Module 2: Becoming an effective project manager
Test your knowledge: Learning more about project manager roles and responsibilities
Practice Assignment
1. Fill in the blank: _____ is how a project manager makes use of productivity tools and creates processes. The project manager may need to use certain tools and processes to do tasks like create a schedule and share information.
- Planning and organizing
- Managing tasks
- Budgeting and controlling costs
- Removing unforeseen barriers
Explanation:
Planning and organizing involve using tools and creating structured processes to ensure the project runs smoothly. This includes tasks like setting up schedules, assigning responsibilities, and sharing critical information with stakeholders and team members. These activities are foundational for establishing clear workflows and ensuring all team members understand their roles and deadlines.
2. Fill in the blank: _____ is how a project manager keeps track of the team's workload, ensures that things are getting done within a set period of time, and demonstrates progress to people outside the immediate team, like stakeholders.
- Budgeting and controlling costs
- Managing tasks
- Planning and organizing
- Removing unforeseen barriers
Explanation:
Managing tasks focuses on tracking the workload and ensuring deliverables are completed within the project’s timeline. This process includes assigning tasks, monitoring progress, and updating stakeholders on status reports. It ensures the project is on schedule and helps maintain accountability within the team.
3. Fill in the blank: _____ is how a project manager oversees the financial components of a project and mitigates project issues and risks as they come up.
- Planning and organizing
- Managing tasks
- Budgeting and controlling costs
- Removing unforeseen barriers
Explanation:
Budgeting and controlling costs refer to managing the project’s financial aspects, such as allocating resources effectively, tracking expenditures, and ensuring the project stays within budget. Additionally, this involves identifying and mitigating risks that could lead to unexpected expenses or delays, ensuring the project’s financial health.
4. Fill in the blank: A cross-functional project team is a team that has _____.
- diverse skill sets and works toward individual goals
- diverse skill sets and works toward a common goal
- similar skill sets and works toward individual goals
- similar skill sets and works toward a common goal
Explanation:
A cross-functional team comprises individuals from different departments or areas of expertise, such as engineering, marketing, and design, collaborating on the same project. The team’s diverse skill sets enable them to address various project needs, and their focus on a common goal ensures alignment and teamwork to achieve the project’s objectives.
Test your knowledge: Acquiring the core skills of a successful project manager
Practice Assignment
5. Which of the following is true of project managers’ experience? Select all that apply.
- They need to have a lot of experience within the organization running the project
- They need to be familiar with project management tools
- They need to be an expert in the project’s field
- They need to know every single detail about the project at all times
- They need to know how to manage a budget
- They need to have a lot of technical knowledge about the project
Explanation:
Project managers do not need to have extensive experience within the organization or be experts in the specific project field, as their primary role is managing processes, people, and resources effectively. They are expected to be skilled in project management tools (such as Gantt charts, calendars, and budgeting software) and have a solid understanding of managing budgets to ensure projects stay within financial constraints. They also coordinate expertise from team members rather than needing deep technical knowledge themselves.
6.Which skill should a project manager use when dealing with change and ambiguity?
- Effective organizational skills
- Escalating risks
- Enabling decision-making
- Flexibility
Explanation:
Flexibility is critical for project managers when navigating changes or uncertainties. This skill allows them to adapt plans, reallocate resources, and respond proactively to unexpected challenges. Remaining flexible ensures projects stay on track, even in dynamic environments.
7. Using tools such as a digital calendar and a spreadsheet to track team tasks is evidence of what project management skill?
- Flexibility
- Effective organizational skills
- Enabling decision-making
- Communicating and escalating
Explanation:
Effective organizational skills involve using tools and systems to plan, coordinate, and track project activities efficiently. By leveraging digital calendars and spreadsheets, project managers can ensure deadlines are met, tasks are assigned correctly, and the team’s progress is monitored in a structured manner.
8. Which of the following flexible planning strategies can help a project manager during times of unpredictability? Select all that apply.
- Assess external constraints.
- Rely on the knowledge of key stakeholders rather than trusting the expertise of team members.
- Plan for risks and challenges.
