Course 3 – Project Planning: Putting It All Together QUIZ ANSWERS

by
Contents hide
1 Week 5: Organizing Communication and Documentation
2 Organizing Communication and Documentation INTRODUCTION
3 TEST YOUR KNOWLEDGE: EFFECTICE COMMUNICATION
4 PRACTICE QUIZ: DRAFT A COMMUNICATION PLAN
5 Project Planning: Putting It All Together WEEKLY CHALLENGE 5
6 Organizing Communication and Documentation CONCLUSION
Spread the love

Week 5: Organizing Communication and Documentation

Organizing Communication and Documentation INTRODUCTION

In Week 5 of studying the Google Project Management course with Coursera: Professional Certificate, the subject of learning is Organized Communication and Documentation. It details how to start such a week with tutorials on communication planning, making students able to identify stakeholders, define outcomes, set timelines, and plan communication activities for communication.

The second lecture of the week is about how to classify documents. Participants will understand how they can use tools like Google Drive and Dropbox to keep documents organized and centralized. Advice will also be given on how to share documents securely with these team members and how to manage access controls.

Learning Objectives:

  • Create a simple communication plan and explain how it can be managed.
  • Understand the required element in the communication plan to ensure successful project results.
  • Explain well why team members need to track every pixel in relation with documentation.
  • Organize the project documentation better method to develop into centralized.
  • Endorsements for career readiness are outlined through documenting the experience that is career-relevant and promoting transferable skills (Optional).

TEST YOUR KNOWLEDGE: EFFECTICE COMMUNICATION

1. Fill in the blank: Effective communication is clear, honest, relevant, and _____.

  • Urgent
  • rare
  • frequent (CORRECT)
  • one-sided

Correct: Stakeholders are kept in the loop with regular communication that is not intrusive or overwhelming, as this sort of communication gives short and precise answers.

2. Imagine that a restaurant is hosting a recruitment day to hire delivery drivers. The project manager creates a plan to organize stakeholder communication. The plan indicates the following:

The team lead updates the core hiring team every day for two weeks prior to the event to report next steps so they each know their daily responsibilities.

The core hiring team contacts the job candidates the Friday before the event to remind them of the time and location.

The project manager contacts the venue and caterers the Monday before the event to confirm reservations.

In the above scenario, what three key elements are missing from the communication plan?

  • Resource links (CORRECT)
  • Type of communication (CORRECT)
  • Delivery methods (CORRECT)
  • Communication risks
  • Dependencies

Not minimum of that, but with details of the receivers, dates, and objectives as the plan holds but for sure, what is absent is where the communication equipments will be stored, such as on a digital document; the type of communication is missing, as well as actual methods of delivery.

It doesn’t cite the type of communication, just to mention a status update, user feedback, newsletter, or another type of project meeting. Rather, details that make up the missing information include the delivery methods and resource links.

Quite appropriately, this plan will not give the details of team communication, indicating ways and means that will be employed such as e-mail, phone, or face-to-face conversation. More succinctly, also missing from this plan are the type of communication and source links.

3. Which of the following is a best practice you can use to help ensure that your communication plan is effective for your team? Select all that apply.

  • Use formatting to highlight any key details. (CORRECT)
  • Test your plan (CORRECT)
  • Add a column for notes. (CORRECT)
  • Share your plan with your manager but not your team.

It’s possible to pick out main concepts and give them a different font, color, or size to emphasize their importance, as well as include a notes column where other pertinent information may be found. Also make certain you enable access to your plan by testing it out ahead of time for your team members.

Send another copy to yourself or a colleague to check if a blanket email or link has been sent across your team. While planning virtual presentations, ensure that the visual, audio, and all technical aspects are tested in advance. Add a notes column, have some critical information highlighted by formatting, and share your plan with the team.

Write some extra relevant points into the communication plan through notes and remind it to be done in some time. Highlight at least some parts of the text with regard to its importance: Share your plan with your team and test it in advance.

