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Learn how to plan, manage, and monitor communication in predictive projects.
🎥 Watch PMP Exam Prep video series: https://www.youtube.com/playlist?list=PLaZjaTadwi1sDBAXtUd6JI5_FUsIJjpAT
How do project managers ensure the right information reaches the right stakeholders at the right time? In this video, we focus on Waterfall Project Communications Management, covering how communication is planned, executed, and monitored to support alignment, transparency, and governance in predictive environments.
This is the eighth video in our 15-part Waterfall Review & Question series. You’ll learn about communication models, methods, channels, stakeholder-specific tailoring, and common communication barriers — then test your understanding with 10 scenario-based practice questions (Questions 71–80) and detailed explanations.
✅ You’ll learn how to:
• Plan communications by defining stakeholder information needs, methods, and timing
• Distinguish between interactive, push, and pull communication methods
• Apply the communication channels formula to assess complexity
• Use structured reports and dashboards to support predictive governance
• Monitor communication effectiveness using feedback and observations
• Recognize and address barriers such as noise, culture, language, and informal channels
By practicing these questions, you’ll strengthen your ability to manage formal communication, support decision-making, and maintain alignment — all essential skills for the PMP® exam and predictive project success.
Chapters:
0:00 Project Communications Management Overview
3:00 Question 71
5:02 Question 72
Show More Show Less View Video Transcript
0:00
The topic we'll cover is waterfall
0:01
communications management. The processes
0:03
that ensure information flows
0:05
effectively so stakeholders remain
0:07
informed and engaged throughout the
0:09
project. In predictive projects,
0:11
communication starts with plan
0:13
communications management. This process
0:16
determines who needs what information,
0:18
when they need it, how it should be
0:19
delivered, and in what format. The
0:21
output is the communications management
0:23
plan, which sets expectations for all
0:26
stakeholders and ensures consistency.
0:29
The next process is manage
0:30
communications which is about
0:32
collecting, creating and distributing
0:34
project information. The project manager
0:36
uses tools such as status reports,
0:38
progress reports, dashboards and
0:40
meetings to keep stakeholders informed.
0:43
The third process is monitor
0:44
communications which ensures that the
0:46
information being shared is actually
0:49
reaching the intended stakeholders and
0:51
meeting their needs. This step
0:53
emphasizes feedback and adjustment to
0:55
maintain effective communication. The
0:58
exam may also test on communication
1:00
models. A basic model includes the
1:02
sender, the message, potential noise
1:05
that distorts the message, the receiver,
1:07
and feedback to confirm understanding.
1:10
You should also know the different
1:12
communication methods. Interactive
1:14
communication is two-way, such as
1:16
meetings and phone calls. Push
1:18
communication sends information to
1:19
recipients, such as through emails or
1:22
memos. Pull communication makes
1:24
information available for stakeholders
1:26
to access when needed, such as a shared
1:29
portal or knowledge repository. Another
1:32
important exam concept is the
1:34
communication channels formula, which is
1:36
n * n minus1 / 2. This formula shows how
1:41
the number of potential communication
1:43
channels grows rapidly as team size
1:46
increases, making coordination more
1:48
complex in larger teams. Effective
1:51
communication also requires tailoring
1:53
information based on stakeholder needs
1:55
considering their level of influence,
1:57
interest, and role in the project. For
2:00
predictive projects, there is a strong
2:03
emphasis on formal written reports,
2:05
structured documentation, and
2:07
hierarchical information flow. This
2:10
reflects the need for clear records and
2:12
approvals in more traditional
2:14
environments. Finally, be aware of
2:17
common barriers to effective
2:18
communication such as language
2:20
differences, cultural issues, time
2:22
zones, noise, or selective listening.
2:25
Project managers must actively work to
2:28
overcome these barriers to ensure
2:30
clarity and alignment. So, predictive
2:33
communications management is about
2:34
planning clear communication strategies,
2:37
managing the flow of information,
2:39
monitoring effectiveness, and tailoring
2:42
messages to stakeholders while
2:44
emphasizing formal documentation, and
2:46
structured reporting. Now, we'll go
2:48
through practice questions that test
2:50
your knowledge of communication models,
2:52
methods, channels, stakeholder needs,
2:54
and barriers to effective communication
2:56
in predictive projects. Let's get into
2:59
our first question on this topic.
