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CHAPTER 12: PROJECT COMMUNICATION AND DOCUMENTATION
1. Personal verbal communication can take place face-to-face, via telephone, voicemail, or videoconferencing.
a. True
b. False
2. Verbal communication provides a forum for discussion, clarification, understanding, and immediate feedback.
a. True
b. False
3. Body language and tone (inflection and emotion of the voice) are unimportant elements that take away from
verbal communication.
a. True
b. False
4. 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.
a. True
b. False
Chapter 12: Project Communication and Documentation
5. When communicating with individuals from other cultures or countries, their customs regarding greetings,
gestures, eye contact, and protocol are not important.
a. True
b. False
6. 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.
a. True
b. False
7. A high degree of face-to-face communication is especially important early in a project to foster team
building, develop good working relationships, and establish mutual expectations.
a. True
b. False
Chapter 12: Project Communication and Documentation
8. 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.
a. True
b. False
9. Collocation of the project team is helpful to facilitate verbal communication.
a. True
b. False
10. Videoconferencing is helpful for virtual project teams.
a. True
b. False
11. Verbal communication should be straightforward and unambiguous.
a. True
b. False
Chapter 12: Project Communication and Documentation
12. The timing of verbal communication is also very important.
a. True
b. False
13. In many cases it is a good idea to ask when it would be a good time to get together and how long you need to
talk.
a. True
b. False
14. 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.
a. True
b. False
15. Verbal correspondence is normally transmitted through e-mail or can be sent hardcopy.
a. True
b. False
Chapter 12: Project Communication and Documentation
16. Formal project documents such as contracts and amendments, that require signatures, are usually sent in
hardcopy.
a. True
b. False
17. Memos and letters are ways to efficiently communicate with a group of people when it’s impractical to have a
meeting or when the information needs to be disseminated in a timely manner.
a. True
b. False
18. Written communication should be used only when necessary.
a. True
b. False
19. Project participants are usually have time to read trivial messages or irrelevant documents containing
information that could have been communicated verbally at the next project meeting.
a. True
b. False
Chapter 12: Project Communication and Documentation
20. An e-mail may be appropriate as a follow-up to a face-to-face conversation or a phone call confirming
decisions or actions rather than relying on a person’s memory.
a. True
b. False
21. Written communication should be used mostly to inform, confirm, and request.
a. True
b. False
22. Memos and letters should be clear and concise and should not include lengthy dissertations or
voluminous extraneous attachments.
a. True
b. False
23. Lengthy dissertations or voluminous extraneous attachments may be perception of being flooded with
emails or electronic messages and be more of a hindrance than a help.
a. True
b. False
Chapter 12: Project Communication and Documentation
24. Work related e-mail should include emoticons or text message abbreviations.
a. True
b. False
25. Emoticons are considered professional, and all recipients will understand the abbreviations.
a. True
b. False
26. Good listening skills are important if project team members are to be effective in communicating with one
another and with the customer.
a. True
b. False
27. A meeting can be a vehicle for fostering team building and reinforcing team members’ expectations, roles, and
commitment to the project objective.
a. True
b. False
Chapter 12: Project Communication and Documentation
28. Distribute an agenda well in advance of the project meeting.
a. True
b. False
29. Prepare visual aids or handouts prior to the project team meeting.
a. True
b. False
30. Find a meeting room and select visual aids as the meeting is about to start.
a. True
b. False
31. It is important to wait for all the meeting attendees instead of starting the meeting on time.
a. True
b. False
Chapter 12: Project Communication and Documentation
32. Designating a note-taker helps to have meeting minutes to share.
a. True
b. False
33. Ask all participants to leave their cell phones, iPods, and other electronic communication devices on
because they are not a distraction.
a. True
b. False
34. At the start of the meeting, review the purpose of the meeting and the agenda.
a. True
b. False
35. The project manager should dominate rather than facilitate the meeting.
a. True
b. False
Chapter 12: Project Communication and Documentation
36. The project manager should summarize the meeting results at the end of the meeting.
a. True
b. False
37. If everything is not covered then the meeting should overrun the scheduled meeting time.
a. True
b. False
38. At the end of the meeting, the meeting attendees should evaluate the meeting process.
a. True
b. False
39. 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.