- Calculate float in the schedule.
Explanation:
- Assess external constraints: This involves identifying factors outside the project that could impact its progress, such as regulatory requirements or supply chain issues.
- Plan for risks and challenges: Preparing for potential issues helps the project team respond effectively and minimizes disruptions.
- Calculate float in the schedule: Float is the extra time in the schedule that allows for flexibility without delaying the project’s overall timeline.
The option about “relying on stakeholders rather than trusting team members” is incorrect because a balance of expertise from both stakeholders and team members is essential for effective project management.
Module 2 Challenge
Graded Assignment
9. Suppose that as a project manager, you provide detailed plans and frequent project updates to both the team and stakeholders. What project management value does this represent?
- Optimism
- Delegation
- Effective communication
- Prioritization
10. As a project manager, you create plans, timelines, schedules, and other forms of documentation to track project completion. Which project management responsibility does this represent?
- Managing the budget
- Removing unforeseen barriers
- Managing tasks
- Planning and organizing
11. As a project manager on a product team, your stakeholders ask you to help the marketing team come up with a strategy to attract customers. What project management responsibility does this represent?
- Collaborate with other teams at the organization.
- Help teammates adopt the right workflows and project management styles.
- Hold all team members accountable for their assigned tasks.
- Ensure that issues and risks are tracked and visible.
Explanation:
Collaboration across teams ensures that all departments work in sync toward common organizational goals. It reflects the project manager’s role as a unifying force.
12. What can a project manager do to recognize individuals’ efforts on a team?
- Ensure team members have the correct skill sets for each project function.
- Set up effective tools so the team can easily work together.
- Learn what makes team members feel supported and provide positive feedback.
- Define key items and encourage team members to ask questions.
Explanation:
Recognizing individual contributions through tailored support and positive feedback helps motivate team members and fosters a positive work environment.
13. You’re a project manager on a team that is improving a product. How can you make sure the project stays on schedule?
- Track daily product improvement tasks of team members in a spreadsheet.
- Have a meeting with stakeholders to make them aware of product concerns.
- Limit communication with stakeholders to avoid input until product launch.
- Provide data and feedback about how customers interact with the product.
14. A project manager forgets to assess how national holidays and team member vacations will affect the project’s completion date. Now, because of team member time off, the project delivery will be two weeks late. What flexible planning strategy could the project manager have used to avoid the delay?
- Enable decision-making
- Escalate to stakeholders
- Assessing external constraints
- Use collaboration tools
15. Suppose that unless a teammate receives additional resources, they are going to complete an activity past a deadline. You know that the stakeholders are reluctant to provide additional resources. Which interpersonal skill can you use to strike a middle ground between both the teammate’s and stakeholders’ needs?
- Positive attitude
- Conflict mediation
- Understanding motivations
- Negotiation
16. As a project manager impacting an organization, you want to effectively manage the project. Which of the following would a project manager do to effectively manage the project? Select all that apply.
- Frequently communicate the larger project goal to the team.
- Check in with the team as little as possible to increase productivity.
- Change the project end goal to meet the needs of project tasks.
- Understand the impact of each process within the project.
17. Fill in the blank: In project management, a _____ is a person or an organization that defines the project requirements. They also may set important guidelines, such as the budget and deadlines.
- vendor
- customers
- competitor
- teammate
Explanation:
The customer is the stakeholder defining project goals, requirements, and constraints (e.g., budget, timelines) to ensure the deliverables meet expectations.
18. Which of the following are examples of how a project manager empowers their team? Select all that apply.
- Asks team members to get approval before communicating directly with stakeholders
- Delegates project responsibilities
- Uses team members’ input in project planning and execution
- Allows team members to make some decisions for the project
19. As a project manager you are transparent, which means being up front with plans and ideas and making information readily available. What project management value does this represent?
- Effective communication
- Optimism
- Delegation
- Prioritization
20. As a project manager, you choose the best project management methodology for your team and ensure they adhere to it throughout the project. What project management responsibility does this represent?
- Hold all team members accountable for their assigned tasks.
- Ensure that issues and risks are tracked and visible.