3:01
Question 71. During the initiation phase
3:04
of a predictive project, several
3:07
stakeholders express concern about
3:08
receiving inconsistent updates across
3:11
departments. The project manager wants
3:13
to ensure communication expectations are
3:16
clearly defined for the rest of the
3:17
project. What should the project manager
3:20
do next? A. Schedule recurring crossf
3:23
functional meetings to promote
3:24
transparency and alignment. B. Create a
3:28
stakeholder engagement plan to manage
3:30
interest and influence. C. Define what
3:33
information stakeholders need, when, and
3:36
how it will be delivered. D. Prepare a
3:39
communications audit to identify and
3:41
correct current communication gaps. You
3:44
can pause the video here if you need
3:46
more time to work on the question. The
3:49
correct answer is C. This question tests
3:52
your understanding of the plan
3:54
communications management process in
3:56
predictive environments. The focus here
3:58
is on establishing clear expectations
4:00
for communication before the project is
4:02
in full swing. Choice C is the best
4:05
option because it reflects exactly what
4:08
the plan communications management
4:10
process is designed to do. Determine who
4:13
needs what information when, how, and in
4:15
what format. This helps eliminate
4:17
confusion and ensures consistency from
4:20
the start. Choice A is incorrect. While
4:23
recurring meetings can support
4:25
communication, they are part of managing
4:27
communication, not planning it. Meetings
4:29
alone won't resolve stakeholder concerns
4:31
about inconsistency if expectations
4:33
aren't clearly defined. Choice B is
4:36
incorrect. The stakeholder engagement
4:38
plan focuses on interest and influence,
4:40
not communication, timing, methods, or
4:43
formats. It's related, but not the best
4:45
tool here. Choice D is incorrect. A
4:48
communications audit is a tool used
4:50
during monitoring, not planning. It's
4:53
useful for identifying problems, but
4:55
this situation is about preventing
4:57
misalignment, not diagnosing it. Let's
5:00
move on to the next question if you're
5:01
ready. Question 72. Halfway through a
5:05
predictive project, stakeholders
5:07
complain they are receiving inconsistent
5:09
project updates from different team
5:11
members. The project manager wants to
5:13
ensure future updates are reliable,
5:15
timely, and aligned with the
5:17
communication plan. What should the
5:19
project manager do? A. Use approved
5:22
communication tools to create and
5:24
distribute formal project information.
5:27
B. Conduct a stakeholder survey to
5:29
assess preferred update formats and
5:31
frequencies. C. Update the stakeholder
5:34
engagement plan to reflect evolving
5:36
communication needs. D. and hold a
5:39
lessons learned session to understand
5:41
root causes of prior miscommunication.
5:43
You can pause the video here if you need
5:45
more time to work on the question. The
5:48
correct answer is A. This question tests
5:51
your knowledge of the managed
5:53
communications process in predictive
5:55
projects. At this stage, the focus is on
5:57
executing the communication plan,
6:00
delivering accurate, consistent
6:01
information through the correct
6:03
channels. Choice A is the best option
6:06
because it aligns directly with the
6:07
process of managing communications,
6:09
creating and distributing formal project
6:12
information using approved methods like
6:14
dashboards, reports, and structured
6:16
updates. Choice B is incorrect. A survey
6:19
may be useful, but this situation isn't
6:21
about planning, it's about execution.
6:23
The communication plan already exists.
6:26
The issue is inconsistent application.
6:28
Choice C is incorrect. The stakeholder
6:30
engagement plan deals with managing
6:32
influence and interest, not the
6:33
mechanics of communication execution.
6:36
Choice D is incorrect. Lessons learned
6:39
are conducted later in the project or
6:41
phase. The issue here requires immediate
6:43
correction through consistent execution.
6:46
Let's move on to the next question if
6:48
you're ready. Question 73. On a
6:51
predictive project, the project manager
6:53
notices that although status reports are
6:55
sent on schedule, some stakeholders
6:57
remain confused about progress and
6:59
upcoming risks. What should the project
7:01
manager do to improve communication
7:03
effectiveness? A. Increase the frequency
7:06
of status report distribution to reduce
7:08
misunderstanding.
7:10
B. Replace written reports with visual
7:12
dashboards to simplify the presentation.
