Everything You Need to Know About the PMI-PMP® Certification in 2026

⭐ PMI-PMP® Study Guide (By Section / Domain)

Below is a complete, organized PMI-PMP® Study Guide broken down by PMBOK®-aligned domains and ECO (Exam Content Outline) sections. It includes key concepts, formulas, memory triggers, and what to expect on the exam.

Based on the PMP Exam Content Outline (ECO)—People, Process, and Business Environment—plus Agile/Hybrid integration.

🟦 DOMAIN I — PEOPLE (42%)

Focus: Leading teams, conflict management, stakeholder engagement, team performance, servant leadership, motivation, and communication.

1. Build a Team

Key Concepts

• Team Charter creation
• Roles/responsibilities (RACI, RAM)
• Acquire resources
• Assess team skills (Tuckman model)

Exam Triggers

• If question shows unclear roles → Create or update RACI.
• If team lacks direction → Develop/clarify team charter.

2. Lead a Team

Key Concepts

• Leadership styles (Servant, Transformational, Situational)
• Emotional Intelligence (EI)
• Coaching and mentoring
• Empower decision-making

Exam Triggers

• Conflict emerges → Address directly (Problem-Solving/Collaboration style).
• Low motivation → Leader should inspire, not micromanage.

3. Support Team Performance

Key Concepts

• Performance assessments
• Feedback loops
• Individual vs team metrics
• Recognize/accommodate diversity

Exam Triggers

• Team underperforming → Use coaching, training, and performance assessment.

4. Empower Team Members and Stakeholders

Key Concepts

• Decision-making rights
• Power types (Legitimate, Reward, Expert, Referent)
• Trust-building

Exam Triggers

• Bottlenecks in approvals → Empower team decision-making where appropriate.

5. Ensure Team Members/Stakeholders Are Adequately Trained

Key Concepts

• Skills analysis
• Training plans
• Role-specific competency development

Exam Triggers

• Skill gap identified → Create and execute training plan.

6. Build a Shared Understanding

Key Concepts

• Stakeholder collaboration
• Facilitation techniques
• Knowledge transfer

Exam Triggers

• Miscommunication → Use facilitated workshops, JAD, demos.

7. Manage Conflict

Key Concepts

• Conflict sources
• Conflict resolution methods:
  • Collaborate (Best)
  • Compromise
  • Smooth
  • Force
  • Withdraw

Exam Triggers

• Always choose collaboration unless safety/urgency forces otherwise.

🟩 DOMAIN II — PROCESS (50%)

Covers predictive, agile, and hybrid methods. Heavy focus on processes, planning, risk, quality, scope, schedule, and change management.

8. Execute Project with Urgency to Deliver Business Value

Key Concepts

• MVP thinking
• Deliver early value
• Remove bottlenecks

Exam Trigger

• If delays exist → escalate impediments & remove blockers.

9. Manage Communications

Key Concepts

• Communication plan
• Stakeholder expectations
• Formats (Push, Pull, Interactive)

Exam Trigger

• Stakeholder misalignment → Update communication plan & engage directly.

10. Assess and Manage Risks

Key Concepts

• Qualitative vs Quantitative
• Risk register
• Risk responses (Avoid, Mitigate, Transfer, Accept, Exploit, Enhance, Share)
• Risk audits

Exam Trigger

• New risk appears → Add to risk register & analyze before acting.

11. Engage Stakeholders

Key Concepts

• Power/Interest grid
• Stakeholder engagement plan
• Continuous communication

Exam Trigger

• New stakeholder → Update stakeholder register immediately.

12. Plan and Manage Scope

Key Concepts

• Requirements documentation
• Scope baseline
• WBS creation (Decomposition)
• Validate scope

Exam Trigger

• Ambiguous requirements → Go back to collect/clarify requirements.

