Project Management Professional (PMP)® Examination Content Outline flashcards

The process of assessing whether a project's objectives, scope, and deliverables remain consistent with the organization's evolving strategic goals and external environment.

• Critical for ensuring project value.
• Triggered by significant internal or external changes.
• Requires stakeholder collaboration for re-evaluation.

Memory trick: Strategy shifts? Stakeholders must share thoughts.

The ongoing process of observing and verifying that project activities, processes, and deliverables adhere to all applicable laws, regulations, and organizational policies.

• Ensures adherence to legal, regulatory, and internal rules.
• Involves regular checks, audits, and reporting.
• Aims to prevent non-compliance issues and associated risks.

Memory trick: Compliance is about following the rules, monitored and true.

The process of identifying, documenting, and managing relationships between project activities or between a project and external factors, ensuring that these relationships are handled to minimize negative impacts.

• Involves understanding external and internal links.
• Crucial for schedule and resource planning.
• Requires proactive risk identification and mitigation.

Memory trick: When one chain link is weak, prepare a spare or a different path.

The process of evaluating how unforeseen external factors, such as new regulations or market shifts, affect a project's objectives and constraints.

• Crucial first step when external changes arise.
• Covers scope, schedule, cost, quality, and risks.
• Informs subsequent decision-making and change management.

Memory trick: Regulations hit, don't just sit; assess the impact, then commit.

The systematic process of identifying, assessing the impact of, and formally addressing changes in laws, regulations, or standards that affect a project.

• Requires formal change control.
• Involves impact analysis on project baselines.
• Prioritizes legal adherence and risk mitigation.

Memory trick: Regulations shift? Request, report, resolve.

The process of ranking identified defects based on their severity, impact, frequency, and business value to determine the order in which they should be addressed.

• Involves stakeholders to align with business objectives.
• Helps manage limited resources and time effectively.
• Often uses criteria like critical, high, medium, low.

Memory trick: Defects arise, but prioritize to optimize the fix.

The document that describes how the project will be executed, monitored and controlled, and closed. It integrates and consolidates all subsidiary management plans and baselines.

• Central source of truth for the project.
• Approved by key stakeholders.
• Updated through integrated change control.

Memory trick: For everything project, the Plan is the main stand.

The process of reaching a mutually acceptable understanding or settlement regarding project deliverables, resources, terms, and conditions with stakeholders, including vendors and partners.

• Involves discussion, bargaining, and compromise.
• Aims for a win-win or optimal outcome for the project.
• Requires clear communication, active listening, and strategic thinking.

Memory trick: Negotiate, don't abdicate, or you'll regret the date.

A shared belief held by members of a team that the team is safe for interpersonal risk-taking. It is a sense of confidence that the team will not embarrass, reject or punish someone for speaking up.

• Essential for innovation, learning, and collaboration.
• Fosters open communication and willingness to admit mistakes.
• Created by leaders who model vulnerability and encourage diverse perspectives.

Memory trick: Collaborate wisely, innovate freely, with safety.

Applying emotional intelligence competencies, such as self-awareness, self-regulation, social awareness, and relationship management, to foster a positive team environment and enhance overall team effectiveness.

• Involves understanding and managing one's own emotions and those of others.
• Critical for conflict resolution, motivation, and communication.
• Leads to improved collaboration and problem-solving.

Memory trick: Listen with your heart, lead with your smarts.

Delegating authority, providing autonomy, and fostering an environment where team members feel trusted, capable, and motivated to take initiative and make decisions.

• Increases ownership, motivation, and problem-solving.
• Requires clear boundaries and support from the project manager.
• Contributes to a high-performing and innovative team.

Memory trick: Channel creativity, don't just decree it.

Providing the necessary knowledge, skills, and abilities to project team members so they can perform their assigned roles effectively and contribute to project success.

• Identifies training needs based on role requirements.
• Can involve formal courses, on-the-job training, or mentoring.
• Aims to close skill gaps and enhance performance.
• Contributes to team efficiency and quality of deliverables.

Memory trick: Learn by doing, with a guide to show the way.