7:15
C. Review feedback and stakeholder
7:18
responses to ensure communications are
7:20
achieving intended outcomes. D. Schedule
7:24
a meeting to reiterate the project's
7:26
objectives and update the communication
7:28
plan. You can pause the video here if
7:31
you need more time to work on the
7:32
question. The correct answer is C. This
7:35
question tests your understanding of the
7:38
monitor communications process in
7:40
predictive projects. It's not enough to
7:42
send reports. The project manager must
7:45
ensure that communications are actually
7:47
being received, understood, and meeting
7:49
stakeholder needs. Choice C is the best
7:52
option because it focuses on assessing
7:54
communication effectiveness using
7:56
stakeholder feedback, observations, or
7:59
responses. This aligns directly with the
8:02
purpose of monitor communications.
8:04
Choice A is incorrect. Sending updates
8:07
more frequently doesn't guarantee
8:09
clarity or effectiveness, especially if
8:12
the reports are already being
8:13
misunderstood. Choice B is incorrect.
8:17
Switching formats may help, but without
8:19
validating what's not working through
8:21
feedback, this change could miss the
8:23
mark. Choice D is incorrect. Revisiting
8:26
project objectives or updating the plan
8:28
may be useful long-term, but the
8:30
immediate priority is to assess how
8:32
current communications are performing.
8:35
Let's move on to the next question if
8:36
you're ready. Question 74. During a
8:40
project meeting in a predictive
8:42
environment, the project manager
8:43
verbally assigns a critical task to a
8:46
remote team member. Days later, the task
8:48
remains incomplete. When questioned, the
8:51
team member says they didn't fully hear
8:53
or understand the assignment due to poor
8:55
audio quality. Which communication model
8:58
component caused this issue? A. The
9:01
sender failed to verify feedback and
9:04
confirm task understanding. E. Noise
9:07
interfered with the message, preventing
9:09
clear understanding. C. The receiver
9:12
misinterpreted the message due to lack
9:14
of context. B. The feedback loop was
9:17
skipped, delaying task confirmation. You
9:20
can pause the video here if you need
9:21
more time to work on the question. The
9:23
correct answer is B. This question tests
9:26
your understanding of the communication
9:28
model. Specifically, how messages can be
9:30
distorted between the sender and
9:32
receiver. One key element in the model
9:34
is noise. Any factor that disrupts or
9:36
distorts the transmission of a message.
9:39
Choice B is the best option because the
9:41
poor audio quality acted as noise, a
9:43
classic communication model element. It
9:46
prevented the receiver from clearly
9:47
hearing the message and contributed to
9:49
task failure. Choice A is incorrect.
9:52
While feedback is important, the core
9:54
issue in this scenario was the
9:56
interference during the message
9:57
transmission, not the sender's failure
10:00
to confirm understanding. Voice C is
10:02
incorrect. Misinterpretation may occur,
10:05
but this situation was caused by
10:07
distortion during delivery, not by a
10:09
lack of context or background. Choice D
10:12
is incorrect. Skipping feedback may lead
10:14
to confusion. But in this case, the
10:16
problem started with unclear reception
10:18
due to noise. Feedback wouldn't help if
10:21
the original message was garbled. Let's
10:23
move on to the next question if you're
10:25
ready. Question 75.
10:28
A project manager distributes a weekly
10:30
progress report via email to all
10:32
stakeholders on a predicted project. The
10:34
report contains key metrics but is not
10:37
followed up with meetings or
10:38
confirmation that stakeholders have
10:40
reviewed it. What type of communication
10:42
method is being used? A. Push. B
10:46
interactive. C. pull D. Passive. You can
10:51
pause the video here if you need more
10:53
time to work on the question. The
10:55
correct answer is A. This question tests
10:58
your understanding of communication
11:00
methods in a predictive project
11:02
environment. PMI defines three core
11:05
methods: push, pull, and interactive.
11:08
Each is suited to different stakeholder
11:10
needs and levels of engagement. Choice A
11:14
is the best option because push
11:15
communication involves sending
11:17
information to recipients such as
11:19
through emails or reports without
11:21
requiring confirmation that it was
11:23
received or understood. This is exactly
11:26
what's happening in the scenario. Choice
11:28
B is incorrect. Interactive
11:30
communication involves two-way exchange
11:33
like meetings or phone calls where
11:35
confirmation and discussion are part of
11:37
the interaction. That's not present
11:40
here. Choice C is incorrect. Pull
11:42
communication refers to information
11:44
stored in a central location like a
11:46
shared portal that stakeholders access
11:48
on their own. This report was pushed
11:50
out, not stored for retrieval. Choice D
11:54
is incorrect. PMI does not define a
11:56
communication method called passive.
11:59
This choice is a distractor and does not
12:01
represent a valid communication method
12:03
within PMI's framework. Let's move on to
12:06
the next question if you're ready.