a. True
b. False
Chapter 12: Project Communication and Documentation
40. Often the project manager or members of the project team are called on to give a formal presentation.
a. True
b. False
41. The audience may be representatives of the customer’s organization, the project organization’s upper
management, or the project team itself.
a. True
b. False
42. The project manager must determine the purpose of the presentation. Is it to inform or to persuade?
a. True
b. False
43. Knowledge of the audience doesn't matter and neither does their level of knowledge or familiarity with the
subject.
a. True
b. False
Chapter 12: Project Communication and Documentation
44. Making an outline of the presentation is optional.
a. True
b. False
45. The project manager should use simple language that the audience will understand.
a. True
b. False
46. The project manager should prepare notes or a final outline to use or refer to during the presentation.
a. True
b. False
47. The project manager should prepare visual aids and test them.
a. True
b. False
Chapter 12: Project Communication and Documentation
48. Making sure the visual aids are readable from the most front seat in the room where the presentation will be
given because the most important people will sit in the front.
a. True
b. False
49. The project manager should practice, practice, practice.
a. True
b. False
50. Visual aids should be busy and not too simple.
a. True
b. False
51. Making copies of handout materials is not needed and audience members will have their own materials to take
notes.
a. True
b. False
52. Request the audiovisual equipment well in advance.
a. True
b. False
Chapter 12: Project Communication and Documentation
53. Go into the meeting room when it’s empty or not in use and get a feel for the surroundings.
a. True
b. False
54. Expect a bit of nervousness; all speakers experience it.
a. True
b. False
55. The project manager should turn off his or her cell phone and other distractions.
a. True
b. False
56. Know the first two or three sentences of your presentation.
a. True
b. False
57. Talk to the audience, not at it.
a. True
b. False
Chapter 12: Project Communication and Documentation
58. Speak clearly and confidently.
a. True
b. False
59. Use grand and improper gestures to help make a point.
a. True
b. False
60. Read the slides and elaborate on the ideas illustrated on the slide.
a. True
b. False
61. Stand next to the image or in front of your visual aids.
a. True
b. False
62. Build interest in your presentation.
a. True
b. False
Chapter 12: Project Communication and Documentation
63. Keep to the key points in your outline.
a. True
b. False
64. When making key points, explain to the audience why they are important.
a. True
b. False
65. Sum up your points on a particular item before moving on to the next item on your outline.
a. True
b. False
66. Know your closing lines.
a. True
b. False
67. Allow time for interaction with the audience, if appropriate.
a. True
b. False
Chapter 12: Project Communication and Documentation
68. When responding to questions, be candid and arrogant.
a. True
b. False
69. It is important to keep in mind that reports must be written to address what is of interest to the readers, not
what is of interest to the person writing the report.
a. True
b. False
70. Activity or busyness is the same as progress and accomplishment.
a. True
b. False
71. Progress reports usually cover a specified period, the reporting period that could be a week, a month, a
quarter, or whatever best fits the project.
a. True
b. False
Chapter 12: Project Communication and Documentation
72. None of the information in the progress report should be a surprise to the readers.
a. True
b. False
73. The project final report is usually a summary of the project.
a. True
b. False
74. The project final report is an accumulation of the progress reports and a blow-by-blow story of what
happened throughout the project.
a. True
b. False
75. Written reports, like verbal communication, leave an impression, positive or negative, with the audience.
a. True
b. False
Chapter 12: Project Communication and Documentation
76. 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.
a. True
b. False
77. In addition to project reports, many other documents may be created by either the project team or the
customer during the project.
a. True
b. False
78. Revisions to project documents can result from changes initiated by the customer or by the project team.
a. True
b. False
79. Some changes are trivial; others are major, affecting the project work scope, cost, and schedule.
a. True
b. False
Chapter 12: Project Communication and Documentation
80. Project team members should agree to changes without knowing whether they will necessitate additional
person- hours.
a. True
b. False
81. Throughout a project, various project documents will be revised to incorporate changes.
a. True
b. False
82. It is important for the project team to know which document is the latest version of a document, so that
they can perform their work correctly based on the most current information and documentation.
a. True
b. False
83. Teleconferencing includes tools such as conference calls and videoconferencing.
a. True
b. False
