Question 1

All of the following are guidelines for preparing project reports to help ensure usefulness and value to the recipients except
A)Make reports concise, readable, and understandable.
B)Use short, understandable sentences rather than compound, complex, paragraph-length sentences.
C)Put the most important points first and use graphics where possible.
D)Pay more attention to the content of the report than to the format; inconsistent spacing, fonts.etc.do not matter.

Accepted Answer

Paying attention to the format is important as it contributes to the overall readability and professionalism of the report. Inconsistent spacing, fonts, and other formatting issues can make the report difficult to read and detract from the content.

Question 2

, where each participant is connected using their own personal computer and webcam, is another tool used to conduct live meetings over the Internet.
A)Document management systems
B)Groupware
C)Cell phones
D)Web videoconferencing

Accepted Answer

Web videoconferencing is the only option mentioned that specifically involves live meetings conducted over the Internet using webcams and personal computers.

Question 3

A identifies the various documents, who is responsible for creating each document, by when or how frequently the document must be distributed, to whom each document is to be distributed, and what action each recipient is expected to take.
A)project document plan
B)project communication plan
C)project revision plan
D)project performance plan

Accepted Answer

The project communication plan identifies the different documents that need to be distributed, who is responsible for creating them, how often they need to be distributed, who they need to be distributed to, and what actions each recipient is expected to take. The other options (project document plan, project revision plan, project performance plan) do not specifically address the distribution and responsibility for project communication.

Question 4

Use the 3-T approach in your presentation which includes all the following except
A)thank them for coming to the presentation.
B)tell them what you are going to tell them.
C)tell them what you told them.
D)tell them.

Accepted Answer

The 3-T approach includes telling the audience what you are going to tell them, telling them, and then reminding them what you told them. While thanking the audience for coming is a courteous gesture, it is not part of the 3-T approach.

Question 5

are another collaboration tool that can provide a central repository for project information and capture the efforts of team members into a managed content environment.
A)Document management systems
B)Groupware
C)Content management systems
D)Web videoconferencing

Accepted Answer

The answer of are another collaboration tool that can provide...

Question 6

For any external resources that are used on the project, such as subcontractors, consultants, or vendors, the will define requirements regarding documentation, approvals required, and distribution and include such requirements in subcontracts or purchase orders.
A)customer
B)project organization
C)project manager
D)project team

Accepted Answer

This responsibility falls under the project organization's domain as they are responsible for procuring external resources and managing contracts and agreements with them. The customer may require certain documentation or approvals, but it is the project organization's responsibility to ensure they are included in subcontracts or purchase orders. The project manager and team may assist in identifying requirements, but ultimately it is the project organization's responsibility to ensure they are met.

Question 7

A is a system used to manage the content of a website, documents, or files.
A)Document management systems
B)Groupware
C)Content management systems
D)Web videoconferencing

Accepted Answer

Content management systems (CMS) are designed to manage website content, documents, and files. They allow users to create, edit, publish, and maintain content from a central interface. They are widely used by businesses, organizations, and individuals to manage websites and online content. Document management systems (A) are more focused on managing documents specifically, and may not have the same level of functionality for managing web content. Groupware (B) is software designed to facilitate collaboration and communication among groups of users, but it may not have the same level of content management functionality as a CMS. Web videoconferencing (D) is a communication tool that allows users to participate in live meetings and presentations via the internet, but it is not designed for managing website content or documents.

Question 8

allows the live exchange of information among members of the project team.
A)Email
B)Verbal communication
C)Teleconferencing
D)Written communication

Accepted Answer

Teleconferencing allows for real-time communication among project team members, which can be very effective for exchanging information and discussing project updates. Email and written communication are more passive forms of communication, which may not be as effective for immediate collaboration. Verbal communication can be effective, but may be limited by geography or time constraints.

Question 9

Written reports are verbal reports in communicating information about a project.
A)just as important as
B)not as important as
C)more important than
D)less effective than

Accepted Answer

Written reports are just as important as verbal reports because they provide a permanent record of the information communicated and can be shared with a larger audience. They can also be revisited and reviewed for accuracy and clarity.

Question 10

A defines the generation and distribution of project documents among project stakeholders throughout the project.
A)project document plan
B)project communication plan
C)project revision plan
D)project performance plan

Accepted Answer

The project communication plan defines how project information will be distributed among the stakeholders. This includes project documents such as schedules, status reports, and change requests. The other choices (project document plan, project revision plan, and project performance plan) do not specifically address the generation and distribution of project documents.

Question 11

, to some extent, even provide features that provide team members with greater access and flexibility for using various interactive telecommunication technologies and collaboration tools such as email, internet access, document management, etc.
A)Document management systems
B)Groupware
C)Cell phones
D)Web videoconferencing

Accepted Answer

The answer of , to some extent, even provide features...

Question 12

The often includes sponsor or customer requirements for specific documents, including frequency, the need for customer approvals, and who in the customer organization should receive copies of which documents.
A)project document plan
B)project communication plan
C)project charter or contract
D)project performance plan

Accepted Answer

The answer of The often includes sponsor or customer requirements...

