Project Management Assessment 1: BSBPMG516 Project Communication

This document presents a comprehensive project management assessment, addressing key aspects of communication within projects. The assessment covers essential topics such as the importance of communication for project success, the role of a project manager in disseminating information, and the elements of a communication management plan. It explores various communication processes, including live meetings, audio conferences, and video conferences, and emphasizes the use of project management information systems (PMIS) for effective information sharing. The assessment also delves into data sources, project closure phases, and the analysis of project outcomes, highlighting the significance of review and change management. Furthermore, it examines factors influencing project success and failure, such as scope changes and project complexity, while also providing answers to multiple-choice questions related to project communication principles. Finally, the document covers topics like project delivery techniques, customer relationship management (CRM) and the importance of stakeholder management.

Running head: PROJECT MANAGEMENT
Project management: Assessment 1
Name of the Student:
Name of the University:

1PROJECT MANAGEMENT:
Answer to question 1
Communication is a critical deliverable or project knowledge area that requires major
focus for the success of any project. Standard organizational communication management plan is
the best way supervisor should use to make sure that the project information are directed and
shared among all the stakeholders. The responsibility of a project manager is not just to lead the
project team associates but also to direct the team towards the initial project objectives, goal and
aims. Besides working team associates, the project manager is also required to have clear ideas
about the project requirements and customer’s expectations.
Open communication is the best way to share project related information among the
project team. It will offer a open platform to the team where instead of information sharing a
professional discussion can be accomplished. For emphasizing the project necessities, the team
must have proper knowledge and ideas on the project background. The major elements on which
project manager needs to focus on while directing any project towards the success line include
executive sponsors, project team associates, project partners, customer demand, project
management office and community stakeholders. The content which a project manager needs to
communicate with the team members are the other components must be focused.
Answer to question 2
Regardless of size, nature and features of project activity division or task segmentation
are essential. Planning and activities are important for managing projects because it makes the
objectives clear with a risk assessment capability, resource allocation. It also identifies the
interdependencies among activities so that scope creep can be avoided. It gives the project
supervisor and team member a clarity regarding project requirements and primary project

2PROJECT MANAGEMENT:
objectives. Project management oversees the activities necessary for achieving objectives. The
workload from project team associated also gets reduced if a project is segmented into smaller
parts or activities.
Answer to question 3
Project management information system is a technique rather tool used to share and
deliver information when required. In order to collect, combine and share information these days
most of the project managers use PMIS electronic and manual means. In order to make a
communication successful both upper and lower management members use this tool. For
planning, executing and closing project goals this tool is used. It is used to measure baseline
schedule and cost. In order to boost organizational efficiency in terms of budget and schedule
this tool is used to update, insert, delete and replace information.
Answer to question 4
While managing any project the supervisor and other team associates are required to
utilize proper sources to collect data. The different data sources available to project supervisor
are primary source and secondary sources. The primary sources are used by the supervisor
whenever raw data are to be collected on the other hand, where already establish data are needed
the project supervisor utilizes secondary data sources.
The primary data are mostly collected through conducting survey and interviewing
employees and managers of the organization. Secondary data are collected from published
books, journals, blogs and company Annual reports.

3PROJECT MANAGEMENT:
Answer to question 5
Different types project communication processes are available that are applied by project
supervisor for sharing information.
Live meeting: In this communication process all the team members are needed to gather
in a similar location. For example, in order to share the primary project objectives this
communication type is used by the project associates.
Audio conference: Whenever communication are conducted via audio platforms or by
any software application. In this communication approach the associates would be able to hear
each other only. For instance, sometimes it happens that all the project associates are not
belonging to the similar location. In order to establish communication in those time this approach
is used.
Commuter assisted conference: This type of communication is established between
multiple numbers of computers. For example: If the team associates are required to view current
project or company status through graphical presentation this approach is used.
Video conference: In this approach team members will be able to see interact with each
other through digital platform. For example: Skype is one of the best suited communication
approach used by the project supervisor when team members are belongs to different locations.
Answer to question 6
Communication is an art used by project team associates to share information
successfully without internal errors and any type of faults. Before initiating the process, project
team associates are required to address perceived and potential problems with communication

