Exam 12: Project Communication and Documentation

Personal written communication is generally carried out through internal correspondence to or among the project team and external correspondence to the customer or others external to the firm, such as subcontractors.

The project manager should practice, practice, practice.

Project team members need to be reactive in providing communication with other team members and the project manager to get and give information after something has happened in the project.

When communicating verbally, a person must be careful not to use remarks, words, or phrases that can be construed to be sexist, racist, prejudicial, or offensive.

The timing of verbal communication is also very important.

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

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.

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

The project final report is usually a summary of the project.

Sum up your points on a particular item before moving on to the next item on your outline.

Body language can be used not only by the person talking, but also by the listener, as a way of providing feedback to the person talking.

Verbal communication provides a forum for discussion, clarification, understanding, and immediate feedback.

Verbal communication should be straightforward and unambiguous.

Distribute an agenda well in advance of the project meeting.

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

Expect a bit of nervousness; all speakers experience it.

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

The summary document should be concise and kept to one page if possible and it should confirm decisions that were made and list the action items, including who is responsible, the estimated completion date, and expected deliverables.

Personal verbal communication can take place face-to-face, via telephone, voicemail, or videoconferencing.

The project manager should summarize the meeting results at the end of the meeting.