Stakeholder Communication & Relations Flashcards

A government agency stakeholder requires formal written approvals for all project decisions. What should the software manager incorporate into their communication plan?

Answer: A documented approval workflow with defined response time-boxes for formal sign-offs

Formal stakeholders in regulated environments require structured approval workflows with clear documentation to ensure compliance and maintain an audit trail.

What is the risk of over-communicating with stakeholders in a software project?

Answer: Information overload causes stakeholders to disengage or miss critical updates

Excessive communication volume can overwhelm stakeholders, causing them to ignore updates and increasing the likelihood that genuinely important messages are overlooked.

A software manager must communicate a significant project delay caused by a vendor failure. Which communication sequence is MOST appropriate?

Answer: Notify senior stakeholders and the sponsor first, then communicate to broader stakeholders with a recovery plan

Senior stakeholders and sponsors should be informed first so they are prepared for escalations; subsequent broader communication should include a recovery plan to maintain confidence.

Which of the following is an example of managing stakeholder expectations proactively rather than reactively?

Answer: Briefing stakeholders on potential risks before they materialize and presenting contingency options

Proactive expectation management involves surfacing risks and options before issues occur, giving stakeholders time to prepare and participate in mitigation decisions.

In the context of software project stakeholder relations, what does 'managing up' refer to?

Answer: Effectively communicating with and influencing senior executives and sponsors above the manager's level

Managing up involves strategically communicating with senior stakeholders, framing information to gain their support, address concerns, and secure resources needed for project success.

A software manager is preparing communication for a technically diverse stakeholder group that includes both developers and business executives. What is the best approach?

Answer: Tailor communication content and format separately for technical and non-technical audiences

Tailoring communication ensures that developers receive technical details they need while executives receive business-level summaries, maximizing relevance and comprehension for each audience.

Which of the following scenarios represents a breakdown in stakeholder communication governance?

Answer: Two team members give contradictory project status updates to the same stakeholder on the same day

Contradictory updates to the same stakeholder indicate a lack of communication governance, including undefined ownership of communications and no single source of truth for project status.