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Algonquin College *
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4100
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Jan 9, 2024
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COM4100 Effective Communications and Ethics Final Exam
NITIK JAISWAL 41122659
Instructions
(read
carefully):
Answer all questions below
Each question is worth 2 points for a total score of 20
Copy and paste your questions into a Word document (ensure question numbers are included)
Respond in a Word document (ensure your full name is listed at the top of the document)
There is no need to apply any special formatting (title page, etc.)
You can use bullet points or paragraph format
Once you are finished, attach the word document to this assignment (the "assignment" is the
final exam)
Submit the Word document as you would any other assignment
ENSURE YOU SUBMIT IT BY DATE: LATE SUBMISSIONS WILL NOT BE GRADED.
COM4100
Effective
Communications
and
Ethics:
Final
Exam
Questions
1.
What is Laswell’s Maxim? List three “tools” reviewed in this course and state how they can be applied to the management of project communications about Laswell’s Maxim. Ensure your response speaks to how the tools will help you manage project communications about Laswell’s Maxim.
ANSWER
Laswell's Maxim is a communication theory by Harold Lasswell, an American sociologist and psychologist
. The Lasswell communication model outlines who is saying something, which channel is used to send messages, who the message is intended for, and what effect the message has. This model
helps in understanding the key elements involved in communication.
The three tools reviewed in this course are :
1. Communication Plans: A good communication plan includes various aspects such as outlining who will share what information at what time through which channel of communication and it should detail
how we will be communicating to various stakeholders. It helps to co-ordinate collaborative efforts as well as ensuring that everyone is up-to-date.
2 Stakeholder maps: This tool decide which stakeholders are involved in each project, what communications they need and their relation to each other. Developing a stakeholder map for researching and communicating Laswell’s Maxim will guarantee participants understand their role and have been involved in the process correctly. This also ensures appropriate communication to the required audience via the best method of communication possible.
3. Progress reports : This tools provide regular updates on research and These tracking tools like Microsoft Power or Google Data Studio will allow us to see important measurements that show evidence of our success.
2.
What are the “7 Cs” of effective communications that were discussed in this course? List three “tools” reviewed in this course that can be used to ensure your project has “effective communications”. Explain why you have chosen the three tools. Ensure your response speaks to how the tools help you manage project communications about the 7 Cs.
ANSWER
The "7 Cs" of effective communication are a set of principles that aid in ensuring clear and concise communication which were discussed in this course.
1. Clarity
2. Conciseness
3. Concreteness
4. Correctness 5. Coherence
6. Completeness
7. Courtesy
Three tools commonly used for effective project communication are Email, video calls, and online collaboration.
1. Email (e.g., Microsoft Outlook, Gmail): I choose Emails because these techniques provide communication clarity, accuracy, and conciseness these tools do Spell checks, and formatting settings, and they help in organizing emails which helps in clear and error-free communications. Furthermore, email threads preserve a record of the conversation, guaranteeing completeness by storing all important information in one location.
2. Platforms for video conferencing (e.g., Zoom, Microsoft Teams): I have chosen video conferencing techniques because they allow for face-to-face conversations, which leads to greater comprehension and a more logical exchange of ideas. Visual signals and real-time feedback improve debate cohesion. these platforms provide nonverbal communication signals, which provide a respectful environment during debates.
3. Project Collaboration technologies (e.g., Microsoft Teams, Asana): These Collaboration technologies help
with communication completeness, clarity, and coherence. They provide a centralized platform for information exchange, ensuring that all project-related papers, updates, and conversations are available to
all team members. These solutions enable real-time cooperation, ensuring that everyone is on the same page, which improves communication completeness and coherence.
3.
You have been hired to take over a “troubled”, but important project in your organization. The project has been active for almost a year and is currently over budget and behind schedule. The project has 4 full-time resources assigned to it (each resource has a different communication style). You have requested two additional resources be assigned to the project to help get it back on track. Your request was approved. You have many challenges that need to be resolved and a lot of work lies
ahead, but you are confident you can get the project back on track. You can pick two resources from any of the “communication styles” discussed in this class. You can pick two that have the same styles or two that have different styles (all people share the same skill set).
ANSWER
I Choose an Analytical and Expressive communication style as choosing resources with complementary communication styles can improve cooperation and effectiveness in project management.
