TPM Stakeholder Management and Communication 3 — Questions and Answers
Question 1: Which technique is MOST effective when a stakeholder raises a new requirement late in the program lifecycle?
- Immediately add it to the backlog without discussion
- Perform an impact analysis and present trade-offs before accepting the change (Correct answer)
- Reject the requirement to protect the schedule
- Assign a new team to deliver the requirement in parallel
Correct answer: Perform an impact analysis and present trade-offs before accepting the change
An impact analysis provides objective data on cost, schedule, and risk, enabling stakeholders to make an informed trade-off decision.
Question 2: A RACI matrix is used in stakeholder management primarily to:
- Track task completion dates
- Clarify roles and decision-making authority across stakeholders (Correct answer)
- Measure stakeholder satisfaction levels
- Document communication preferences
Correct answer: Clarify roles and decision-making authority across stakeholders
A RACI matrix defines who is Responsible, Accountable, Consulted, and Informed for each decision or deliverable, eliminating role ambiguity.
Question 3: During a program status meeting, a stakeholder publicly contradicts the TPM's risk assessment. The TPM should:
- Defend the original risk assessment assertively in the meeting
- Acknowledge the perspective, note the disagreement, and schedule a follow-up to review the data together (Correct answer)
- Immediately update the risk register to match the stakeholder's view
- Escalate the disagreement to the program sponsor during the meeting
Correct answer: Acknowledge the perspective, note the disagreement, and schedule a follow-up to review the data together
Acknowledging disagreement publicly while deferring to a private data-driven review preserves relationships and ensures the correct assessment is reached.
Question 4: What is the primary purpose of a stakeholder communication plan?
- To schedule all project meetings for the year
- To define what information each stakeholder receives, when, and through which channel (Correct answer)
- To document stakeholder contact information
- To track stakeholder attendance at program reviews
Correct answer: To define what information each stakeholder receives, when, and through which channel
A communication plan ensures each stakeholder receives relevant, timely information through their preferred channel, reducing noise and gaps.
Question 5: A TPM's program is dependent on a vendor milestone. The vendor is at risk of slipping. Who should the TPM notify first?
- The legal team to review the vendor contract
- Internal stakeholders who depend on the vendor deliverable, along with a contingency plan (Correct answer)
- The vendor's CEO directly
- No one, until the slip is confirmed
Correct answer: Internal stakeholders who depend on the vendor deliverable, along with a contingency plan
Internal stakeholders need early warning plus a contingency plan so they can adjust their plans before the slip materializes.
Question 6: Which of the following BEST describes 'active listening' in a stakeholder meeting?
- Taking detailed notes on everything said
- Paraphrasing and asking clarifying questions to confirm understanding (Correct answer)
- Remaining quiet and letting stakeholders speak without interruption
- Nodding to signal agreement with all points raised
Correct answer: Paraphrasing and asking clarifying questions to confirm understanding
Active listening involves paraphrasing and asking clarifying questions to ensure the TPM accurately understands the stakeholder's intent and concerns.
Question 7: A cross-functional program involves stakeholders from engineering, legal, finance, and marketing. Communications are most likely to break down due to:
- Too many status reports
- Differing terminology, priorities, and mental models across functions (Correct answer)
- Lack of meeting rooms
- Stakeholders being in different time zones
Correct answer: Differing terminology, priorities, and mental models across functions
Cross-functional teams often use different jargon and have competing priorities, which creates misunderstandings if the TPM doesn't bridge those gaps.
TPM Stakeholder Management and Communication 3
Which technique is MOST effective when a stakeholder raises a new requirement late in the program lifecycle?