13. Plan and Manage Schedule

Key Concepts

• Network diagrams (FS, SS, FF, SF)
• Critical Path Method
• Gantt charts
• Leads & Lags

Formulas

• Float = LS – ES or LF – EF

Exam Trigger

• Schedule delay → Compress using crashing or fast-tracking.

14. Plan and Manage Budget and Resources

Key Concepts

• Cost baseline
• Earned Value Management (EVM)
• Resource leveling & smoothing

EVM Formulas

• EV, PV, AC
• CPI = EV / AC
• SPI = EV / PV
• ETC = (BAC – EV) / CPI
• EAC = BAC / CPI

15. Plan and Manage Quality

Key Concepts

• QA vs QC
• Cost of Quality (COQ)
• Control charts
• Pareto, Fishbone, Histogram

Exam Trigger

• Processes broken → Implement quality assurance audit.

16. Integrate Project Planning Activities

Key Concepts

• Integrated project management plan
• Rolling wave planning
• Baselines management

Exam Trigger

• Conflicting plans → Reconcile using integrated change control.

17. Manage Project Changes

Key Concepts

• Formal change control
• Change control board (CCB)
• Impact analysis (Scope, Cost, Schedule, Risk)

Exam Trigger

• Stakeholder requests change → Document → Analyze → CCB.

18. Manage Procurement

Key Concepts

• Contract types (FP, T&M, CR)
• Procurement documents
• Make-or-buy analysis

Exam Trigger

• Vendor late → Follow contract terms → Apply remedies if needed.

19. Manage Project Artifacts

Key Concepts

• Lessons learned
• Issue log
• RAIDs
• Configuration management

20. Determine Appropriate Project Methodology

Key Concepts

• Agile indicators: high uncertainty, fast change
• Predictive indicators: stable requirements
• Hybrid = mix

Exam Trigger

• Rapidly changing requirements → Switch to Agile/hybrid.

🟧 DOMAIN III — BUSINESS ENVIRONMENT (8%)

Focus on compliance, organizational change, benefits realization, and value delivery.

21. Plan & Manage Project Compliance

Key Concepts

• Regulatory requirements
• Internal audits
• Compliance documentation

Exam Trigger

• Compliance risk → escalate + document mitigation.

22. Evaluate and Deliver Project Benefits & Value

Key Concepts

• Benefits management plan
• KPI tracking
• Business case validation

Exam Trigger

• Benefits off track → Reassess alignment with business case.

23. Address & Support Organizational Change

Key Concepts

• Change management
• ADKAR model
• Stakeholder readiness

Exam Trigger

• Resistance to change → Increase communication & engagement.

24. Employ Continuous Process Improvement

Key Concepts

• Kaizen
• Lean
• Value Stream Mapping
• PDCA cycle

Exam Trigger

• Waste identified → eliminate using Lean.

🟪 AGILE & HYBRID IN EVERY DOMAIN

The exam mixes predictive and Agile. Expect:

• 50% Agile/Hybrid
• 50% Predictive
• Heavy emphasis on Servant Leadership
• Frequent situational decision-making questions

⭐ FORMULAS 

Concept                             Formula

EVM - CPI                           EV ÷ AC

EVM - SPI                           EV ÷ PV

EVM - CV                            EV – AC

EVM - SV                            EV – PV

ETC                                    (BAC – EV) ÷ CPI

EAC (Typical)                       BAC ÷ CPI

EAC (Atypical)                      AC + Bottom-up ETC

Situation on Exam          What To Look For

Confusion or conflict          Facilitate conversation; collaborate

Stakeholder unhappy         Update engagement plan

New risk appears               Update risk register → evaluate

Scope unclear                    Gather requirements; clarify scope

Schedule slipping                Crash or fast-track

Change request                  Document → Analyze → CCB

Team low morale                Apply servant leadership

Requirements evolving        Agile/hybrid approach

⭐ EXAM STRATEGY TIPS

✔ Choose PMI Ideal Answers

• Team-first
• Process-oriented
• Document everything
• Prevent rather than react

✔ Avoid “Do Nothing”

Unless assessing impact first.

