Question 1

A preliminary _________ when the contractor has completed the initial conceptual specifications, drawings, or flowcharts. The purpose of this preliminary design review meeting is to get the customer's agreement.
A) project status review meetings
B) problem-solving meetings
C) design review meetings
D) post-project evaluation meetings

Accepted Answer

The context suggests that the contractor has completed the initial conceptual specifications, drawings, or flowcharts and the purpose of the meeting is to get the customer's agreement. Hence, it can be inferred that the meeting being referred to is a design review meeting. A is incorrect because this is a specific type of meeting and not a general review of project status. B is too broad and could refer to any type of meeting aimed at solving problems. D is incorrect because it refers to a meeting held after the project has been completed, whereas the context suggests that the meeting is being held during the design phase.

Question 2

When a problem or potential problem is identified by an individual project team member, that person should promptly call a ______ with other appropriate individuals, not wait for a future status review meeting.
A) project status review meetings
B) problem-solving meetings
C) design review meetings
D) post-project evaluation meetings

Accepted Answer

It is important to address problems as soon as they are identified in order to prevent them from escalating into larger issues. Waiting for a future status review meeting could result in wasted time or resources, so it is best to call a problem-solving meeting with the appropriate individuals as soon as possible. Option A, C, and D are not the best choices as they are not specifically focused on addressing problems in a timely manner.

Question 3

A final ________ when the contractor has completed the detailed specifications, drawings, screen and report formats, and such. The purpose of this final design review meeting is to gain approval from the customer.
A) project status review meetings
B) problem-solving meetings
C) design review meetings
D) post-project evaluation meetings

Accepted Answer

The final design review meeting is specifically mentioned in the description and is focused on gaining approval from the customer for the detailed specifications, drawings, screen and report formats, and other design elements. The other choices do not fit the description as well. Project status review meetings are about monitoring progress and identifying issues, problem-solving meetings are focused on finding solutions to specific problems, and post-project evaluation meetings are conducted after the project is completed to assess performance and identify lessons learned.

Question 4

_______ body language can be a frown, crossed arms, slouching, fidgeting, gazing or looking away, doodling, or yawning.
A) Neutral
B) Negative
C) Critical
D) Positive

Accepted Answer

Negative body language reflects a lack of interest, boredom, or disagreement. It can create a barrier and prevent effective communication. It is important to be aware of our own negative body language and also understand how to interpret negative body language in others.

Question 5

The heart of communication is not words, but
A) listening.
B) responding.
C) understanding.
D) talking.

Accepted Answer

Understanding is the core of effective communication because it ensures that the message is comprehended accurately by the receiver, which is essential for meaningful exchanges.

Question 6

Projects that involve a design phase, such as an information system project, may require one or more technical ________ to ensure that the customer agrees with or approves of the design.
A) project status review meetings
B) problem-solving meetings
C) design review meetings
D) post-project evaluation meetings

Accepted Answer

Design review meetings are specifically conducted to ensure that the customer approves of the design phase of the project. Project status review meetings are conducted to review the overall progress of the project, problem-solving meetings are conducted to identify and solve project-related issues and post-project evaluation meetings are held after the project is completed to evaluate its success and identify areas for improvement.

Question 7

Teleconferencing can help facilitate the sharing of information in a more interactive way than perhaps email.

Accepted Answer

Teleconferencing allows for real-time communication, allowing participants to ask questions and engage in discussion, which is not possible with email.

Question 8

Listening is more than just letting the other person talk. It must be
A) a passive, not an active, process.
B) an impatient, not a patient, process.
C) an reactive, not a proactive, process.
D) an active, not a passive, process.

Accepted Answer

Listening involves actively engaging with the speaker and paying attention to their words, tone, and body language. It requires concentration, focus, and understanding, which are all active processes. The other choices (A, B, and C) all describe passive or negative attitudes towards listening, which are not effective for effective communication.

Question 9

A project status review meeting is usually led or called by
A) the project team.
B) the team member that identified a problem.
C) the project manager.
D) the customer.

Accepted Answer

The project status review meeting is typically led or called by the project manager, as they are responsible for overseeing the project's progress and ensuring that it stays on track. The project team, team members with identified problems, and the customer may be invited to attend the meeting, but the project manager is usually the one in charge.

Question 10

Teleconferencing includes tools such as conference calls and videoconferencing.

Accepted Answer

Teleconferencing refers to a range of technologies used for virtual meetings, such as conference calls and videoconferencing.

Question 11

______ body language can include direct eye contact, a smile, hand gestures, leaning forward, and nodding acknowledgment or agreement.
A) Neutral
B) Negative
C) Critical
D) Positive

Accepted Answer

Positive body language typically includes behaviors that show interest, attentiveness, and agreement which can enhance communication and build rapport. Direct eye contact, a smile, hand gestures, leaning forward, and nodding are all examples of positive body language.