12:08
Question 76. A predictive project team
12:12
currently has seven members, including
12:14
the project manager. Due to a recent
12:16
organizational change, two additional
12:19
team members will be added to the
12:21
project next week. Assuming all team
12:23
members need to communicate with each
12:25
other, how many total communication
12:27
channels will exist after the new
12:29
members join? A 36, B28, C18,
12:35
D21. You can pause the video here if you
12:38
need more time to work on the question.
12:40
The correct answer is a. Use the
12:43
communication channels formula. n * n -1
12:48
/ 2 where n is the number of team
12:50
members. In this case, n = 7 existing
12:56
plus 2 new = 9. 9 * 9 - 1 / 2 = 9 * 8 /
13:03
2 = 36 communication channel. Let's move
13:07
on to the next question if you're ready.
13:09
Question 77. A project manager on a
13:12
large predictive project receives
13:14
feedback that a key stakeholder feels
13:16
overwhelmed by the level of detail in
13:18
project reports but still wants to stay
13:20
informed about major decisions and
13:22
risks. What is the most appropriate
13:24
action the project manager should take?
13:27
A. Summarize the full reports with key
13:29
highlights and continue sending them on
13:31
the same schedule. B. Provide tailored
13:34
updates that reflect the stakeholders
13:36
role and level of influence. C. Replace
13:39
written reports with regular meetings to
13:41
allow for more interactive
13:42
communication. D. Create a central
13:45
location where stakeholders can access
13:47
updates based on their own needs. You
13:50
can pause the video here if you need
13:52
more time to work on the question.
13:55
The correct answer is B. This question
13:58
tests your understanding of how to
14:00
tailor communication in predictive
14:02
environments. PMI emphasizes adjusting
14:05
the level, format, and frequency of
14:08
communication based on each
14:09
stakeholder's role, interest, and
14:12
influence. Choice B is the best option
14:14
because it reflects the principle of
14:16
stakeholder specific tailoring. Sending
14:18
the right level of information based on
14:20
what the stakeholder actually needs and
14:22
can act on. Choice A is incorrect.
14:25
Summarizing reports is a partial
14:27
improvement, but continuing the same
14:29
cadence may still overwhelm the
14:31
stakeholder and doesn't fully address
14:33
their feedback. Choice C is incorrect.
14:36
Meetings are valuable, but written
14:38
updates are still preferred in
14:39
predictive projects where formal
14:41
documentation and traceability are
14:43
emphasized. Choice D is incorrect. This
14:46
describes pull communication which could
14:49
be helpful but it shifts the burden to
14:51
the stakeholder rather than addressing
14:52
the communication need proactively.
14:55
Let's move on to the next question if
14:57
you're ready. Question 78. In a
15:01
predictive project, several department
15:03
heads have complained that project
15:04
updates are inconsistent across teams
15:07
and lack visibility into schedule
15:08
progress and risk exposure. What should
15:11
the project manager do to improve the
15:13
clarity and consistency of
15:14
communication? A. Allow each team to
15:17
highlight updates relevant to their area
15:20
using department specific templates. B.
15:23
Increase the cadence of executive
15:25
briefings to provide verbal summaries of
15:28
key metrics. C. Assign team leads to
15:31
contribute summary data for inclusion in
15:33
weekly project updates. D. Use
15:36
structured dashboards and status reports
15:38
to communicate key project data
15:40
consistently. You can pause the video
15:43
here if you need more time to work on
15:45
the question. The correct answer is D.
15:48
This question tests your understanding
15:50
of how to manage formal communication in
15:52
predictive environments. PMI emphasizes
15:55
structured, consistent documentation,
15:57
especially when communicating with
15:59
leadership and across functional areas.
16:02
Choice D is the best option because
16:04
dashboards and status reports provide
16:06
standardized, visible, and reliable
16:09
updates across the organization. These
16:11
tools help eliminate inconsistency and
16:14
ensure that key information like
16:16
schedule progress and risk exposure is
16:18
clearly communicated. Choice A is
16:21
incorrect. While allowing flexibility
16:23
might help teams feel comfortable, using
16:25
inconsistent templates undermines
16:27
visibility and comparability at the
16:29
program or executive level. Choice B is
16:33
incorrect. Verbal briefings may support
16:35
visibility, but they lack permanence and
16:37
are less effective than formal written
16:40
communication in predictive projects.