A leadership philosophy where the leader's primary goal is to serve the team and stakeholders, prioritizing their growth, well-being, and autonomy, thereby empowering them to achieve project objectives.

• Focuses on supporting and empowering the team.
• Removes obstacles and impediments for the team.
• Encourages initiative and self-organization.
• Prioritizes team growth and well-being.

Memory trick: Servant leaders help their team serve success, not just themselves.

Actions taken to ensure all team members and stakeholders have a common perception of project goals, requirements, challenges, and solutions.

• Enhances collaboration and reduces misunderstandings.
• Involves active communication and information exchange.
• Helps align expectations and efforts across the team.

Memory trick: To build one mind, share the work and the knowledge.

Strategies and practices employed by project managers to ensure effective communication, collaboration, and morale among team members who are geographically dispersed.

• Leverage technology for communication.
• Establish clear communication norms and expectations.
• Foster a sense of belonging and trust remotely.

Memory trick: Connect Across Continents, Collaborate with Clarity.

Providing the necessary education, skills development, and knowledge transfer to enable team members to effectively perform their project roles.

• Addresses skill gaps and knowledge requirements.
• Improves individual and team performance.
• Can include formal courses, mentoring, or on-the-job training.

Memory trick: Train for the game, then join the team.

Establishing clear, agreed-upon guidelines for how team members will interact, communicate, and resolve conflicts, ensuring a productive and respectful working environment.

• Should be developed collaboratively by the team.
• Addresses communication, decision-making, and conflict resolution.
• Fosters a shared understanding and promotes team cohesion.

Memory trick: Collective rules make the team cool.

Actions taken by the project manager to enhance the capabilities, motivation, and effectiveness of individual team members and the team as a whole.

• Involves coaching, mentoring, feedback, and skill development.
• Aims to address performance gaps and foster growth.
• Crucial for achieving project objectives and team morale.

Memory trick: Feedback and a helping hand make the team strong and grand.

A conflict resolution technique where parties work together to find a solution that fully satisfies the concerns of all involved, leading to a 'win-win' outcome.

• Focuses on problem-solving and mutual understanding.
• Requires open communication and willingness to compromise.
• Results in higher commitment to the solution and improved relationships.

Memory trick: Collaborate to innovate, avoid the debate.

Guiding, motivating, and supporting project team members to work cohesively and perform effectively towards achieving project objectives.

• Involves setting vision, clarifying roles, and fostering communication.
• Requires effective conflict resolution and decision-making.
• Aims to maximize team potential and productivity.

Memory trick: Vision and roles, make the team whole.

Developing and applying social skills (e.g., collaboration, conflict management, influencing) within the team to enhance interpersonal relationships and collective effectiveness.

• Focuses on improving how team members interact and work together.
• Involves communication, active listening, and building rapport.
• Essential for effective teamwork and shared problem-solving.

Memory trick: Coach the lone wolf to join the pack, for collective strength.

Providing guidance, support, and knowledge transfer to individuals involved in the project, including team members and other stakeholders, to enhance their skills and performance.

• Focuses on long-term development and growth.
• Involves coaching, sharing experiences, and providing feedback.
• Aims to build capabilities and empower individuals.

Memory trick: Mentoring's the key, for skills to be free.

Ensuring project team members possess the necessary skills, knowledge, and competencies to effectively perform their roles and contribute to project success.

• Can involve formal courses, on-the-job training, mentoring, or self-study.
• Tailored to project needs and individual skill gaps.
• Crucial for project performance and quality.

Memory trick: Mentorship makes mind-melding happen.

Guiding and motivating a project team by fostering an environment where all members feel valued, heard, and empowered to contribute.

• Promotes psychological safety and trust.
• Encourages diverse perspectives and innovation.
• Enhances team engagement and performance.

Memory trick: Lead with grace, give everyone space.

A conflict resolution technique that involves bringing the conflicting parties together to discuss the issues directly and find a mutually acceptable solution.

• Addresses the root cause of the conflict.
• Aims for a win-win outcome.
• Requires open communication and willingness to compromise.

