PFMP · Question #272
Stakeholders have complained to you that they are receiving redundant information and they prefer that you fix the issue promptly as it is time consuming for them. What is your best course of action?
The correct answer is A. Explain to the stakeholders why it is important that they keep receiving this information. When stakeholders receive redundant information, the first and best response is to explain why they need that information before making any changes to the communication plan.
Question
Stakeholders have complained to you that they are receiving redundant information and they prefer that you fix the issue promptly as it is time consuming for them. What is your best course of action?
Options
- AExplain to the stakeholders why it is important that they keep receiving this information
- BRe-assess and re-write the Communication Management Plan after analyzing the stakeholders
- CEscalate the issue to the governance board and ask them to take a decision regarding it
- DUpdate the communication matrix and remove them from it
How the community answered
(32 responses)- A72% (23)
- B9% (3)
- C16% (5)
- D3% (1)
Why each option
When stakeholders receive redundant information, the first and best response is to explain why they need that information before making any changes to the communication plan.
Before altering the communication management plan or removing stakeholders from the communication matrix, the portfolio manager should first engage stakeholders to clarify the purpose and value of the information they receive. This ensures informed decisions are made and stakeholder relationships are maintained. Removing or reducing communications without explanation could violate governance requirements or create gaps in stakeholder engagement.
Re-writing the entire Communication Management Plan is a disproportionate response before first engaging stakeholders to understand their specific concerns.
Escalating to the governance board is inappropriate for a communication complaint that the portfolio manager can and should address directly.
Removing stakeholders from the communication matrix without verifying they do not need the information risks non-compliance with governance requirements.
Concept tested: Stakeholder communication management and engagement
Source: https://www.pmi.org/pmbok-guide-standards/foundational/standard-for-portfolio-management
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