Analytical Communicator: Analytical communicators concentrate on specifics, numbers, and facts. They rely on organized communication and h like logical reasoning. Appointing an analytical communicator as part of the team would likely help in solving problems, determining the reasons for cost overruns and scheduling slippage, and designing adequate action plans. Expressive Communicator: An expressive communicator is enthusiastic, creative and they looks at big-
picture. It is due to their skills of cultivating teamwork in the group, coming up with new ideas, and motivating the team. It is essential for a project’s success that there be an expressive communicator aboard since having such a personality energizes the entire team, raises the mood of everyone involved and may lead to new and innovative ideas to advance the project in question.
4.
You have been hired to manage a very important and complex project for your organization. The project has a tight deadline and will be required to solve many complex problems for it to be successful. You have been informed your team will consist of 8 full-time team members. You have also been informed that four of your team members are “expressive” and four are “amiable” (as discussed in class).
Why might this be a challenge for you on this project?
If you were able to change 4 team members, what communication styles would you choose and why?
ANSWER
1)
Having a team of expressive and amiable communicators might present some challenges for managing a complex project with tight deadlines:
Different communication styles can lead to clashes in decision-making and execution speed. Expressive communicators are inclined toward quick decisions, there can arguments with amiable communicators who prioritize harmony and hesitate to dissent. These differences may create conflicts in decision-
making. Whereas, problem-solving methods differ too. Expressive individuals go for bold approaches, while amiable team members focus on consensus-building and addressing everyone's concerns. These varied approaches might cause delays or conflicts in executing complex projects.
2)
If I were to change four team members, I would consider these communication styles:
Analytical Communicators: Adding a few analytical communicators could make the team more organized and detail-focused. They will work well with expressive team members by making sure decisions are based on data and careful thinking, which helps in handling complex situations. Driver Communicators: Bringing in a couple of driver communicators who are assertive and focused on results and efficiency could balance out the friendly personalities. They will push for quicker decisions when needed and keep the team on track to meet tight project deadlines.
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5.
You have been hired by a large organization to manage the design and build of a new addition to their office building. You are not familiar with the organization. Having taken Algonquin College’s Project Communications class, you know that managing communications is critical to project success (in fact, you know that 90% of your time will be spent communicating). List three aspects of the organization you will try to learn about and state why it is important to know about them to be able to manage communications in your project.
ANSWER – Understanding key aspects of the organization is very important for effectively managing communications in a project like designing and building a new office addition. The three aspects of the organization I will learn about are:
1. Culture and Values: It is crucial to know culture and values for better communication in the company. Every place has its own way of talking and sharing info. Some might be all about structure and formality, while others are more chill and teamwork-focused. Knowing this helps talk in a way that fits in with their style, making sure everyone gets what you're saying.
2. Roles and responsibility: Figuring out who’s important in the company and what they care about is a big deal. Each person has their role and influence, and understanding that helps talk to them in a way that makes sense. Like, bosses might want quick, to-the-point updates, while teams might need all the nitty-gritty details. Knowing this helps get everyone on board with what's going on.
3.Learning from the Past: Checking out how things were done before is very useful. Seeing what worked and what totally didn't in past projects helps to make sure we don't repeat mistakes. It's all about improving how we talk and work based on what has already happened.
6.
In class we discussed three environments that can impact communications in a project. List two
of the three environments and list a “tool” discussed in class that can be used to help manage communications in each environment. Explain why you would use each tool (you need to list a total of two tools, one for each environment).
ANSWER -Two environments that can significantly impact project communications are the internal environment (within the organization) and the external environment (outside the organization).
Sure, here's a simplified version of what you wrote:
1.Physical Environment:
Tools for Working Together: There are software tools like Slack, Microsoft Teams, or Asana that help teams communicate and work together, even if they are in different places. These tools let people send messages in real time, share files, manage tasks, and talk in one central place. Using these tools helps connect everyone, no matter where they are, so everyone knows what's happening with the project.
2. Social Environment:
Learning About Different Culture: Sometimes, teams have people from different cultures. Having sessions where everyone learns about different cultures helps everyone understand each other better. It teaches us
how to communicate better and be respectful of different ways of doing things. This is really useful when working with a team that has people from different cultures.
7.