4. How can you recognize individual differences in your communications? Select all that apply.

  • Use appropriate, professional, and neutral language. (CORRECT)
  • Craft your communications based on what you assume about your audience’s backgrounds, identities, or experiences.
  • Be mindful of your own biases. (CORRECT)
  • Include and respect diverse points of view. (CORRECT)

Neutral and professional language will help to keep your communication inclusive. You should notice your biases and include different perspectives when communicating. Do not make assumptions about your audience background.

Everyone has some biases and you should be aware of yours while communicating with team members or stakeholders. There is another need that you should avoid assumptions about your audience’s background, professional language, and diversity of points of view in your communication.

As a project manager, you should understand and show respect for each team member’s perspective. Any assumption regarding the audience’s background should steer clear of inclusive communication. Beware of one’s biases and use professional language

5. When should communication happen during the project life cycle?

  • Before the start of the life cycle of the project
  • Toward the beginning of the life cycle of the project
  • Throughout the entire life cycle of the project (CORRECT)
  • At the end of life cycle of the project

Correct: Well said: Communication goes beyond only being a one-time activity; it must be maintained throughout the lifecycle of the project with all players in mind-members of the project team, stakeholders, and the project manager.

6. Beyond what needs to be communicated, a communication plan addresses which of the following questions? Select all that apply.

  • When to establish project continuity
  • When communication needs to happen (CORRECT)
  • Why and how to communicate (CORRECT)
  • Where the information communicated is stored (CORRECT)
  • Who needs to communicate (CORRECT)

A communication plan organizes how these many different ways of communication can be organized for a specific project. It asks and answers key questions about the communication taking place within a project. It refers to who, what, why, and how to communicate.

A Communication Plan will handle issues about what method of communication can be utilized or done for the project. The most notable include Who communicates with has something to say to the world, What will be communicated is incomplete without the word typed in the computer, Why does communication go on, and so on.

A Communication Plan will focus on the details of communication management related to the project by using the most appropriate strategy for a particular project. The information given here is important information on what type of communication will go on such as who, what, when, why, and how, and which spot do I look at to find the crucial information type that will be communicating.

PRACTICE QUIZ: DRAFT A COMMUNICATION PLAN

1. Fill in the blank: In the communication plan you created, you scheduled _____ to keep your manager informed and get feedback.

  • daily updates
  • weekly updates (CORRECT)
  • a one-time meeting

Correct: It is sufficient to give weekly updates, as desires are only interested and not involved in the trainings.

2. In your communication plan, how often does your team communicate with Human Resources while developing the training plan?

  • Weekly (CORRECT)
  • One time
  • Daily

Correct: Weekly check-ins are appropriate for communicating with Human Resources.

3. In your communication plan, who is the Sender/Owner responsible for communicating the training schedules, locations, and other details to Office Green employees?

  • The Administrative Coordinator
  • The Training Manager (CORRECT)
  • You, the Project Manager
  • The HR Specialist

Correct: It is a must for a Training Manager to deliver the most practical form of truth to all her trainees.

4. In your communication plan, who coordinates with the Print Shop about printing the training manuals?

  • The Training Manager
  • The Administrative Coordinator (CORRECT)
  • You, the Project Manager
  • The HR Specialist

Correct: The Administrative Coordinator communicates with other teams, like the Print Shop and Facilities.

5. What are the benefits of keeping project plan documents in one centralized place? Select all that apply.

  • Show continuous improvements as the project progresses
  • Share all parts of the plan with the full project team
  • Ensure continuity if a new project manager joins the team (CORRECT)
  • Provide visibility and accountability (CORRECT)

Right: By maintaining the project plan in one place, a new project manager can have instant access to all aspects necessary to maintain project progress.

Right: The keeping of the project plan in one place also allows accessibility to files and creates an accountability among tasks.

Project Planning: Putting It All Together WEEKLY CHALLENGE 5

1. Fill in the blank: Project managers should identify project stakeholders, communication methods, communication goals, and communication _____ before creating a communication plan.