Memory trick: Solve problems by talking it out, not shutting it down.

Addressing disagreements arising from diverse cultural norms and communication styles within the project team or among stakeholders.

• Requires cultural awareness and sensitivity.
• Focuses on understanding underlying interests.
• Aims for mutually respectful and effective resolutions.

Memory trick: Culture clash? Communicate, don't crash!

Actively working with stakeholders to understand their needs, manage expectations, resolve issues, and integrate their input to ensure project success.

• Involves ongoing communication and engagement.
• Aims to build strong working relationships.
• Focuses on mutual problem-solving and decision-making.

Memory trick: When stakeholders stall, collaborate to clear the path.

A conflict resolution technique where parties work together to identify the root causes of a conflict, explore various alternatives, and find a solution that addresses the needs and concerns of all involved, leading to a win-win outcome.

• Requires open communication and trust.
• Focuses on interests, not positions.
• Aims for mutually beneficial solutions.
• Builds stronger relationships and commitment.

Memory trick: Avoid, accommodate, compete, compromise, collaborate – choose wisely.

A conflict resolution technique where the involved parties meet face-to-face to discuss the issue, understand different perspectives, and collaboratively find a mutually acceptable solution. It focuses on the problem, not the person.

• Aims for a win-win outcome.
• Requires open communication and trust.
• Most effective for complex issues that need a lasting solution.

Memory trick: Always Discuss, Never Dismiss, Find the Best Fix.

The process of resolving disagreements or conflicts between parties, often through formal mechanisms outlined in contracts or agreements when informal negotiations fail.

• Often involves escalation clauses or predefined steps in contracts.
• Aims to find a mutually acceptable solution or enforce contractual obligations.
• Can include mediation, arbitration, or litigation.

Memory trick: Vendor Fails: Contractual steps are your guide.

Applying principles of emotional intelligence (self-awareness, self-regulation, motivation, empathy, social skills) to enhance team dynamics, collaboration, conflict resolution, and overall productivity.

• Improves interpersonal relationships within the team.
• Fosters better communication and understanding.
• Helps manage conflicts constructively.
• Boosts morale and collective problem-solving.

Memory trick: Smart hearts make strong teams.

The process of identifying, analyzing, and resolving disagreements between individuals or groups within the project team or with stakeholders to maintain a productive working environment.

• Conflict can be constructive or destructive.
• Requires understanding root causes and communication skills.
• Various techniques exist, with 'collaborate/problem-solve' often preferred.

Memory trick: When experts clash, collaborate to find the best path.

A leadership philosophy where the leader's primary focus is on serving the needs of the team members, empowering them, and fostering their growth and well-being.

• Prioritizes team members' development and autonomy.
• Removes impediments and provides support.
• Aims to create self-organizing and highly motivated teams.

Memory trick: Serve the team, grow the genius; command, and you'll constrain.

Establishing a set of behavioral expectations and operational guidelines that are developed and agreed upon by the entire project team.

• Promotes a cohesive and respectful team environment.
• Addresses communication, decision-making, and conflict resolution.
• Helps integrate diverse working styles into a unified approach.

Memory trick: Together, set the rules; don't just enforce old tools.

The process of ensuring all project stakeholders have a common interpretation of project goals, objectives, requirements, and methods, often achieved through clear communication and established norms.

• Crucial for diverse and virtual teams.
• Involves establishing communication protocols and cultural awareness.
• Reduces misunderstandings and improves collaboration.

Memory trick: Ground rules are the glue that ensures everyone's view is true.

The ability of a project manager to understand and manage their own emotions, as well as perceive and influence the emotions of others, to enhance team collaboration, motivation, and overall performance.

• Involves self-awareness, self-regulation, social awareness, and relationship management.
• Crucial for conflict resolution, motivation, and fostering psychological safety.
• Helps PMs understand team dynamics and adapt leadership styles.

Memory trick: EQ leads to team harmony and peak performance.

Leveraging emotional intelligence competencies, such as empathy, social awareness, and relationship management, to create an environment where team members feel safe and capable of giving and receiving constructive feedback, leading to continuous improvement.