- Help teammates adopt the right workflows and project management styles.
- Collaborate with other teams at the organization.
21. What is an example of measuring progress for a cross-functional team?
- Defining key items and encouraging team members to ask questions.
- Learning what makes team members feel supported and giving positive feedback.
- Asking team members if they anticipate being finished on time and, if not, how you can help them succeed.
- Setting up effective tools so the team can easily work together.
22. You’re a project manager on a team that is improving a product. How can you enable your teammates to make decisions?
- Keep the task schedule vague and allow flexibility on deadlines.
- Require teammates to include stakeholders during brainstorming sessions.
- Provide data and feedback about how customers interact with the product.
- Limit communication with stakeholders to avoid their input until product launch.
23. As a project manager impacting an organization, you want to build a great team. Which of the following would a project manager do to build a great team? Select all that apply.
- Address the team’s needs whenever it’s most convenient for the project manager’s schedule.
- Take the time to understand each team member’s motivations, strengths, and weaknesses.
- Allow the team members to have input and ask questions.
- Understand the customer’s requirements to better shape the skills needed for the team.
24. Which of the following are examples of internal customers? Select all that apply.
- Suppliers
- Team members
- Management
- Organizational departments
25. As a project manager, you take the time to share the lessons that you, as a project manager, have learned. In doing this, you are utilizing interpersonal skills to fulfill what responsibility?
- Controlling change
- Communicating status and concerns
- Teaching and mentoring
- Planning and organizing
Explanation:
Teaching and mentoring involve sharing insights and experiences to help team members and peers develop their skills and contribute effectively.
26. To be an effective project manager, what important actions/steps should you take?
- Limit communication between team members so they can complete their work
- Gain mastery over every detail of a project at all times
- Ensure team members understand the team’s objectives and their individual tasks
- Confirm team members handle the documentation and organization necessary to finish the project
27. When budgeting a project, what is the responsibility of a project manager?
- Creating a schedule so team members know when their task should be complete
- Controlling costs to ensure more money isn’t spent than what key stakeholders approved
- Setting a period of time for a team member to complete an activity
- Using a productivity tool to share information across the team
28. How can a project manager better communicate goals and clarify those goals for a cross-functional team?
- Learn what makes team members feel supported and provide positive feedback.
- Be direct and concise, avoiding extraneous details and explanations.
- Ensure team members have the correct skill sets for each project task.
- Record meeting notes and document how much work the team has completed.
29. After several years as a project manager, you’ve learned that project plans often face unexpected changes, even with careful upfront planning. When this happens, you are able to adjust while helping your team stay calm. Which core project manager skill set are you demonstrating with these behaviors?
- Strong organizational skills
- Enabling decision-making
- Communicating and escalating
- Flexibility
30. A project manager's ability to guide teammates to complete their assigned work without acting as their direct managers is called _____.
- conflict mediation
- influencing without authority
- understanding motivations
- adjusting interpersonal dynamics
Explanation:
“Influencing without authority” is the ability to lead and motivate team members through collaboration and respect rather than hierarchical power.
31. As a project manager impacting an organization, you want to break down barriers to help your team succeed. Which of the following would a project manager do to break down barriers?
- Make sure you clearly understand customer expectations.
- Advocate for additional resources for your team.
- Communicate the impacts of each process within the project to the team.
- Understand each team member’s motivations, strengths, and weaknesses.
32. As a project manager, how can you protect the team from changes to the project? Select all that apply.
- Clearly identify any project changes.
- Limit communication outside the team once the project begins.
- Let the stakeholders know how changes impact the budget and schedule.
- Document initial expectations of the project.
33. Jamar just landed his first project management job with a construction company. Which of the following is necessary for Jamar to be an effective construction project manager?
- Jamar must have a college degree in management.
- Jamar must have a lot of experience in construction.
- Jamar must help the engineers and construction workers communicate with one another to ensure that they are all on the same page.
- Jamar must have a college degree in engineering.
Explanation:
An effective project manager facilitates communication and collaboration among team members to ensure alignment and smooth project execution, regardless of their industry expertise.