Question 13

It is important to keep in mind that a progress report is not
A)a list of completed milestones.
B)an activity report.
C)the current status of project performance.
D)a list of milestones expected to be achieved by the next meeting.

Accepted Answer

A progress report is not just a list of completed milestones, but rather a comprehensive update on the current status of project performance. It should include information on both completed and ongoing activities, as well as any issues or challenges that have arisen. It should also outline the next steps and any milestones expected to be achieved by the next meeting. A separate activity report may be created to specifically track completed milestones.

Question 14

List some common barriers to effective listening:

Accepted Answer

The answer of List some common barriers to effective listening:...

Question 15

can support team idea generation, brainstorming, problem solving and decision making.
A)Document management systems
B)Groupware
C)Content management systems
D)Web videoconferencing

Accepted Answer

Groupware is specifically designed to support team collaboration and communication, including idea generation, brainstorming, problem solving, and decision making. It includes features such as shared calendars, document collaboration, task management, discussion forums, and voting/polling tools. The other options (document management systems, content management systems, and web videoconferencing) may have some collaboration features, but they are not as specifically tailored towards facilitating team work.

Question 16

The needs to be updated as stakeholders or their information needs change, or if new people or new documents are identified.
A)project document plan
B)project communication plan
C)project revision plan
D)project performance plan

Accepted Answer

The project communication plan outlines the stakeholders who need to be communicated with and the information they need to receive. As stakeholders or their information needs change, or if new people or new documents are identified, the project communication plan should be updated to ensure effective communication throughout the project. A project revision plan and project performance plan may also require updates, but they are not directly related to communication with stakeholders. A project document plan outlines the types of documents that need to be created, stored, and maintained throughout the project.

Question 17

The final report might include the following except
A)a statement of the customer's original need, project objective, and original requirements.
B)a description of the project and degree to which the original project objective was met.
C)the actual versus anticipated benefits to the customer as a result of the project and a list of all deliverables provided to the customer.
D)personal accomplishments of the project team members.

Accepted Answer

The final report should focus on the project and its outcomes, rather than personal accomplishments of team members. Therefore, option D can be excluded from the final report.

Question 18

Possible elements of a include documents, author or originator or person responsible for creating the documents, required date or frequency for document completion and distribution, recipients for documents in distribution list, actions required, and comments related to each document.
A)project document plan
B)project communication plan
C)project revision plan
D)project performance plan

Accepted Answer

The project communication plan would be the best choice for including elements such as documents, author/originator, required frequency for completion and distribution, recipients, actions required, and comments. The other plans listed may also include some of these elements, but they do not have as strong a focus on communication and distribution of information as the communication plan.

Question 19

A project progress report might include the following except
A)accomplishments since prior report and milestones expected to be reached during next reporting period.
B)progress toward resolution of previously identified problems.
C)problems or potential problems since prior report and planned corrective actions.
D)list of activities completed by each of the project team members.

Accepted Answer

A project progress report would typically focus on project accomplishments, milestones, and problems, as well as planned corrective actions. While a list of activities completed by each team member could be useful information, it is not a necessary component of a progress report.

Question 20

It is good practice to put on each page of each type of document: any of the following except
A)a list of the changes made to the document.
B)a list of the changes made to the document
C)a sequential revision number.
D)the initials of the person who made the changes.

Accepted Answer

The answer of It is good practice to put on...

Quiz 12: Project Communication and Documentation

All of the following are guidelines for preparing project reports to help ensure usefulness and value to the recipients except

, where each participant is connected using their own personal computer and webcam, is another tool used to conduct live meetings over the Internet.

A identifies the various documents, who is responsible for creating each document, by when or how frequently the document must be distributed, to whom each document is to be distributed, and what action each recipient is expected to take.

Use the 3-T approach in your presentation which includes all the following except

are another collaboration tool that can provide a central repository for project information and capture the efforts of team members into a managed content environment.

For any external resources that are used on the project, such as subcontractors, consultants, or vendors, the will define requirements regarding documentation, approvals required, and distribution and include such requirements in subcontracts or purchase orders.

A is a system used to manage the content of a website, documents, or files.

allows the live exchange of information among members of the project team.

Written reports are verbal reports in communicating information about a project.

A defines the generation and distribution of project documents among project stakeholders throughout the project.

, to some extent, even provide features that provide team members with greater access and flexibility for using various interactive telecommunication technologies and collaboration tools such as email, internet access, document management, etc.

The often includes sponsor or customer requirements for specific documents, including frequency, the need for customer approvals, and who in the customer organization should receive copies of which documents.

It is important to keep in mind that a progress report is not

List some common barriers to effective listening:

can support team idea generation, brainstorming, problem solving and decision making.

The needs to be updated as stakeholders or their information needs change, or if new people or new documents are identified.

The final report might include the following except

Possible elements of a include documents, author or originator or person responsible for creating the documents, required date or frequency for document completion and distribution, recipients for documents in distribution list, actions required, and comments related to each document.

A project progress report might include the following except

It is good practice to put on each page of each type of document: any of the following except