Home > Articles

Communication and Meeting Management

In this sample chapter from CompTIA Project+ PK0-005 Cert Guide, 2nd Edition, you will learn various communication factors and modes, common challenges to team communication, and the purposes of meeting-specific roles. This chapter covers the following objectives for the CompTIA Project+ exam: (1.8) Compare and contrast communication management concepts and (1.9) Given a scenario, apply effective meeting management techniques.

This chapter is from the book

This chapter covers the following topics:

  • Assess Methods of Communication: Understanding synchronous and asynchronous, written and verbal, formal and informal, and external and internal communication

  • Develop Communication Platforms/Modalities: Considering communication types (status updates, issues, and so on), methods/platforms (email and dashboards), and recipients (project manager, team lead, and team member)

  • Manage Project Communication: Overcoming communication challenges, language barriers, time zones/geographical factors, technological factors, and cultural differences, maintaining the integrity and security of communication records, and archiving

  • Control Project Communication: Escalating communication issues and revising the communication plan

  • Meeting Roles: Understanding facilitators, scribes, and attendees/target audiences

  • Meeting Tools: Understanding the benefits of agenda setting/publishing, timeboxing, action items, meeting minutes, and follow-ups

  • Meeting Types: Includes collaborative meetings (workshops, focus groups, joint application development/joint application review sessions, and brainstorming), informative meetings (demonstrations/presentations, stand-ups, and status meetings), and decisive meetings (refinement, task setting, and project steering committee meetings)

Communication is the lifeblood of project work; in fact, Project Management Institute (PMI) has estimated that project managers spend 90% of their working time in communication. For this reason, the ability to facilitate effective, efficient communication is one of the most important skills the project manager can have. In addition, communication technologies must be chosen carefully based on the needs of the stakeholders. Factors that can affect the choice of a communication technology include how urgently the information is needed, the availability of a communication technology, its ease of use, the project environment, and the sensitivity or confidentiality of the information.

Communication is formally governed by the communication plan, the escalation plan, the stakeholder engagement plan, and the records management plan. Because CompTIA considers communication development a crucial part of project planning, these plans are covered in Chapter 9, “Project Life Cycles, Discovery/Concept Preparation Phase, and Initiating Phase Activities,” and Chapter 10, “Planning Phase Activities.” For the purposes of this chapter, you only need to know that the communication plan lists the tempo, format, and channels for distributing project information throughout the project’s Executing and Closing phases. The project manager is responsible for knowing when and how involved parties should be kept in the loop and how records should be maintained.

This chapter also covers the various communication factors and modes, common challenges to team communication, and the purposes of meeting-specific roles. Finally, it discusses the three main categories of project meetings, their target audiences, and their intended outcomes and purposes.

This chapter covers the following objectives for the CompTIA Project+ exam:

  • 1.8 Compare and contrast communication management concepts.

  • 1.9 Given a scenario, apply effective meeting management techniques.

“Do I Know This Already?” Quiz

The “Do I Know This Already?” quiz allows you to assess whether you should read this entire chapter thoroughly or jump to the “Exam Preparation Tasks” section. If you are in doubt about your answers to these questions or your own assessment of your knowledge of the topics, read the entire chapter. Table 7-1 lists the major headings in this chapter and their corresponding “Do I Know This Already?” quiz questions. You can find the answers in Appendix A, “Answers to the ‘Do I Know This Already?’ Questions and Review Quizzes.”

Table 7-1 “Do I Know This Already?” Section-to-Question Mapping

Foundation Topics Section


Assess Methods of Communication


Develop Communication Platforms/Modalities


Manage Project Communication


Control Project Communication


Meeting Roles


Meeting Tools


Meeting Types


  1. What is considered the most effective method of communication?

    1. Written communication

    2. Formal communication

    3. Nonverbal communication

    4. Face-to-face communication

  2. You are hired to take over an active project. Based on the previous project manager’s notes, you are concerned about conflict between two team members. What is the best method of determining whether the team members can successfully communicate without impeding project work?

    1. Hold separate face-to-face meetings with each of the team members.

    2. Hold a single face-to-face meeting with both team members.

    3. Send an email to each of the team members.

    4. Hold a single virtual meeting with both team members.

    5. Carefully observe how the team members interact during meetings.

  3. Which tasks would a project manager perform when developing communication platforms for the project? (Choose all that apply.)

    1. Purchase a new enterprise license for a chat application.

    2. Establish internal communication accounts for external contractors.

    3. Tailor the platform to the needs of the project.

    4. Secure the credentials for the social media account used for project communication.

  4. All members of a virtual project team speak the same language but live in various areas around the world. What are the two most likely communication issues the team will need to address?

    1. Language barriers and cultural differences

    2. Geographical factors and cultural differences

    3. Language barriers and geographical factors

    4. Geographical factors and personal preferences

  5. A project manager is struggling to find an acceptable time for international team members to have a video conference. Scheduling the meeting at 1:00 p.m. EST might allow London team members to join (6:00 p.m. GMT) but would exclude New Delhi team members by falling at 11:30 p.m. IST. Which communication challenge must be resolved?

    1. Cultural differences

    2. Technological factors

    3. Geographical factors

    4. Time zone factors

  6. The application your project is designing will have several proprietary features that must be protected. A stakeholder has requested access to a report that includes confidential development information, but they are not approved to receive it. What should you do?

    1. Consult with the project sponsor to verify that the stakeholder needs the information.

    2. Deny the stakeholder’s request.

    3. Grant the stakeholder access and note the change in the communication plan.

    4. Give the stakeholder a redacted copy of the report, removing the confidential data.

  7. A business analyst frequently drops by your team member’s office to convey the customer’s questions about the project. As a result, the team member stops work and spends time researching answers that she does not immediately have. What would help her stay on task with fewer interruptions? (Choose two.)

    1. Timeboxing

    2. Escalation plan

    3. Communication plan

    4. Stakeholder engagement plan

  8. Which project document or artifact is created by the meeting’s scribe?

    1. Meeting agenda

    2. Meeting minutes

    3. Printed media

    4. Status report

  9. Some speakers linger too long over their topics in the weekly status meeting and do not leave enough time for the final Q&A session. What would ensure the full agenda is covered in a meeting?

    1. Timebox

    2. Action item

    3. Communication plan

    4. Follow-up

    5. Cadence

  10. Which meeting type would describe a daily stand-up?

    1. Collaborative

    2. Recurring

    3. Decisive

    4. Informative

  11. Which type of meeting would not be used to capture new product requirements from attendees?

    1. Focus group

    2. JAD session

    3. Brainstorming

    4. Demonstration

Pearson IT Certification Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from Pearson IT Certification and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about Pearson IT Certification products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites; develop new products and services; conduct educational research; and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by Adobe Press. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.pearsonitcertification.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020