34. As a project manager on a product team, which of the following activities would be the best way to ensure that issues and risks are tracked and visible? Select all that apply.
- Establish “escalation paths.”
- Collaborate with other teams at the organization.
- Give teammates ownership over specific pieces of the project and manage the tasks, not the person.
- Choose the best project management methodology for your team and ensure they adhere to it throughout the project.
35. As a project manager, you learn that the stakeholders are changing the nature of the project and the team’s deliverables will change as a result. You aren’t sure how this will affect the team’s tasks. How will you handle this ambiguity and deliver the news to the team?
- Tell them you’re upset with the changes and you didn’t make the decision
- Tell them the vague updates from stakeholders so they know all the information that you do
- Tell them there’s nothing you can do because the stakeholders fund the project
- Tell them you care about the challenges they are facing and are there to support them
36. A key team member on the project you are managing decides to quit because they cannot come into the office every day. You offer to let them work from home three days a week, if they will stay on. Which interpersonal skill are you using?
- Positive attitude
- Negotiation
- Conflict mediation
- Understanding motivations
37. As a project manager, you ensure that everyone working on the project understands their task goal as well as the big picture goal for the finished product. This adds value to your project in which way?
- Breaking down barriers
- Fostering relationships
- Managing the project
- Focusing on the customer
38. As a project manager, you maintain an open door policy to build trust within your team and among stakeholders. In doing this, you are utilizing interpersonal skills to fulfill what responsibility?
- Communicating status and concerns
- Budgeting and controlling costs
- Controlling change
- Teaching and mentoring
39. Suppose that as a project manager, you assign tasks to the team members who can best complete them. What project management value does this represent?
- Delegation
- Prioritization
- Optimism
- Effective communication
40. As a project manager, you keep track of project activities so that you can demonstrate progress to your stakeholders. Which project management responsibility does this represent?
- Removing unforeseen barriers
- Managing tasks
- Utilizing productivity tools
- Managing the budget
41. As a project manager on a product team, which of the following responsibilities are part of your role within the team? Select all that apply.
- Hold all team members accountable for their assigned tasks.
- Directly manage each team member working on the project.
- Ensure that issues and risks are tracked and visible.
- Collaborate with other teams at the organization.
42. As a project manager, one of your team members suddenly must leave your project to deal with a family emergency. To stay on schedule, you pull another team member off of a task that is not time-sensitive and assign him to the urgent task that your departing team member was working on. Which flexible planning strategy did you use to deal with this unexpected circumstance?
- Enabling decision-making
- Assessing external constraints
- Planning for risks and challenges
- Calculating “float” in your schedule.
43. Why is it important for a project manager to build relationships with customers?
- Because customers make money for the business
- So that the other team members don’t have to talk to customers
- Because a satisfied customer will attract more customers
- Because customers define the project requirements
44. Yui is a project manager working for a clothing company developing a new line of winter sleepwear. Which of the following is necessary for Yui to manage this project effectively?
- Yui must know every single detail about the project at all times.
- Yui must ensure team members understand their objectives and have what they need to be successful in their tasks.
- Yui must directly manage her team members while they do their tasks.
- Yui must be able to do the things that each of her team members can do.
45. As a project manager, you're an expert at determining which tasks are most critical to the success of a project and helping team members identify and break down large tasks into smaller steps. What project management value does this represent?
- Delegation
- Prioritization
- Effective communication
- Optimism
46. You’re a project manager on a team that is improving a product. You employ a variety of helpful tools and templates, along with your familiarity of popular project management styles, to help you document the project throughout its lifecycle. Which core project manager skill set are you demonstrating with these behaviors?
- Communicating and escalating
- Enabling decision-making
- Flexibility
- Strong organizational skills
Explanation:
Strong organizational skills involve effectively using tools, templates, and methodologies to ensure documentation and workflows are well-managed throughout a project’s lifecycle.
47. Which of the following are examples of external customers? Select all that apply.
- Consumers
- Suppliers
- Contractors
- Team members
48. Which of the following is necessary to be an effective project manager?
- You must trust team members on the technical aspects of a project.