Question 12

After the meeting, the project manager should publish the meeting results
A) within 24 hours after the meeting.
B) by the end of the week.
C) before the next meeting.
D) if the project manager has time to send the notes.

Accepted Answer

Publishing the meeting results within 24 hours after the meeting ensures that the information is still fresh in everyone's minds and allows for any necessary follow-up or corrective actions to be taken in a timely manner. Waiting until the end of the week or before the next meeting can result in important details being forgotten or delayed, which can negatively impact the project. The project manager should prioritize timely communication of meeting outcomes to ensure the success of the project.

Question 13

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.

Accepted Answer

Knowing the latest version of a document is important for the project team to ensure they have access to the most up-to-date information and avoid errors or delays in their work.

Question 14

All of the following are suggestions for improving listening skills except
A) focus on the person talking.
B) interrupt the speaker to state clarification.
C) engage in active listening-provide verbal and nonverbal feedback to the person talking.
D) ask questions.

Accepted Answer

Interrupting the speaker to ask for clarification may disrupt their flow of thought and lead to frustration. It is better to wait for a pause in their speaking before asking for clarification or asking questions.

Question 15

Throughout a project, various project documents will be revised to incorporate changes.

Accepted Answer

Project documents are living documents and can be revised throughout the project as changes occur.

Question 16

Before a project team meeting, the _______ should determine whether a meeting is really necessary, the purpose of the meeting, and who needs to participate in the meeting.
A) the project team.
B) the team member that identified a problem.
C) the project manager.
D) the customer.

Accepted Answer

As the leader of the project team, the project manager is responsible for organizing and leading meetings. They should assess whether a meeting is necessary, what the purpose of the meeting is, and who needs to be present. The other options may have input in the decision-making process, but ultimately it is the project manager's responsibility to make these determinations.

Question 17

Half of making communication effective is
A) listening.
B) responding.
C) understanding.
D) talking.

Accepted Answer

Listening is the foundation of effective communication. Without active and attentive listening, understanding and responding appropriately become difficult, if not impossible.

Question 18

All of the following are barriers to effective listening except
A) pretending to listen.
B) patience.
C) bias and closed-mindedness.
D) jumping to conclusions.

Accepted Answer

All of the other options listed are barriers to effective listening, whereas patience is a trait that can actually improve listening skills.

Question 19

The primary purposes of a __________ are to inform, to identify problems, and to identify action items.
A) project status review meeting
B) problem-solving meeting
C) design review meeting
D) post-project evaluation meeting

Accepted Answer

The primary purposes listed of "informing", "identifying problems", and "identifying action items" all align with the objectives of a project status review meeting. In this type of meeting, team members report on their project progress, problems that have arisen, and potential next steps, allowing for increased communication and collaboration among team members.

Question 20

__________ should be held on a regularly scheduled basis.
A) Project status review meetings
B) Problem-solving meetings
C) Design review meetings
D) Post-project evaluation meetings

Accepted Answer

The answer of __________ should be held on a regularly...

Quiz 12: Project Communication and Documentation

A preliminary _________ when the contractor has completed the initial conceptual specifications, drawings, or flowcharts. The purpose of this preliminary design review meeting is to get the customer's agreement.

When a problem or potential problem is identified by an individual project team member, that person should promptly call a ______ with other appropriate individuals, not wait for a future status review meeting.

A final ________ when the contractor has completed the detailed specifications, drawings, screen and report formats, and such. The purpose of this final design review meeting is to gain approval from the customer.

_______ body language can be a frown, crossed arms, slouching, fidgeting, gazing or looking away, doodling, or yawning.

The heart of communication is not words, but

Projects that involve a design phase, such as an information system project, may require one or more technical ________ to ensure that the customer agrees with or approves of the design.

Teleconferencing can help facilitate the sharing of information in a more interactive way than perhaps email.

Listening is more than just letting the other person talk. It must be

A project status review meeting is usually led or called by

Teleconferencing includes tools such as conference calls and videoconferencing.

______ body language can include direct eye contact, a smile, hand gestures, leaning forward, and nodding acknowledgment or agreement.

After the meeting, the project manager should publish the meeting results

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.

All of the following are suggestions for improving listening skills except

Throughout a project, various project documents will be revised to incorporate changes.

Before a project team meeting, the _______ should determine whether a meeting is really necessary, the purpose of the meeting, and who needs to participate in the meeting.

Half of making communication effective is

All of the following are barriers to effective listening except

The primary purposes of a __________ are to inform, to identify problems, and to identify action items.

__________ should be held on a regularly scheduled basis.