  • risks
  • consequences
  • costs
  • frequency (CORRECT)

2. Fill in the blank: To be effective, your team _____ need to be clear, honest, relevant, and frequent.

  • expectations
  • documents
  • communications (CORRECT)
  • debates

3. What details does a communication plan include? Select all that apply.

  • Where the information communicated is stored (CORRECT)
  • Who should communicate (CORRECT)
  • How long communications should be
  • How communications should sound
  • What to communicate (CORRECT)
  • When communication happens (CORRECT)
  • Why and how to communicate (CORRECT)

4. As a project manager, you have a weekly video conference with stakeholders as part of your communication plan. What two additional details should the communication plan include?

  • Goal (CORRECT)
  • Key dates (CORRECT)
  • Location
  • Duration

5. Why should you share your communication plan document with your team? Select all that apply.

  • Ensure you aren’t missing crucial information (CORRECT)
  • Let them make changes to the plan
  • Let them offer feedback (CORRECT)
  • Make them aware of the plan (CORRECT)

6. An effective project management communication plan can help with which of the following processes? Select all that apply.

  • Change management (CORRECT)
  • Culture development
  • Project continuity (CORRECT)
  • Team selection

7. Which of the following communication methods is most appropriate for high-level stakeholders who don’t need detailed project updates?

  • Frequent status update meetings to report project issues
  • Weekly emails with team action items
  • Newsletters that summarize key milestones and project progress (CORRECT)
  • Virtual check-in meetings to share task progress

8. Which of the following are best practices for concise emails? Select all that apply.

  • Add a note at the top that some details may not be relevant to certain recipients (CORRECT)
  • Lead with key points and action items (CORRECT)
  • Include as much detail about a situation as possible
  • Write in one long paragraph to save space

9. How can project managers ensure plan visibility for stakeholders? Select all that apply.

  • Keep documents in a centralized location (CORRECT)
  • Assign tasks to specific team members
  • Manage document permissions to give access to relevant information (CORRECT)
  • Create a risk register

11.  Which four of the following should project managers identify before creating a communication plan?

  • Project risks
  • Anonymous survey questions
  • Communication barriers (CORRECT)
  • Communication methods (CORRECT)
  • Project stakeholders (CORRECT)
  • Communication goals (CORRECT)

12. Which of the following is true of effective communication in project management? Select all that apply.

  • It does not require follow-ups
  • It is clear, relevant, and frequent (CORRECT)
  • It helps projects run on time and meet expectations (CORRECT)
  • It continues throughout the entire project (CORRECT)

13. Which five of the following categories are part of a communication plan?

  • Recipients
  • Communication goals (CORRECT)
  • Communication type (CORRECT)
  • Delivery methods (CORRECT)
  • Key dates (CORRECT)
  • Communication style

14. As a project manager, you decide to hold video conferences with your core project team and stakeholders as part of your communication plan. What two additional details should the communication plan include?

  • Duration
  • Resource locations (CORRECT)
  • Location
  • Key dates (CORRECT)

15. Fill in the blank: Scheduling routine _____ will help you understand what is and is not working in your communication plan.

  • check-ins (CORRECT)
  • milestones
  • presentations
  • department reviews

16. Which two of the following communication methods are most appropriate for core project team members?

  • Department newsletters on current projects
  • Daily meetings to report on project progress (CORRECT)
  • Quick virtual check-ins to answer questions (CORRECT)
  • Formal presentations to advertise project deliverables

17. Which two tools can help determine the best type of communication for those involved with the project?

  • Risk register
  • Stakeholder map (CORRECT)
  • RACI chart (CORRECT)
  • Project charter

18. Fill in the blank: Documenting and organizing plans provides visibility for project team members and _____ for task owners.