4PROJECT MANAGEMENT:
and MIS. If the project team associates are found to have internal conflict that should be
addressed and mitigated respectively at the initial stage. Massive project challenges can be
resolved if proper effective project communication plan is established. In order to avoid project
level challenges like overrunning budget, over allocation of resources and time, lack of expertise
can be resolved with proper project communication planning. It will give the project team
members a common platform where information can be shared. If communication problems are
not addressed initially then it will get enhanced with changing time and as a result the project
may fail to meet the primary objectives, goals and aims.
Answer to question 7
Sound project management is a key that helps to execute or deliver any project
successfully in assigned time and funds. In order to give strategic direction to any project the
project supervisor and team associates should use proper project delivery techniques. Customer
pleasure has always been a key element in pursuit of company objectives and goals. It has been
determined that CRM can be aided in successful sound project delivery to understand the current
market competitiveness and market status as well. It helps the project supervisor and team
members to raise customer expectation in terms of quality, value and services as well. In order to
manage relationship with clients in terms of policy, procedures that are connected to contact of
the customers, storing, retrieving the CRM tool must be used by the project supervisor. It gives
better service opportunities, customized market offers, long term relationships, consumer equity
and competitive advantages.

5PROJECT MANAGEMENT:
Answer to question 8
Project closure phase is equally important like other project life cycle phases. Unless or
until the project has been closed with the primarily planned procedures it never gives any values
to the organization or project supervisor as well. Whether the project closure procedures are
properly followed or not is measured with monitoring or project tracking tools. The monitoring
must be done on the following components such as: formal customer sign off, final product
scope analysis, resource release, procurement and project and contract closure and final draft
presentation. While monitoring the project progress if it is found, that any one of these
component or factor is overlooked then the project will not be identified as a finalized or
approved one. It is duty of the project head to check that all theses phases are thoroughly
followed to ensure the project success.
Answer to question 9
It is essential for the project supervisor to review and analyze the project outcomes before
final project execution. Project review helps to identify those aspects that are essential to
implement change management plan. After reviewing the project if any error of fault is
identified then respective change management program becomes essential to resolve those
identified issues. Project outcome analysis is a tool or technique that helps to improve and
support the project programming activities and tasks. The project outcome measurement process
becomes easier by identification of resources, tools and survey. Project outcomes can either be
qualitative or quantitative. The project outcome analysis are crucial to incorporate change
management program and

6PROJECT MANAGEMENT:
Answer to question 10
Project success and failure is dependent on projects activities conducted and operated by
project leaders and associates. Throughout the project development life cycle period the project
activities should be accomplished in assigned time and budget. If this is not accurately followed
then major issues can be raised in terms of overrunning budget, over allocation resources and
over running timeline as well. It has been learned that, sudden change in project scope can cause
delivery delay as it will impact the primary cost and time estimated for the project completion. If
a project is found to be excessive complex then it will also impact the project delivery.
11. The process of communication contains four major parts. Which part is the vehicle or method
used to convey the message?
a) Communicator
12. The contemporary view of conflict is that
b) Conflict is caused by trouble makers
13. Approximately what percentage of the project manager's time is spent in some form of
communication, such as: conferences, meetings, writing memos, reading and preparing reports,
and talking with project team members, upper management, and all other stalk holders?
b) 50-70%
14. A communications management plan should include all of the following, EXCEPT:
b) Risk Register
15. d) 1326 channels exist on the project

7PROJECT MANAGEMENT:
16. An external auditor is auditing the quality of your project’s management processes. Which of
the following processes this activity relates to?
b) Perform Quality Assurance
17. You are working on a project with a fixed fee contract, therefore communications should
tend toward?
a) Formal Verbal Communication
18. A project initially starts out with 3 stakeholders but the number increases to 7 during the
course of the project. How many channels does the project manager now need to manage?
d) 21 channels
19. b) Project Management Information System
20. d) Noise
21. d) No of channels = n(n-1)/2 where n = number of stakeholders
22. Your project calls for communication with a very large audience. What communication
method would be appropriate under such circumstances?
a) Pull communication
23. Successful project managers generally spend an inordinate of time, doing what?
c) Communicating

8PROJECT MANAGEMENT:
24. You are taking over a project during the planning process group and discover that six
individuals have signed the project charter. Which of the following should most concern you?
c) Getting a single project sponsor
25. What conflict resolution technique is a project manager using when he says, "I cannot deal
with this issue now!"
c) Withdrawal

9PROJECT MANAGEMENT:
References
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