Question 1

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

Accepted Answer

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

Question 2

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

False

Question 3

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 respectful towards the customs and protocol of individuals from other cultures or countries when communicating with them. Failure to do so can lead to misunderstandings and create a negative impression.

Question 4

Written communication should be used only when necessary.

Accepted Answer

The answer of Written communication should be used only when...

Question 5

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 indeed carried out through internal and external correspondence, as stated in the statement.

Question 6

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 are both forms of written communication that allow information to be distributed to a large group of people in a fast and efficient manner. They are often used when it is not feasible to hold a meeting, or when the information needs to be shared quickly.

Question 7

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

It is always courteous to ask for someone's availability and how long they can spare for a meeting or conversation. This helps avoid unexpected interruptions for the other person and ensures that you have their undivided attention for the duration of the meeting.

Question 8

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

Accepted Answer

Verbal communication involves speaking and listening, which allows for real-time interaction and the ability to ask questions, clarify information, and receive immediate feedback. This makes it an effective forum for discussion, clarification, and understanding.

Question 9

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 in the early stages of a project is crucial for building a cohesive team and establishing clear expectations.

Question 10

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

Verbal communication should be respectful and mindful of diversity and should not include language that can be offensive or discriminatory.

Question 11

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 actually vital components of verbal communication as they provide context and convey emotions that are not always expressed through words alone. These nonverbal cues can greatly impact the meaning and effectiveness of a message being communicated.

Question 12

Project participants 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 do not have time to read trivial messages or irrelevant documents. It is more efficient to communicate important information verbally during project meetings.

Question 13

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

Accepted Answer

Collocation, or physically grouping team members together, can improve face-to-face communication and encourage collaborative problem-solving.

Question 14

Videoconferencing is helpful for virtual project teams.

Accepted Answer

Videoconferencing allows virtual project teams to communicate and collaborate in real-time, improving efficiency and productivity.

Question 15

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

This is true. Nonverbal cues such as nodding, eye contact, and facial expressions can show the speaker that the listener is engaged and understanding or not understanding the message, providing feedback without the need for verbal communication.

Question 16

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

Accepted Answer

Formal project documents that require signatures are typically sent in hard copy to ensure that all parties have a physical record of the agreement. However, some organizations may accept electronic signatures for certain types of documents.

Question 17

Verbal communication should be straightforward and unambiguous.

Accepted Answer

Verbal communication should be clear and direct to avoid confusion and misunderstandings.

Question 18

The timing of verbal communication is also very important.

Accepted Answer

The timing of verbal communication, such as when to speak, pause, or respond, can affect the effectiveness and clarity of the communication.

Question 19

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 be helpful in confirming decisions or actions made during a conversation or phone call since it provides a written record for future reference. This can help avoid misunderstandings or confusion that may arise if someone relies solely on their memory.

Question 20

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

Accepted Answer

Personal verbal communication can indeed take place face-to-face, via telephone, voice-mail, or videoconferencing.

Quiz 12: Project Communication and Documentation