Chapter 10 Project Communications Management MCQ

Planning communications is the process of determining what information is needed, who needs it, when they need it, and how it will be delivered. This ensures that all stakeholders receive timely and relevant information to keep the project running smoothly. Unlike identifying stakeholders, which focuses on recognizing key individuals involved in the project, communication planning is about structuring how information flows. A well-defined communication plan enhances collaboration and project success.

The communications management plan is developed during the planning communications process. It serves as a guideline for how project information will be shared, documented, and communicated to stakeholders. The plan includes details on communication frequency, format, methods, and responsibility assignments. It is essential for ensuring that all project stakeholders are informed and aligned with project objectives.

Since Phil is an introvert, he would likely prefer private recognition over public praise. A one-on-one meeting allows for personalized feedback without putting him in an uncomfortable social situation. Announcing his accomplishment in a public setting may cause discomfort rather than motivation. Managers should adjust their communication style based on individual team members' personalities.

Albert Mehrabian's research found that communication is mostly nonverbal, with a large portion of meaning coming from tone of voice (38%) and body language (55%), while spoken words contribute only 7%. Written content was not part of Mehrabian’s original model because it focuses on face-to-face interactions. While written communication is important, it lacks the nonverbal cues that influence interpretation in verbal communication.

Meetings provide an opportunity for real-time discussion, clarification, and emotional intelligence cues, making them the best method for sensitive or important topics. Unlike emails or reports, face-to-face or virtual meetings allow stakeholders to ask questions, express concerns, and ensure clear understanding. Telephone conversations, while effective, lack visual cues such as body language. Important discussions should always be handled through direct interaction whenever possible.

Communication complexity increases exponentially as the number of people in a project grows. The formula for communication channels is N(N-1)/2, where N is the number of people involved. This means that as more people join, the number of potential communication channels increases rapidly. Effective communication management becomes critical in larger projects to avoid confusion and miscommunication.

The formula for communication channels is N(N-1)/2, where N is the number of participants. If N = 2, then 2(2-1)/2 = 1 channel. This makes sense because two people only need one direct line of communication between them. As more people are added, the number of channels increases significantly.

Explanation: Using the communication channel formula N(N-1)/2, for 5 people, the calculation is: 5(5-1)/2 = 5(4)/2 = 10 This means that a team of five has 10 possible communication channels, demonstrating how quickly complexity grows as more team members are involved. Efficient communication management is critical to avoid confusion and streamline project updates.

Using the formula N(N-1)/2 = number of communication channels, we solve for N: N(N-1)/2 = 10 N(N-1) = 20 N = 5 This means the team has 5 members, confirming that communication complexity grows exponentially with larger teams.

The planning phase is where project teams determine how information will be managed, stored, and communicated throughout the project. Effective communication planning helps ensure smooth execution, reduces risks, and avoids unnecessary delays. The execution and monitoring phases implement and adjust the plan as needed, but the foundation is set during planning. Business processes are often updated during this stage to enhance efficiency and clarity.