture
• Seeking & clarifying information

Question 14

Proposing in the Negotiation Process includes:

Answer 14

• Opening proposals are made

- Possible indications of flexibility established

Question 15

Bargaining in the Negotiation Process includes:

Answer 15

• Maintain focus
• Avoid deadlocks
• Sum up positions
• Summarise information presented
• Seek areas of agreement
• Outline next steps