A project team member complained to the project manager that they are not sure if they are working on the latest requirements document because it was emailed to them about one week ago. They mentioned that, in the past, they worked on a document for more than 20 hours only to find out later that another learn member had already updated that same document but did not send them the latest revisions.
What should the project manager do to avoid this situation in the future?
To prevent confusion and ensure that team members always have the latest version of documents, the project manager should update the communications management plan. This plan should establish clear protocols and methods for sharing documents, such as using centralized repositories or collaboration tools, ensuring that everyone has access to the most recent versions. This addresses the root of the problem directly by enhancing communication efficiency and document management within the team.
Very tricky question, B is the thing you should implement to control document version and communication channel. this question is look like they don't have PMIS. so should implement PMIS first.
Before using a new tool, the communication plan should be updated. C should be in front of B.
Anyone know why C is not the right answer? For me, B comes after C.
You're right ! Option C is the most appropriate because it directly addresses the problem by emphasizing the importance of ensuring the correct and timely distribution of updated documentation. By updating the communications plan, the project manager can establish clear protocols and methods for sharing documents, ensuring team members have access to the most recent versions.
Updating the communications management plan might help, but it still relies on manual processes and individual diligence to ensure the correct document versions are communicated. It does not provide the systematic solution that a PMIS offers.
PMIS is nice but you need budget for that. You cannot simply decide on it yourself. C is the only option with immediate effect.-
PMIS first
PMIS first then update the communications management plan.
Centralized repository, collaboration tools, process engancement.
B. Implement a Project Management Information System (PMIS). A PMIS is a set of procedures, equipment, and methodologies used for collecting, analyzing, storing, and reporting information required for project management. By implementing a PMIS, the project manager can ensure that all team members have access to a centralized repository where the latest versions of all project documents, including requirements documents, are stored and managed. This approach reduces the risk of team members working on outdated documents and improves overall project communication and efficiency.
Implementing a PMIS provides a centralized platform where project documentation, including requirements documents, can be stored, updated, and accessed by team members. This helps in avoiding version control issues associated with emailing documents back and forth. A PMIS provides version tracking, access controls, and ensures that team members are working with the most up-to-date information. It enhances collaboration and communication within the team, reducing the risk of working on outdated documents.
To avoid future issues of team members working on outdated project documents, the project manager should update the communications management plan. This involves implementing measures such as using collaboration tools or centralized repositories to ensure access to the latest document versions. By reinforcing communication and document management processes, the team can reduce the risk of wasted effort, rework, and confusion resulting from working with obsolete project information.
Ans B Question is what should have the Project manager done in the first place. These are requirements and not something that can be handled through a communication plan. They need to have a good PMIS which takes care of version control etc. So it is B.
Communication management can give you direction what needs to be done but PMIS will ensure that latest files would always be used. It's more a like gurantee.