✔ Agile Indicators

• Rapid change
• Customer collaboration
• Small increments
• Empowered teams

🔵 CHANGE CONTROL WORKFLOW

Request → Document → Assess impact → CCB Review → Approve/Reject → Update Plans → Communicate → Implement

🔵 WHEN TO USE AGILE VS PREDICTIVE

Situation                                                 

Stable scope                                     Predictive

High uncertainty                                Agile            

Regulatory/contract                           Predictive

Customer collaboration needed           Agile            

Frequent change                               Agile            

🔵 COMMUNICATION CHANNELS

Formula:
n(n – 1) / 2

🔵 STAKEHOLDER POWER/INTEREST GRID

High Power / High Interest → Manage Closely

High Power / Low Interest  → Keep Satisfied

Low Power / High Interest  → Keep Informed

Low Power / Low Interest   → Monitor

🔵 CONFLICT RESOLUTION PRIORITY

1. Collaborate
2. Compromise
3. Smooth
4. Force
5. Withdraw

Focus: Leadership, team performance, stakeholder engagement, conflict resolution, and building high-performing teams.

🔹 1. Build a High-Performing Team

Key Actions

• Define team ground rules
• Establish team charter (roles, norms, communication)
• Assign roles based on strengths/skills
• Onboard and integrate team members
• Provide training and coaching

Memory Hooks

• Charter before challenges
• Right people → right roles
• Foundation first, performance second

🔹 2. Lead the Team

Key Actions

• Demonstrate servant leadership
• Facilitate collaboration and trust
• Use emotional intelligence (EI)
• Adapt leadership style to team maturity
• Encourage accountability

Leadership Styles to Know

• Directive — crises or low maturity
• Servant — Agile/empowered teams
• Transformational — strategic vision

Memory Hooks

• Lead people, manage work
• Empower → don’t micromanage

🔹 3. Support Team Performance

Key Actions

• Monitor performance
• Give constructive feedback
• Remove roadblocks
• Celebrate wins
• Use metrics for improvement (not punishment)

Memory Hooks

• Coach > Criticize
• Support enables performance

🔹 4. Empower Team Members & Stakeholders

Key Actions

• Delegate decision-making
• Encourage ownership
• Provide autonomy within boundaries

Memory Hooks

• Empower early
• Authority paired with accountability

🔹 5. Ensure Team Members Are Trained

Key Actions

• Assess skill gaps
• Provide targeted training
• Support ongoing professional development

Memory Hook

• Training fixes performance problems

🔹 6. Build a Team

Key Actions

• Use Tuckman stages: Form–Storm–Norm–Perform
• Foster collaboration
• Resolve early conflicts

Memory Hook

• Storming is normal — manage it

🔹 7. Address & Remove Impediments

Key Actions

• Identify blockers early
• Escalate when necessary
• Track impediments transparently

Memory Hook

• PM removes barriers, not adds them

🔹 8. Negotiate Project Agreements

Key Actions

• Define success criteria
• Set mutual expectations
• Build alignment and shared ownership

Memory Hook

• Agreement reduces conflict

🔹 9. Manage Conflict

Key Actions

• Identify source (task, relationship, process)
• Choose resolution method:
  • Collaborate (win-win) – best PMI answer
  • Compromise
  • Smooth
  • Force
  • Withdraw

Memory Hooks

• Collaborate = PMI’s favorite
• Force only in emergencies

🔹 10. Collaborate With Stakeholders

Key Actions

• Assess stakeholder influence, interest, attitude
• Plan engagement strategies
• Communicate based on needs and preferences

Memory Hook

• Engage early, engage often

🔹 11. Build Shared Understanding

Key Actions

• Use facilitation
• Document assumptions
• Clarify requirements
• Confirm understanding regularly

