Exam 12: Project Communication and Documentation

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

Ask all participants to leave their cell phones, iPods, and other electronic communication devices on because they are not a distraction.

Stakeholders' concerns should be addressed

Request the audiovisual equipment well in advance.

Teleconferencing can help facilitate the sharing of information in a more interactive way than perhaps email.

The primary purposes of a are to inform, to identify problems, and to identify action items.

When making key points, explain to the audience why they are important.

A preliminary when the contractor has completed the initial conceptual specifications, drawings, or flowcharts.The purpose of this preliminary design review meeting is to get the customer's agreement.

Emoticons are considered professional, and all recipients will understand the abbreviations.

A project status review meeting is usually led or called by

List some common barriers to effective listening:

If everything is not covered then the meeting should overrun the scheduled meeting time.

Some changes are trivial; others are major, affecting the project work scope, cost, and schedule.

At the end of the meeting, the meeting attendees should evaluate the meeting process.

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

Verbal correspondence is normally transmitted through e-mail or can be sent hardcopy.

The project manager should use simple language that the audience will understand.

Know the first two or three sentences of your presentation.

Just as important as keeping up to date with revision numbers and dates on documents is timely distribution of updated documents with a summary of revisions.

Memos and letters should be clear and concise and should not include lengthy dissertations or voluminous extraneous attachments.