Understand communication within project management

Question 1

what are 5 benefits to a project of a communication plan

Answer 1

• appropriate media is used so message is received and understood
• more focused communication to stakeholders - avoiding mass communication
• consistent communication - agreed framework
• communication systematically improved - feedback channels, barriers identified
• adherence to governance and standards - follow norms and avoid breaches

Question 2

what does stakeholder analysis achieve

Answer 2

• identify stakeholders

- establish interest and power

Question 3

what will an effective communications management plan address

7 W’s

Answer 3

• what message to stakeholder
• who should communicate
• what media to use
• when and how often to communicate
• what feedback will there be
• what are barriers
• which stakeholders should communicate directly

Question 4

what are 5 factors that can affect communication

Answer 4

• technical jargon
• culture and hierarchy
• geography and time zones
• physical environment
• planning

Question 5

what are positive and negative affects on communication of using technical jargon

Answer 5

Positive - complex information with summary - adds to understanding and engagement

Negative - information without summary - unable to understand or engage

Question 6

what are positive and negative affects on communication of culture and hierarchy

Answer 6

Positive - senior staff support inclusion of junior staff

Negative - can feel intimidated by seniors

Question 7

what are positive and negative affects on communication of geography and time zone

Answer 7

Positive - timing planned for common availability or staff compensated

Negative - staff working outside normal hours

Question 8

what are positive and negative affects on communication of physical environment

Answer 8

Positive - suitable, safe environment helps motivate staff

Negative - noisy or distracting office lessens focus

Question 9

what are positive and negative affects on communication of planning

Answer 9

Positive - information only goes to those who need it

Negative - poor planning leads to ad-hoc and poor communication

Question 10

What are sources of conflict within a project

Answer 10

concept - stakeholder influence
definition - priority of requirements
deployment - resource availability
transition - non-acceptance

adoption - not adopted by BAU
benefits realisation - disagreement of measurement

Question 11

What is the Thomas Kilmann model

Answer 11

think about conflict using two dimensions

• desire to achieve one’s own objectives
• desire to help others achieve their objectives

Question 12

what are the 5 parts to the Ralph Kilmann conflict model

Answer 12

compete - I’m right / you’re wrong - when quick decision needed
collaborate - work together - integrative solution is important
avoid - trivial issue or more important issues pressing
accommodate - you’re right / I’m wrong - allows better position to be considered
compromising - split the difference- goals are not worth potential disruption

Question 13

why is planning important for negotiation

Answer 13

• higher likelihood of desirable outcome
• objectives defined
• consider criteria to achieve
• identify areas for concession
• understand BATNA
• set limits

Question 14

what is BATNA

Answer 14

best alternative to negotiated agreement

Question 15

what is MFP

Answer 15

most favourable position

Question 16

what is ZOPA

Answer 16

zone of possible agreement

Question 17

what establishes the ZOPA

Answer 17

the positions of BATNA for the buyer and seller define the ZOPA