Question 1

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.

Accepted Answer

Face-to-face communication early in a project can help build a strong foundation for the team to work together effectively and efficiently. It allows team members to establish trust, understand each other's communication styles, and develop common goals and expectations. This can lead to better collaboration and improved project outcomes.

Question 2

The timing of verbal communication is also very important.

Accepted Answer

The timing of verbal communication, such as when to speak and when to listen, can greatly influence the effectiveness of the communication. Therefore, it is important to consider timing when communicating verbally.

Question 3

Formal project documents such as contracts and amendments, that require signatures, are usually sent in hardcopy.

Accepted Answer

Formal project documents such as contracts and amendments typically require physical signatures and are therefore usually sent in hardcopy. However, with the advent of electronic signature technologies, some organizations may now choose to send these documents digitally for signature.

Question 4

Collocation of the project team is helpful to facilitate verbal communication.

Accepted Answer

Collocation refers to the physical location of the project team members in the same working space, which can enhance communication among team members.

Question 5

Body language and tone (inflection and emotion of the voice)are unimportant elements that take away from verbal communication.

Accepted Answer

Body language and tone are important elements of communication as they affect the meaning and interpretation of what is being said. Nonverbal cues can convey emotions, attitudes, and intentions, and can complement or contradict the words being spoken. Tone can also add emphasis and convey different shades of meaning. So, ignoring these elements can lead to misunderstandings and miscommunications.

Question 6

When communicating with individuals from other cultures or countries, their customs regarding greetings, gestures, eye contact, and protocol are not important.

Accepted Answer

It is important to be aware of and respect other cultures' customs regarding greetings, gestures, eye contact, and protocol in order to avoid potential misunderstandings or offense.

Question 7

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.

Accepted Answer

Project participants are usually busy and may not have time to read irrelevant messages or documents that could have been communicated verbally. Meetings should be used as much as possible to convey important information, so that everyone can be on the same page.

Question 8

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.

Accepted Answer

An e-mail can serve as a written record of important decisions and actions discussed during a face-to-face conversation or a phone call, reducing the chances of misunderstandings and missed deadlines due to forgetfulness.

Question 9

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.

Accepted Answer

Project team members should be proactive in communication, anticipating needs and issues before they arise, rather than only reacting after events occur.

Question 10

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.

Accepted Answer

Body language like nodding or maintaining eye contact can signal to the speaker that they are being understood or listened to. It can also convey other emotions and attitudes that can affect the communication between the two individuals.

Question 11

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.

Accepted Answer

Memos and letters can be useful for communicating with a group of people when a meeting is not feasible or when the information needs to be distributed quickly.

Question 12

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.

Accepted Answer

Asking when it would be a good time to get together and how long you need to talk shows respect for the other person's time and availability. It also helps in managing expectations and avoiding misunderstandings.

Question 13

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

Accepted Answer

Verbal communication allows for real-time conversation, allowing for immediate clarification and feedback, making it an effective forum for discussion and understanding.

Question 14

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.

Accepted Answer

Communication should be respectful and not include remarks, words, or phrases that can be offensive or discriminatory towards others.

Question 15

Written communication should be used only when necessary.

Accepted Answer

Written communication should be used only when necessary because it can be time-consuming and inefficient.

Question 16

Videoconferencing is helpful for virtual project teams.

Accepted Answer

Videoconferencing allows virtual project teams to communicate effectively and collaborate in real-time, which can enhance productivity, build relationships, and overcome geographical barriers.

Question 17

Verbal communication should be straightforward and unambiguous.

Accepted Answer

Verbal communication should be clear and direct to avoid confusion or misinterpretation. Ambiguity in communication can lead to misunderstandings and unintended consequences.

Question 18

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

Accepted Answer

Personal verbal communication can take place through various mediums including face-to-face interactions, telephone conversations, voicemail messages, and videoconferencing.

Question 19

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.

Accepted Answer

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

Question 20

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

Accepted Answer

Verbal correspondence refers to communication through spoken words, not written methods like email or hardcopy.

Quiz 12: Project Communication and Documentation