PMP Practice Questions #160
You are starting a new project and observe that different stakeholders are requesting varying levels of detail in project status reports. Some stakeholders prefer meetings, while others favor information dashboards. What should be your approach to managing these diverse stakeholder communication needs to ensure their support for the project?
A. Create detailed progress reports that highlight key achievements, issues, and upcoming milestones, and distribute them to all stakeholders regularly.
B. Utilize a variety of communication tools and channels, such as emails, meetings, and dashboards, to ensure all stakeholders receive the information in their preferred format.
C. Develop a stakeholder communication matrix that outlines the communication needs, preferences, and frequency for each stakeholder group.
D. Conduct regular feedback sessions with stakeholders to gather their input on the communication approach and make necessary adjustments.
Analysis
In this question, the project manager observes that different stakeholders have varying preferences for the level of detail and format of project status reports. Some stakeholders prefer meetings, while others favor information dashboards. The project manager must decide on the best approach to manage these diverse stakeholder communication needs to ensure their support for the project.
Analysis of Options
Option A: Create detailed progress reports that highlight key achievements, issues, and upcoming milestones, and distribute them to all stakeholders regularly. This option suggests creating a comprehensive report for all stakeholders. However, it does not address the diverse needs and preferences of different stakeholders. Senior stakeholders might only need summary information, while technical stakeholders might require detailed data. This one-size-fits-all approach can reduce engagement and is not considered effective in stakeholder communication management.
Option B: Utilize a variety of communication tools and channels, such as emails, meetings, and dashboards, to ensure all stakeholders receive the information in their preferred format. This option acknowledges the need for different communication methods to cater to stakeholders’ preferences. Using various tools and channels is a good practice, but without a systematic plan, it might lead to inconsistencies and inefficiencies. While it’s a good approach, it lacks the structure needed for effective communication management.
Option C: Develop a stakeholder communication matrix that outlines the communication needs, preferences, and frequency for each stakeholder group. This is the most systematic and structured approach. By developing a stakeholder communication matrix, the project manager can clearly define and document the communication needs, preferences, and frequency for each stakeholder group. This ensures that all stakeholders receive the information they need in the format they prefer, enhancing their engagement and support for the project. This approach aligns well with project management best practices and ensures a planned, organized method for managing stakeholder communications.
Option D: Conduct regular feedback sessions with stakeholders to gather their input on the communication approach and make necessary adjustments. While conducting regular feedback sessions is important, it is not the first step. This option should be part of an ongoing process to refine and improve the communication strategy. It complements the systematic approach of developing a communication matrix but cannot replace the need for an initial structured plan.
Conclusion: The best approach is to develop a stakeholder communication matrix that outlines the communication needs, preferences, and frequency for each stakeholder group. This structured, organized method ensures effective communication management and enhances stakeholder engagement and support for the project. Option C is better than Option B because it provides a concrete plan rather than just recognizing the need for different communication methods. Option B reflects the necessary mindset, but without a structured approach, it might not be as effective. It’s important to read all options in the exam to choose the best available solution. Sometimes a good option like B might be overshadowed by a better, more structured option like C. In the absence of Option C, Option B could be correct, but we choose the best option from those available.
PMP Exam Content Outline Mapping
| Domain | Task |
|---|---|
| Process | Task 2: Manage Communications |
Topics Covered
- Communication Management Plan
- Stakeholders Engagament Plan
