A project that is using an incremental approach has colocated team members and is using a kanban board to visualize the work in progress (WIP). A key external stakeholder requests that all project activities be placed on hold until a status report is distributed.
What should the project manager have done to avoid this situation?
In order to keep external stakeholders informed and engaged, the project manager should implement a proactive communication strategy. Sending weekly status update reports to all stakeholders ensures that everyone is kept in the loop regarding the project's progress. This regular communication helps to avoid disruptions and maintains transparency, preventing stakeholders from needing to halt the project to request information.
Shouldn't it be D? Since they use a Kanban board, the stakeholder can't get an understanding of the status of the project by looking only at project documentation (as claimed by A).
Not 100% sure but I will go with A because: 1. I think several stakeholders are not interested on receive weekly reports and may be will complain about it. 2. Does the weekly report frecuency satisfy all the stakeholders or maybe any of them require daily or twice a week report? 3. In Agile the best practice is to use information radiators
I think this explanation is correct as this is the closest and best out of all the answer choices since Info Radiator should be used. Since we dont have options like Burn Up or Burn Down chart this is the best option we can have as its Agile.
A. Stored project documentation in a shared folder. (stakeh.h needs report, not docs) B. Organized monthly meetings with the external stakeholders. (Could be, wants report) C. Invited all of the stakeholders to daily standup meetings. (NO NO NO) D. Sent weekly status update reports to all of the stakeholders. (Reports and DISTRIBUTED. The word ALL here makes sense)
The question is status report to be distributed. upload to share point is a pull method, how can the stakeholder know the status report is distributed if he never login to sharepoint. the problem in this question is the stakeholder want a status update, so D is a better choice
Project do not create report in Scrum way. So D is wrong answer. And A is pull method, which is appreciated in Scrum project for external stakeholders. In the meanwhile, for internal stakeholders are using KANBAN method.
"Stored project documentation"? The stakeholder asks just for project status and not ALL the project documentation. And you should SEND him this report instead of putting it in a folder and hoping he'll take it
Neither did the question asked for status to be sent to ALL stakeholders
A> pull method, but external stakeholder request to receive project documents B> focus on external stakeholder, and push method, I think the best option C> D>not a good option as not ALL stakeholders would like to receive the status report every week
I would go with A. ScrumOrg: "It would be best to make these radiators available, either physically or electronically, so that stakeholders can see them without the need for reports"
on second thought, Bard just made a good point "In the case of the question you presented, the project manager could have avoided the situation by making the kanban board available to the stakeholders and by sending out a brief weekly status update report. This would have allowed the stakeholders to see the project's progress without having to wait for a detailed report.". So the answer D seems to be reasonable as well
D. Sent weekly status update reports to all of the stakeholders.
D. Sent weekly status update reports to all of the stakeholders
I don't understand why this is A, as stakeholder can be some one who is outside of organisation with limited access about project.
D. Sent weekly status update reports to all of the stakeholders. Explanation: When using incremental approaches and methodologies like Kanban, it's important to keep stakeholders informed regularly to prevent them from feeling left out or uninformed, which can result in them making requests like putting project activities on hold. By sending regular (e.g., weekly) status update reports, stakeholders are kept in the loop regarding project progress.
A kanban board provides a transparent status report and gives information about Work In Progress (WIP). However stakeholders may require additional information on the project which is better to be shared using a push instead of a pull method. I think D is the most engaging approach for the stakeholder.
D yes, you have to be proactive and collaborative instead of one-way publishing information.
The project manager should have **sent weekly status update reports to all of the stakeholders** (Option D). This would have kept the stakeholders informed about the project's progress and any issues that may have arisen. This regular communication could have prevented the need for the stakeholder to halt all project activities until a status report is distributed. It's important to maintain open and frequent communication with all stakeholders, especially those who are key to the project. This helps to manage their expectations and keep them engaged with the project.
By sending weekly status update reports, the project manager can ensure that all stakeholders are kept in the loop with the necessary information, preventing the need for disruptive requests and maintaining smooth project progress.
GPT says: To avoid a situation where a key external stakeholder requests to halt all project activities until a status report is distributed, it is essential to ensure that stakeholders are regularly updated on the project's progress. The best way to achieve this is by providing consistent and timely communication that keeps stakeholders informed without needing to pause the project's activities. The most appropriate action the project manager should have taken is: D. Sent weekly status update reports to all of the stakeholders.