You have been hired to manage a software development project. The project team will consist of 5 team members. Each team member will be located in their home country and the project will be managed virtually. One member is from Canada (French is her first language), one member is from India, one member is from South Korea, one member is from Silicon Valley (in the US), and one member is from London, England. All members speak English, but it is not the first language for many. As you begin to put your communications management plan together you realize many communication barriers may prevent you from effectively managing communications on this project
.
List the four communication barriers discussed in class
List three possible contributors to each barrier (i.e., something that may exist or not exist, or something that may happen or not happen).
List one thing you will do as the project manager to help remove each of the barriers (one action
per barrier for a total of four actions)
ANSWER
1
The four communication barriers discussed in class our :
Language barriers
Cultural barriers
Emotional barriers
Physical barriers
2
Three possible contributors to each barrier are:
Possible contributors to Language Barriers:
People on the team have different levels of English skills.
Accents, dialects, and sayings can cause confusion.
Sometimes, it's easy to misinterpret due to the subtle nuances in language.
Possible contributors to Cultural Barriers:
Everyone comes from different cultures, which means different ways of doing things.
Our views on hierarchy, decision-making, and handling conflicts might clash.
Some of us see time and deadlines differently.
Possible contributors to Emotional Barriers:
Trust and connections among team members might not be strong.
Fear of being judged or misunderstood can hold us back.
Personal stress might affect how we communicate.
Possible contributors to Physical Barriers:
Different time zones causing scheduling conflicts.
Limited or inconsistent access to technology or internet connectivity.
Distractions or interruptions in home environments.
3
One thing I will do as the project manager to help remove each of the barriers(one action per barrier for a total of four actions):
Action for language barriers: I will do Regular Language Training Sessions in which I will organize language training or communication workshops to clarify terminologies, encourage open discussions, and improve language proficiency among team members.
Action for cultural barriers: I will do cultural sensitivity Training and conduct workshops or training sessions to increase awareness and understanding of each other's cultural nuances, communication preferences, and nonverbal cues.
Action for emotional barriers: I will do regular check-ins and teambuilding Activities by organizing regular virtual meetings, teambuilding exercises, and informal sessions to maintain trust, resolve conflicts, and address emotional concerns.
Action for physical barriers: I will use technology support and a flexible Schedule it will provide adequate technical support, it will utilize collaboration tools effectively, and create flexible schedules to accommodate different time zones and working hours
8 You have been asked to help a new project manager in your organization. He is struggling to put together a project communications management plan. Since your organization does not have a template
available and the Organizational Process Assets are not developed, you provide him with a recommendation about what should be included in the plan (it is a standalone plan and is not part of a larger project management plan).
a.
What components do you recommend he include in the plan?
b.
Why do you recommend the various components be included (one reason for each component?)
ANSWER
the recommended components and reasons for including those components in this plan are:
Components of the Project Communications Management Plan:
1. Communication and Analysis with Stakeholders Conditions:
Reason: By identifying stakeholders and considering their communication preferences, interests, and information needs, tailored and pertinent communication can be ensured, which will increase support and involvement.
2. Goals and Objectives of Communication:
Reason: Establishing clear communication goals helps the team work together and makes sure that
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messages have a purpose, whether that aim is to inform, convince, or engage stakeholders.
3. Channels and Techniques of Communication:
reason: Determining the best ways to communicate depends on the content and preferences of the audience. By outlining the different channels (email, meetings, reports, etc.) and styles (formal, informal), we can choose when and what type of communication channel is required.
4. Positions and Accountabilities:
Reason: By making it clear who is in charge of communication duties and approvals, communication workflows are streamlined, accountability is guaranteed, and misunderstanding is avoided.
5. Frequency and Schedule of Communication Plan:
reason: Determining the best time and frequency for communication guarantees consistent updates, sustains stakeholder involvement, and avoids delays or information gaps.
6. Protocols for Escalation:
reason: By recording the routes of escalation for unresolved disputes or communication problems, it can guarantee resolution and keep communication breakdowns from impeding project development.
7. Communication Risk Management: Reason: By recognizing possible communication risks (such as miscommunications or misinterpretations) and developing mitigation techniques it will help in taking proactive measures to reduce their effects.
8. Mechanisms for Feedback and Evaluation:
Reason: By including techniques for obtaining input from stakeholders and assessing the efficacy of communication, communication strategies may be continuously improved and modified.