- You must know all of the technical details of a project before starting.
- You must have a college degree in management.
- You must have been in the project’s industry for at least two years.
49. As a project manager, you are careful to recognize team members’ particular strengths and match them to tasks they are most capable of completing. What project management value does this represent?
- Delegation
- Optimism
- Effective communication
- Prioritization
Explanation:
Delegation involves assigning tasks to team members based on their strengths, skills, and expertise. This ensures efficient task completion and empowers the team.
50. As a project manager, you use productivity tools and develop processes to improve information sharing across the team. Which project management responsibility does this represent?
- Managing tasks
- Managing the budget
- Planning and organizing
- Removing unforeseen barriers
Explanation:
Planning and organizing involve structuring workflows, using tools, and creating processes that enhance collaboration and ensure the project progresses smoothly.
51. Suppose you are trying to figure out how a team member prefers to receive positive recognition. Which interpersonal skill can you use to make this determination?
- Work ethic
- Understanding motivations
- Conflict mediation
- Negotiation
52. As a project manager impacting an organization, you want to build a great team. Which of the following would a project manager do to build a great team? Select all that apply.
- Ensure the team knows that each individual is valued, trusted, and appreciated.
- Bring on people with the right skills.
- Address the team’s needs whenever it’s most convenient for the project manager’s schedule.
- Communicate the impacts of each process within the project to the team.
53. As a project manager building a relationship with your customer, which of the following questions will help you focus on the customer? Select all that apply.
- How did you hear of our organization?
- Have you participated in any other projects with our organization?
- What prompted you to ask for help at this time?
- What is your hope for the outcome of this project?
54. What is an example of measuring progress for a cross-functional team?
- Setting up effective tools so the team can easily work together
- Recording milestones and documenting when tasks are completed
- Learning what makes team members feel supported and giving positive feedback
- Defining key items and encouraging team members to ask questions
55. As a project manager impacting an organization, you want to build a great team. Which of the following would a project manager do to build a great team? Select all that apply.
- Take the time to understand each team member’s motivations, strengths, and weaknesses.
- Understand the customer’s requirements to better shape the skills needed for the team.
- Allow the team members to have input and ask questions.
- Address the team’s needs whenever it’s most convenient for the project manager’s schedule.
Explanation:
Building a great team involves understanding individual team members, aligning skills with project needs, and fostering open communication for collaboration and growth.
56. Which of the following is true of an effective project manager in an organization?
- Have had a previous role in the organization sponsoring the project
- Have personally met the project’s stakeholders
- Must know all of the specific details of the project
Have the necessary skills, knowledge, tools, and techniques for the project
57. As a project manager, you establish “escalation paths.” These allow you to quickly communicate task hindrances, also called roadblocks, to the right people. When escalating a roadblock, you document it and make sure everyone that needs to know is aware of the challenge. What project management responsibility does this represent?
- Hold all team members accountable for their assigned tasks.
- Ensure that issues and risks are tracked and visible.
- Collaborate with other teams at the organization.
- Help teammates adopt the right workflows and project management styles.
58. An effective manager of cross-functional teams must have which of the following abilities? Select all that apply.
- The ability to set up effective tools so the team can easily work together
- The ability to ensure that each member of the team understands their role and how they support each other
- The ability to identify skill sets needed to accomplish project tasks and T-shaped professionals with those skills
- The ability to teach new skills to a T-shaped professional.
59. As a project manager impacting an organization, you want to break down barriers to help your team succeed. Which of the following would a project manager do to break down barriers?
- Encourage stakeholders to provide feedback on new product features.
- Keep the project within the budget approved by leadership.
- Write clear goals for the project in the project’s documentation.
- Provide support for the team as they try new approaches to find solutions.
60. As a project manager on a construction project, you learn that labor negotiations at one of your supplier’s factories could temporarily interrupt future delivery of materials to your project. To minimize the impact of this circumstance, you order extra materials now, to carry your project through any future interruptions. Which flexible planning strategy did you use to deal with this situation?
- Calculating “float” in your schedule.
- Assessing external constraints
- Planning for risks and challenges
- Enabling decision-making