• Builds psychological safety within the team.
• Encourages open and honest communication.
• Transforms conflict into opportunities for growth.

Memory trick: Give with Care, Receive with Growth.

Guiding and motivating a project team to achieve objectives, which includes identifying and resolving root causes of demotivation, performance issues, or conflicts to foster a productive and positive work environment.

• Involves understanding team dynamics and morale.
• Requires proactive problem-solving and advocacy.
• Focuses on removing impediments to performance.
• Builds trust and commitment within the team.

Memory trick: Find the source of the pain, then fix the strain.

The continuous process of adding, refining, and prioritizing items (features, defects, technical debt, or rework) in the product backlog to maximize the value delivered by the agile team.

• Product Owner is primarily responsible.
• Items are prioritized based on value, risk, and dependencies.
• Serves as the single source of work for the development team.

Memory trick: Flaw found? 'BACKLOG' it and 'PRIORITIZE'!

A project management approach suitable for projects with high uncertainty, evolving requirements, and a need for iterative and incremental delivery.

• Embraces change and continuous feedback.
• Focuses on delivering value in short iterations (sprints).
• Ideal for R&D, software development, and complex product development.

Memory trick: Uncertainty high? Agile's the way to fly!

The process of evaluating how new or changed regulations, standards, or policies affect a project's objectives, constraints, and deliverables.

• Performed when new compliance requirements emerge.
• Identifies potential risks, opportunities, and necessary adjustments.
• Informs subsequent actions like change requests or stakeholder communication.

Memory trick: New rules appear, first you must inspect, then inform and act to protect.

The process of addressing problems or conflicts that arise with suppliers or vendors during the course of a project, aiming for a fair resolution that supports project objectives while maintaining appropriate relationships.

• Prioritizes communication and collaboration.
• Seeks root causes before punitive actions.
• Aims to preserve beneficial vendor relationships.

Memory trick: When a vendor falters, 'TALK' before you 'PUNISH'.

A collaborative session bringing together key stakeholders from various functional areas to develop, review, and align project plans.

• Promotes cross-functional understanding and alignment.
• Facilitates resolution of conflicts and dependencies.
• Builds collective ownership and commitment to the project plan.

Memory trick: Many pieces, one plan to make, a workshop together is the best path to take.

The total cost incurred by an organization to ensure quality and address failures to meet quality requirements, categorized into costs of conformance and costs of non-conformance.

• Costs of Conformance: Prevention costs (e.g., training, process control) and Appraisal costs (e.g., testing, inspection).
• Costs of Non-Conformance: Internal failure costs (e.g., rework, scrap) and External failure costs (e.g., warranty, recalls).
• Optimizing COQ aims to balance prevention/appraisal costs with failure costs.

Memory trick: Pay to prevent, pay to check, or pay for what you wreck.

The practice of balancing the competing demands of project scope, schedule, and cost (and often quality) to achieve project success.

• Changes in one constraint impact others.
• Requires continuous monitoring and adjustment.
• Involves trade-offs and stakeholder negotiation.

Memory trick: When scope creeps, 'BALANCE' with client 'CHOICES'.

A component of the project management plan that identifies the strategies and actions required to promote productive involvement of stakeholders in project decision-making and execution.

• Analyzes stakeholder interests and influence.
• Defines engagement levels and communication strategies.
• Aims to gain support and mitigate resistance.

Memory trick: Many voices, conflicting views? 'ENGAGE' them all!

The process of ordering items in the product backlog based on value, risk, dependencies, and urgency to ensure the most important work is done first.

• A continuous activity in agile projects.
• Involves the Product Owner, development team, and stakeholders.
• Helps manage scope, expectations, and team focus.

Memory trick: Backlog grows tall, prioritize it all, or the team will fall.

The practice of identifying and addressing potential problems or concerns early in the project lifecycle, often before they escalate into formal issues or risks.

• Encourages open communication and feedback.
• Leverages team expertise to identify weaknesses.
• Aims to prevent future complications and rework.

Memory trick: When doubts arise, 'GATHER' minds to solve the puzzle.

