documenting and organizing plans provides visibility for project team members

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

Week 5: Organizing Communication and Documentation

Google Project Management: Professional Certificate

Coursera Answers & Study Guide

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TABLE OF CONTENT

Organizing Communication and Documentation INTRODUCTION

In Coursera’s Google Project Management: Professional Certificate program, Week 5 focuses on Organizing Communication and Documentation. The week begins with a lesson on creating communication plans, which gives participants the knowledge to identify stakeholders, define objectives, establish timelines, and outline communication activities. Participants will also learn why documentation is critical to increasing visibility and accountability among project team members.

The second lesson this week covers organizing documents. Through this course, participants gain an understanding of how they can utilize tools such as Google Drive or Dropbox to keep their documents organized in one central place. They will also be given instructions on how to securely share documents with team members while maintaining control over access levels.

Learning Objectives

  • Draft a simple communication plan and explain how to manage it
  • Examine the elements of a communication plan that are vital to project success.
  • Explain the value of documentation in creating visibility and accountability for team members.
  • Organize project documents in one centralized place.
  • Prepare for a job search by documenting career-relevant experience and highlighting 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: Regular communication keeps stakeholders up-to-date, but be mindful of information overload.

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

Correct: While the plan includes details like recipients, dates, and goals, it doesn’t include where communication resources will be stored, such as a digital document. Other key elements that are missing from the plan include the type of communication and delivery methods.

Correct: The type of communication, such as a status update, user feedback, newsletter, or another type of project meeting, is missing from the plan. Other key elements that are missing are delivery methods and resource links.

Correct: While the plan includes details like recipients, dates, and goals, it doesn’t specify how the team will communicate, such as by email, phone call, or in-person. Other key elements that are missing from the plan include the type of communication and resource 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.

Correct: You can highlight key elements in a different font color or size to stress their importance and include a notes column for any additional relevant details. It’s also important to ensure that your team has access to your plan and to test your plan ahead of time.

Correct: If you are sending a team-wide email or link, send a test email to yourself or a colleague. If you are planning a virtual presentation, be sure to test the visual, audio, and other technical aspects in advance. You should also add a column for notes, use formatting to highlight key details, and share your plan with your team.

Correct: You can add notes to your communication plan to include any additional relevant details and to set reminders. You can also use formatting to highlight key details, share your plan with your team, and test your plan ahead of time.

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)

Correct: Using professional and neutral language will help to keep your communications inclusive. You should also avoid making assumptions about your audience’s background, be aware of your biases, and include different perspectives when communicating.

Correct: Everyone has some biases, and you should be aware of yours when communicating with your team members and stakeholders. You should also avoid making assumptions about your audience’s background, use professional language, and include diverse points of view when communicating.

Correct: As a project manager, you should understand and show respect for each team member’s perspective. To ensure inclusive communication, you should also avoid making assumptions about your audience’s background, be conscious of your 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: Communication is not a one-time event; it needs to happen throughout the entire life cycle of the project—from 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)

Correct: A communication plan helps to manage all the different kinds of communication that will happen during a project. It covers key questions about project communications, such as who communicates, what they communicate, why the communication happens, and more.

Correct: A communication plan helps project managers keep aware of the numerous project communications and organize them effectively. To that end, the communication plan documents and organizes the process, types, and expectations of project communications.

Correct: A communication plan organizes and documents the process, types, and expectations of communication for the project. It also tracks where the key information that is communicated is stored. The size and complexity of the plan differs for each project, but it is always good to have

Correct: A communication plan documents the process, types, and expectations of project communication. It also answers questions about who, what, when, why, and how communication happens and where key information communicated is stored.

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: Your manager is interested in the trainings, but not directly involved, so weekly updates should be enough.

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: The Training Manager is responsible for communicating practical information to 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)

Correct: Keeping project plans in one place helps new project managers find what they need to keep the project moving.

Correct: Keeping the project plan in one place makes documents accessible and creates accountability for tasks.

GOOGLE PROJECT MANAGEMENT COURSERA ANSWERS AND STUDY GUIDE

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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

10. Which of the following should a project manager include in a centralized planning document, also known as a dashboard? Select all that apply.

  • Previous project deliverables
  • A brief project description (CORRECT)
  • Links to any non-spreadsheet files (CORRECT)
  • Instructions for how to use the centralized planning document (CORRECT)

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.

  • authority
  • feedback (INCORRECT)
  • supervision (CORRECT)
  • accountability

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

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

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.

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

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

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

Organizing Communication and Documentation CONCLUSION

A communication plan is a crucial element in any project, as it sets forth how the team will communicate with each other and with external stakeholders. This course will teach you the elements of a simple communication plan and how to draft and manage one. You will also learn why documentation is important for creating project team visibility and accountability, and how to organize documents in one central place.

Finally, you’ll learn how to prepare for a job search by documenting your experience and highlighting your transferable skills. Join now in Coursera.org!

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