16:42
Choice C is incorrect. While team lead
16:45
contributions can support reporting,
16:47
relying on informal summaries risks
16:49
introducing variability and gaps, formal
16:52
tools are still necessary for
16:54
consistency. Let's move on to the next
16:56
question if you're ready. Question 79. A
17:00
predictive project is approaching a
17:02
governance milestone that requires
17:04
approval from a crossf functional
17:06
steering committee. Several committee
17:08
members expressed concern that prior
17:10
updates have been inconsistent across
17:12
functions and lacked supporting metrics.
17:15
What should the project manager do to
17:17
best support informed governance
17:19
decisions? A. Ask each functional lead
17:22
to present department specific updates
17:24
during the milestone review. B. Use
17:27
standardized reports to support
17:29
datadriven governance and reduce
17:31
reliance on informal updates.
17:34
C. Schedule one-on-one briefings with
17:37
key decision makers ahead of the
17:39
milestone to build alignment. D. Provide
17:42
a summary presentation with visual
17:44
highlights and talking points for
17:46
discussion. You can pause the video here
17:48
if you need more time to work on the
17:50
question. The correct answer is B. This
17:53
question tests your understanding of how
17:55
structured reporting supports project
17:57
governance in predictive environments.
17:59
Effective governance relies on timely,
18:02
accurate, and standardized data to
18:04
evaluate performance and authorize
18:06
progress. Choice B is the best option
18:09
because standardized reports ensure
18:11
consistency, traceability, and alignment
18:14
with governance requirements. They
18:16
provide decision makers with objective
18:18
data, minimizing reliance on informal or
18:21
fragmented updates. Choice A is
18:24
incorrect. Departmental updates may
18:27
reinforce silos and variability and
18:29
don't guarantee consistency or alignment
18:32
with governance standards. Choice C is
18:35
incorrect. While stakeholder briefings
18:37
help with influence and alignment, they
18:39
don't replace the need for documented
18:41
formal project reports. Choice D is
18:45
incorrect. Presentations are useful for
18:47
delivery, but without standardized
18:48
data-driven reports, they lack the
18:50
credibility required for governance
18:52
decisions. Let's move on to the next
18:55
question if you're ready. Question 80.
18:58
In a globally distributed predictive
19:00
project, a key change in vendor
19:02
compliance requirements was shared via
19:04
instant message with the subcontractor's
19:06
team lead. Days later, the vendor
19:08
delivers non-compliant work stating they
19:11
were unaware that the change had been
19:13
finalized. What is the most likely cause
19:15
of this communication breakdown? A. The
19:18
change was communicated too late to be
19:20
implemented within the vendor's
19:22
timeline. B. The subcontractor was not
19:25
involved in earlier discussions and
19:27
lacked context for the decision. C. The
19:30
team lacked access to the centralized
19:33
repository where compliance updates are
19:35
stored. D. The formal communication was
19:38
sent using an informal method leading to
19:40
misinterpretation.
19:42
You can pause the video here if you need
19:44
more time to work on the question. The
19:46
correct answer is D. This question tests
19:49
your ability to recognize communication
19:51
barriers in predictive environments
19:53
where formal methods are critical. PMI
19:56
expects project managers to use
19:57
structured traceable channels,
20:00
especially when communicating changes
20:01
related to compliance scope or
20:04
contracts. Choice D is the best option
20:06
because sending a finalized compliance
20:08
update via instant message, which is an
20:10
informal channel, increases the chance
20:12
it won't be interpreted or acted on
20:14
correctly. Predictive projects rely on
20:16
formal documentation for critical
20:18
communication. Choice A is incorrect.
20:22
There's no evidence that timing caused
20:24
the breakdown. The issue lies in how the
20:26
message was delivered. Choice B is
20:29
incorrect. Context can affect
20:31
understanding, but here the concern was
20:33
whether the change was final, not why it
20:35
was made. Choice C is incorrect. The
20:38
team lead received the update directly.
20:40
The issue was not about access to a
20:42
repository, but the format of the
20:44
message. Congratulations. You've just
20:47
completed all 10 questions on
20:49
communications management in waterfall
20:51
projects, bringing you to a total of 80
20:54
PMP practice questions completed so far
20:56
in this series. You're doing an amazing
20:59
job. Keep building momentum and
21:01
sharpening your exam readiness. If you
21:03
found this helpful, be sure to like the
21:05
video and subscribe to PM Aspirant for
21:07
more PMP prep content. When you're
21:10
ready, I'll see you in the next topic.