A comprehensive approach to communication designed to foster effective collaboration, timely decision-making, and shared understanding among project team members located in different geographical areas and time zones.

• Combines synchronous and asynchronous methods.
• Emphasizes clear protocols and tool usage.
• Addresses cultural differences and time zone challenges.

Memory trick: For global talk, 'MIX' your tools and 'MATCH' your times.

The process of investigating a problem or unexpected event to understand its root causes, consequences, and potential solutions.

• Identifies the magnitude and ripple effects of an issue.
• Informs decision-making for corrective actions.
• Often involves assessing impact on scope, schedule, cost, and quality.

Memory trick: First, spot the issue, then dig deep to see its shadow, then light up a solution.

A formal document used to identify, evaluate, and resolve non-conformances or deviations from project requirements, standards, or plans.

• Initiated when a non-conformance is identified.
• Requires investigation, root cause analysis, and resolution planning.
• Aims to eliminate the cause of a non-conformance to prevent recurrence.

Memory trick: Spot the flaw, write it down, fix it right, then check the crown.

Balancing the need to deliver a product that meets quality standards against time constraints and stakeholder pressure for early completion.

• Critical defects must generally be resolved before deployment to avoid significant negative impact.
• Compromising quality for speed often leads to higher costs and re-work later.
• Requires effective negotiation and communication with stakeholders regarding trade-offs.

Memory trick: Critical flaws first, then reschedule, ensuring value is truly measured.

The process of identifying, analyzing, and developing strategies to mitigate negative stakeholder impacts or convert resistant stakeholders into supporters.

• Requires understanding the root causes of resistance.
• Involves tailoring communication and engagement strategies.
• Aims to ensure project acceptance and successful benefits realization.

Memory trick: Hear their worries, then adjust your sails, so your project ultimately prevails.

The process of aligning team members' understanding of the project's ultimate purpose, goals, and how their individual efforts contribute to the collective success.

• Crucial for team cohesion and direction.
• Ensures alignment of individual efforts.
• Motivates collaboration and problem-solving.

Memory trick: Without the map, each explorer finds their own treasure, but the expedition fails.

A conflict resolution technique where parties work together to find a solution that fully satisfies both concerns. This approach requires open dialogue and a willingness to explore alternatives.

• Focuses on finding a 'win-win' solution.
• Requires open communication and mutual respect.
• Often leads to stronger relationships and better outcomes.
• One of the most effective conflict resolution methods.

Memory trick: Facilitate Understanding, Find Common Ground, Resolve Together.

A project manager demonstrating their own openness to admit mistakes, uncertainties, and ask for help, thereby creating a safe environment for others to do the same.

• Builds trust and psychological safety.
• Encourages risk-taking and learning.
• Fosters open communication and innovation.

Memory trick: The leader shows their own cracks, so others feel safe to show theirs.

Intervening appropriately when a team member's actions negatively impact team dynamics, productivity, or psychological safety.

• Prioritize team well-being and project goals.
• Choose private, constructive feedback over public confrontation.
• Address behavior, not personality.

Memory trick: Whisper correction, don't shout it from the rooftops.

A conflict resolution technique where parties work together to understand underlying needs and find a solution that satisfies most or all concerns, leading to a 'win-win' outcome.

• Requires open communication and active listening.
• Focuses on interests, not just positions.
• Builds strong, lasting relationships.

Memory trick: Find the hidden springs, not just the visible rivers, to quench everyone's thirst.

Collaboratively establishing shared expectations for team behavior, communication, decision-making, and conflict resolution to create a productive and respectful working environment.

• Ensures common understanding and alignment.
• Reduces conflict and misunderstandings.
• Fosters psychological safety and trust.

Memory trick: A new team needs a map and rules for their shared journey.

Creating an environment where team members feel safe to take risks, voice opinions, ask questions, and make mistakes without fear of negative consequences.

• Crucial for innovation and learning.
• Encourages open communication.
• Reduces fear of failure, increasing decision-making confidence.

Memory trick: A safe harbor allows ships to venture boldly into the open sea.