  • A centralized planning document (CORRECT)
  • A stakeholder map
  • A shared file drive (CORRECT)
  • A RACI chart
  • An overview sheet (dashboard) (CORRECT)

19. Which three of the following tools can help organize project plans and documents?

  • Security analyst (CORRECT)
  • Incident coordinator (CORRECT)
  • Technical lead (CORRECT)
  • Incident manager

20. What do project managers need to identify before creating a communication plan?

  • Recipients, project risks, goals of communication, and barriers to communication
  • Recipients, anonymous survey questions, goals of communication, and barriers to communication
  • Recipients, communication methods, goals of communication, and barriers to communication (CORRECT)
  • Recipients, communication methods, project risks, and goals of communication

21. How can you foster effective communication within your team? Select all that apply.

  • Allow teammates to use any communication platform they prefer
  • Obtain feedback and incorporate it going forward (CORRECT)
  • Recognize and understand individual differences (CORRECT)
  • Send identical message content to both teammates and stakeholders

22. What is the purpose of a communication plan?

  • Centralize project documentation
  • Establish roles and responsibilities for team members
  • Organize and document the processes, types, and expectations of communication (CORRECT)
  • Outline a process for knowledge management

23. Project managers should create communication plans to ensure that projects can carry on in their absence. What is the term for this best practice?

  • Continuity (CORRECT)
  • substitution
  • follow-through
  • backup

24. Fill in the blank: Daily meetings and quick virtual check-ins are good ways for project managers to communicate with _____.

  • project customers
  • key stakeholders
  • senior management
  • core team members (CORRECT)

25. What document acts as a quick reference guide to help team members find files they frequently access in one place?

  • A project proposal
  • A project charter
  • A risk management plan
  • A centralized planning document (CORRECT)

26. What project management best practice includes documenting plans and making them available to stakeholders?

  • Milestone management
  • Dependency management
  • Risk management
  • Knowledge management (CORRECT)

27. What are the key benefits of a communication plan? select all that apply.

  • Recipients (CORRECT)
  • Communication goals (CORRECT)
  • Communication type (CORRECT)
  • Delivery methods (CORRECT)
  • Key dates (CORRECT)
  • Communication style

28. Which of the following categories are part of a communication plan? Select all that apply.

  • They only use a single tool to monitor, detect, and analyze events.
  • They only use detection and management tools during incident investigations.
  • They only use documentation tools for incident response tasks.
  • They use a combination of different tools for various tasks. (CORRECT)

29. Which of the following should project managers identify before creating a communication plan? Select all that apply.

  • Convey the message through various methods.
  • Check in to make sure the information was clear. (CORRECT)
  • Resend the message if no one responds.
  • Respond to any questions quickly. (CORRECT)

30. As a project manager, how can you maintain open communication after you have sent your team a message? Select all that apply.

  • protects
  • manages
  • analyzes
  • monitors (CORRECT)

31. Which of the following categories are part of a communication plan?

  • Communication type (CORRECT)
  • Recipients (CORRECT)
  • Key dates (CORRECT)
  • Communication style

32. As a project manager, part of your communication plan is to identify risks and present barriers in-person. What additional details should the communication plan include? Select all that apply.

  • Type of communication (CORRECT)
  • Location
  • Frequency (CORRECT)
  • Duration

33. What potential barriers should you consider when making a communication plan? Select all that apply.

  • Privacy or internet access issues (CORRECT)
  • Time zone limitations (CORRECT)
  • How competitors communicate
  • Linguistic and cultural differences (CORRECT)

34. One of the items in the project communication plan is to give formal in-person presentations every quarter. Which group should these presentations target?

  • Project vendors
  • Marketing team
  • Key stakeholders (CORRECT)
  • Core team

35. You create a project communication plan for a busy executive who needs high-level updates on the project. What type of communication would you create for this executive?

  • A email that outlines the roles of each team member and stakeholder
  • A newsletter email outlining key milestones and project progress (CORRECT)
  • Daily meetings that the stakeholder is required to attend
  • An email that contains a list of all the completed tasks

36. As a project manager, you store the project RACI chart and Stakeholder analysis chart in two separate locations. What can you do to ensure team members have access to this information?

  • Send the links in an email to key stakeholders to validate.
  • Attach the links in the project plan proposal for team members.
  • Send the links separately to each team member for reference.
  • Attach the links for team members in a centralized planning document. (CORRECT)

37. As a project manager, part of your communication plan is to have an in-person meeting with team members. What additional details should the communication plan include? Select all that apply.