9 You are a well-respected project manager in your organization. Your colleague is having a challenge finding a solution to a problem on her project. Her team is currently stuck and cannot come up with any good solutions. She has asked you to facilitate a brainstorming session with her team in an attempt to come up with some new ideas that may be useful.
a)
What is your role as a facilitator?
b)
To be a good facilitator, what are four things you should do (or not do)?
c)
What are four rules you will apply to facilitate a good brainstorming session?
d)
Why might brainstorming be a good exercise for this project
?
ANSWER
A ) My role as a Facilitator: I will guide and manage the brainstorming process without imposing any extra ideas or dominating the discussion. I will encourage participation, foster a collaborative environment, and ensure the team stays focused on generating creative solutions.
B ) To be a good facilitator, I should encourage open participation and ensure everyone feels comfortable sharing ideas without fear of judgment. even encourage the quieter team members to contribute.
2. I will avoid expressing personal opinions or favoritism towards any specific ideas as my role is to guide the process, not influence the outcome.
3. I will manage time effectively and keep the session on track and within the allocated time frame. This helps maintain momentum and prevents discussions from veering off course.
4. Throughout the session, I will summarize key points, clarify suggestions, and ensure everyone understands the ideas presented before moving forward.
C ) Rules for a Good Brainstorming Session:
1. Defer Judgment: it will encourage participants to generate ideas freely without criticism or evaluation during the initial brainstorming phase.
2. Encourage Quantity: it will help in focusing on generating a large number of ideas. Quantity often leads to more creative solutions and allows for diverse perspectives.
3. Build on Ideas: this rule will help participants to piggyback or combine ideas, fostering a collaborative atmosphere where ideas can be developed further.
4. Stay on Topic: by implementing this rule discussions will remain relevant to the problem at hand and it can be Redirected if the conversation drifts away from the intended focus.
D ) Benefits of Brainstorming for the Project:
Brainstorming has various advantages for a project, including the promotion of varied viewpoints, the promotion of creativity and invention, and the promotion of team participation and ownership. It invites varied team members to contribute, providing for a more thorough approach to the problem. Brainstorming also promotes a sense of ownership and commitment among the team members, which increases motivation and buy-in for the ideas. The team may handle the project problem creatively and cooperatively by organizing organized and inclusive brainstorming sessions.
10
You have been managing a very important, but controversial project for your organization. You have been asked by the VP of Finance to provide a presentation to the finance department about your project. The department has 175 employees and you will be presenting at their next “all team” meeting (all members will be present). Being a professional project manager, you know this
is a great opportunity to showcase your project and properly inform the audience. It is a great communication opportunity for your project, and you!
a.
List three things you are going to do to help ensure your project does not fail
b.
Explain what you are going to do to prepare for your presentation
c.
Explain what you are going to do to ensure your audience leaves with the information you need them to know about your project
ANSWER
1
Three things I will do to help ensure the project does not fail are:-
A ) Knowing my Audience: Understanding the concerns, priorities, and perspectives of the finance department will help tailor the presentation to address their specific interests and potential concerns related to the project.
Prepare Thoroughly: I will ensure that the project status, achievements, challenges, and plans are
well documented and organized for clear communication during the presentation.
Highlight Benefits and Value: I will emphasize how the project aligns with financial goals, cost savings, revenue generation, or any other financial implications that showcase its value to the organization.
B ) Preparation for the Presentation:
Preparing for the presentation involves three important steps. First, it's crucial to learn about what the finance department cares about. This means understanding their goals, the problems they face, and what matters most to them. Then, by using this info will help in my presentation, I will make sure it connects with what they find important. Next, I will organize my communication in a way that tells a clear story. I will start with where the project began, and talk about where it stands and then, its successes, challenges, and what's coming next. I will use pictures, numbers, and real-life examples to make points clear and interesting. C ) Ensuring Audience Understanding and Engagement:
To make sure everyone remembers what I want them to know about the project, I will keep things clear and simple during the presentation. I will repeat the most important points a few times to make sure they stick. Also, I will use visuals like pictures or graphs to help explain things better. I will make sure to summarize the main ideas at the end so everyone leaves with a clear picture of what the project is about, where it's heading, and why it's important for the finance team and the whole organization. Finally, I'll offer a way for them to reach out if they have more questions or want more details later on. That way, I can ensure they've got the key information and know how to get more if they need it.
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