PMP Referenced Question 12: Aligning Project Communication with Executive Stakeholder Needs
This PMP-style scenario examines how to resolve communication issues with a senior stakeholder who is receiving excessive and irrelevant reports. The question focuses on applying the communications management plan to address mismatches in content and frequency.
📘 Scenario
A company’s CEO complains about the frequency of project communications. The CEO receives five project reports each week by email but does not have enough time to review them. In addition, the information that the CEO receives is not relevant in that it does not explain the project status.
❓ Question
What should the project manager do first?
- A. Meet with the team and decide the type and frequency of the reports to send to the CEO
- B. Send the CEO one executive summary per week instead of five reports per week
- C. Review the communications management plan
- D. Review the stakeholder engagement plan
✅ Correct Answer: C. Review the communications management plan
- 📘 PMI defines the **communications management plan** as the document outlining stakeholder information needs, preferred formats, and frequencies.
- 📤 Misalignment with the CEO indicates a need to **revisit and adjust this plan**.
- 📋 The plan should reflect **relevant content and efficient delivery** aligned with executive needs.
✔ Why Option C is Correct
Reviewing the communications management plan ensures that the project manager uses a structured and documented approach to revise how information is delivered. This is the appropriate first step before taking reactive actions.
✖ Why Other Options Are Incorrect
- A. The communication format and frequency must be based on stakeholder needs, not only team preferences.
- B. While a weekly summary may help, it’s a **proposed solution**, not the **first step** — it must be validated against the plan.
- D. The stakeholder engagement plan outlines strategies for managing stakeholders but does **not specify communication logistics** — that’s in the communications management plan.
📌 Key Takeaway
Project managers must use the communications management plan to align communication content and frequency with stakeholder needs. When issues arise, this plan is the first place to assess and adjust.
PMP candidates must know how to manage communication expectations. The communications management plan is the central tool for defining and adjusting communication approaches to meet stakeholder needs.