  • Frequency (CORRECT)
  • Goal (CORRECT)
  • Type of communication (CORRECT)
  • Location

38. You prepare a template for a weekly email for stakeholders with some key launch dates and announcements for the project. How can you ensure stakeholders can easily notice the information?

  • Highlight and bold the information the stakeholder should focus on. (CORRECT)
  • Keep the key launch dates and announcements together for better clarity.
  • Create a follow-up email to be sent a day later with just the important information.
  • Schedule a follow-up meeting with the stakeholders to review the email.

39. As a project manager, how can you optimize and streamline project communications?

  • Send team members a survey asking about improvements to communication (CORRECT)
  • Be the only person who communicates with teams about the project
  • Only use one communication method with all teams
  • Create a static communication plan for the team

40. As a project manager, you work on a project that involves several teams, including testing, engineering, and program management. How can you ensure documentation is created and maintained effectively for each team?

  • Store the project plans and reports for all teams in one shared folder
  • Use emails between the teams to keep track of the resources for the project
  • Ask the team members of the team to maintain the documentation
  • Store the plans and reports for each team in one centralized location or folder (CORRECT)

41. Fill in the blank: Project managers should identify project stakeholders, communication methods, communication goals, and communication _____ before creating a communication plan.

  • risks
  • costs
  • consequences
  • Frequency (CORRECT)
  • Technical lead
  • Public relations representative
  • Incident coordinator (CORRECT)
  • Security analyst

The incident coordinator is in charge of the all-important task of monitoring and coordinating the response activities of all teams organized to respond to the incident.

42. As a project manager, you have a weekly video conference with stakeholders as part of your communication plan. What additional details should the communication plan include? Select all that apply.

  • Goal (CORRECT)
  • Duration
  • Key dates (CORRECT)
  • Location

43. As a project manager, you schedule a daily check-in meeting for core team members. Not all members can attend the meeting because of time zone conflicts. What action can you take to ensure communication is still flowing between all team members?

  • Enforce the expectation that all team members are required to attend the meeting.
  • Adjust the meeting times to weekly check-in meetings so that all team members can attend.
  • Work hard to choose a meeting time that will work best for all team members.
  • Create daily email updates for the whole team with a summary of tasks worked on for the day. (CORRECT)

3. What application monitors system activity, then produces alerts about possible intrusions?

  • Playbook
  • Word processor
  • Product manual
  • Intrusion detection system (CORRECT)

An intrusion detection system (IDS) would be a tool that keeps a close eye on the system activities and reports on possible intrusions in real-time.

44. What are the key benefits of a communication plan? Select all that apply.

  • Keeps people engaged and motivated throughout the project (CORRECT)
  • Improves overall effectiveness of communication (CORRECT)
  • Provides guidance on technical project terms
  • Involves stakeholders in effective conversations (CORRECT)

45. As a project manager, you write a communication plan for your new project. You include monthly email check-ins that review a high-level summary of project updates. What group should receive this type of communication?

  • Core team members
  • Project managers
  • Whole company
  • Key stakeholders (CORRECT)

46. What questions can project managers ask to optimize and streamline communications? Select all that apply. 

  • How can we improve communications with you? (CORRECT)
  • How are you implementing the content we communicate?
  • What is not working or is not effective in our communication? (CORRECT)
  • What is working in how we communicate with you about the project? (CORRECT)

47. In project documentation, what is the purpose of a shared file drive? Select all that apply.

  • Project stakeholders can use them for project proposals.
  • Team members can store multiple files in one place. (CORRECT)
  • Project stakeholders can use them for team reviews.
  • Team members can have accountability for items in the folder. (CORRECT)

48. The project manager has identified the goals, barriers, and communication methods for a project. What is the final piece they must determine before creating the communication plan?

  • Team members
  • Team feedback
  • Key stakeholders (CORRECT)
  • Stakeholder analysis

49. After a project manager has delivered a message to their team members, what should they do to ensure they communicate the details effectively?

  • Allow teammates to update the original message on their own accord.
  • Allow teammates to add new information to the message.
  • Add new important information to the message and resend.
  • Follow up with team members to ensure the message is clear. (CORRECT)

50. What is the typical communication plan for key stakeholders in a project?

  • Launch prep schedule every six weeks
  • Monthly emails with a status update overview (CORRECT)
  • Backlog discussion sessions to review tasks
  • Daily check-ins scheduled with task updates

51. Which tools can help determine the best type of communication for those involved with the project? Select all that apply.

  • Project charter
  • Stakeholder map (CORRECT)
  • RACI chart (CORRECT)
  • Risk register

52. A project manager has created documentation that includes information that does not need to be accessible to all team members. How can you ensure the documentation is accessible to the right people?

  • Summarize only the relevant information for those who need to keep informed and require them to request access to confidential information (CORRECT)
  • Meet with every person on the project team to check if they need access
  • Give everyone a summary of the relevant information and the details of the project
  • Give everyone the same access level since they are on the project and share the all important resources

53. A project manager creates a centralized planning document. They create an overview sheet with the project description and communication expectations. What is another piece of information they can include in the overview sheet?

  • Goals on how many daily check-ins for project
  • Instructions for how to use the spreadsheet (CORRECT)
  • Goals for how many emails to send to stakeholders
  • Instructions for how to use the RACI chart

54. As a project manager, part of your communication plan is to send an email every Tuesday at 10:00 a.m. What additional details should the communication plan include? Select all that apply.

  • Type of communication (CORRECT)
  • Duration
  • Goal (CORRECT)
  • Recipients (CORRECT)

55. How can a project manager evaluate which parts of a project communication plan are over-sharing or under-sharing information? Select all that apply.

  • Ask team members if other team members have mentioned anything.
  • Convert daily-check ins to feedback reviews to save time on the project.
  • Have one-on-one conversations with stakeholders and team members. (CORRECT)
  • Create anonymous feedback surveys for stakeholders and team members. (CORRECT)

56. Which of the following communication methods are most appropriate for core project team members? Select all that apply.

  • Formal presentations to explain project deliverables
  • Daily meetings to report on project progress (CORRECT)
  • Department newsletters on current projects
  • Quick virtual check-ins to answer questions (CORRECT)

57. What best practice should you consider when you share project documentation among stakeholders and team members?

  • Share details of the project whenever a team member asks for it
  • Make sure all team members have access to the data in the project
  • Share project details on a need-to-know basis (CORRECT)
  • Make sure all stakeholders have access to the data in the project

58. As a project manager, you create a communication plan for a project. You need to identify potential barriers. Which of the following questions should you ask to identify a potential barrier?

  • Will daily check-ins be required?
  • Are there any privacy or internet access issues? (CORRECT)
  • Will the stakeholders like the project team members?
  • How was the project RACI chart created?

59. You create a communication plan to send an email to key stakeholders weekly at a specified time. Into which part of the communication plan do you put the specified time, 11:00 a.m.?

  • Key dates (CORRECT)
  • Time Zone
  • Frequency
  • Delivery method

60. As a project manager, you decide to hold video conferences with your core project team and stakeholders as part of your communication plan. What additional details should the communication plan include? Select all that apply.

  • Key dates (CORRECT)
  • Duration
  • Resource locations (CORRECT)
  • Location

61. A project communication plan organizes and documents the processes and types of communication for a project. What else can a plan include?

  • Budget of each task
  • Expectations of communication (CORRECT)
  • Expectation of stakeholders
  • Roles of each team member

62. How can a project manager use a RACI chart and stakeholder map when creating a project communication plan?

  • To determine what type of communication is best for the team members (CORRECT)
  • To assess which stakeholder would be able to respond fastest to emails
  • To determine the issues that could come up during the plan
  • To assess the frequency of the communication method to each team member

Organizing Communication and Documentation CONCLUSION

Communications and communications with external stakeholders. The course will not teach you many easy and simple ideas about how to actually craft and manage a communication plan. Also, how documentation increases visibility and the importance of accountability within a project team. Lastly, the course will also cover how documents are organized in a central location.

You will also be able to understand the experienced and transferable skills open through your experience with documentation for job searching. Take this from now on on Coursera your best shot.

Leave a Comment