Memory Hook

• Assume nothing — verify everything

🔹 12. Engage & Support Virtual Teams

Key Actions

• Use collaboration tools
• Clarify communication norms
• Adjust for time zones
• Increase transparency

Memory Hook

• Over-communicate with virtual teams

🔹 13. Define Team Ground Rules

Key Actions

• Co-create rules with team
• Document norms in team charter
• Reinforce consistently

Memory Hook

• Co-created rules = higher buy-in

🔹 14. Mentor Stakeholders & Team Members

Key Actions

• Provide guidance
• Share experience
• Develop future leaders

Memory Hook

• Mentor = develop capability

🔹 15. Promote Team Performance Through Stakeholder Engagement

Key Actions

• Balance stakeholder needs
• Protect team focus
• Use data to resolve misalignment

Memory Hook

PM = bridge between team & stakeholders

Focus: Change control, planning, scope, schedule, cost, quality, risk, procurement, and tailoring.

🔶 1. INTEGRATED CHANGE CONTROL

What to do FIRST when change appears:

• Perform impact analysis → scope, cost, schedule, quality, risk, benefits
• Document the change
• Submit to Change Control Board (CCB)
• Update baselines and plans after approval
• Communicate approved changes to stakeholders

Memory Hooks:

• Change → Analyze → CCB → Update → Communicate
• Unapproved = STOP
• Even sponsor must follow process

🔶 2. SCOPE MANAGEMENT

Key Actions:

• Collect & clarify requirements (no ambiguity)
• Create WBS → deliverable-based, not task-based
• Validate scope with customer
• Control scope → prevent scope creep

Memory Hooks:

• No clarity = no baseline
• WBS = deliverables, not activities
• Scope creep → Stop + Change Control

🔶 3. SCHEDULE MANAGEMENT

Key Actions:

• Define activities
• Sequence them (dependencies)
• Estimate durations
• Build schedule with critical path
• Control schedule

Memory Hooks:

• Critical path = only path that matters
• SPI < 1 → behind schedule
• Fast-track = parallel; Crash = add resources

🔶 4. COST MANAGEMENT

Key Actions:

• Estimate costs (3-point estimating recommended)
• Determine budget
• Monitor cost with EVM (CPI, CV, EAC)
• Forecast adjustments as needed

Memory Hooks:

• CPI < 1 = over budget
• EAC = new forecast
• Variance? → Analyze first → then act

🔶 5. QUALITY MANAGEMENT

Key Actions:

• Define quality standards and metrics
• Implement Quality Assurance (process-focused)
• Control Quality (product-focused)
• Use continuous improvement

Memory Hooks:

• QA = prevent; QC = inspect
• Late defects = bad process, not bad team
• Fix cause, not symptoms

🔶 6. RESOURCE MANAGEMENT

Key Actions:

• Estimate resources
• Acquire team/resources
• Develop team
• Manage team conflicts and performance
• Control resource usage

Memory Hooks:

• Right people → right roles
• Conflict? → Collaborate first
• Resource shortages = risk + replan

🔶 7. COMMUNICATIONS MANAGEMENT

Key Actions:

• Determine communication needs & preferences
• Tailor communication (format, detail, frequency)
• Distribute information effectively
• Monitor engagement

Memory Hooks:

• Tailor everything
• Confusion → simplify message
• Stakeholder bypassing PM → reset boundaries

🔶 8. RISK MANAGEMENT

Key Actions:

• Identify risks
• Perform qualitative + quantitative analysis
• Plan responses
• Implement responses
• Monitor continuously

Memory Hooks:

• New risk → register + assess + plan
• Trigger hit = execute response
• Risk mgmt is iterative, not one-time

🔶 9. PROCUREMENT MANAGEMENT

Key Actions:

• Make-or-buy analysis
• Create procurement documents
• Select sellers
• Manage procurement (contract compliance)
• Close procurements

Memory Hooks:

• Contract changes = formal process only
• Vendor failure → use contract escalation
• Acceptance criteria must be documented

🔶 10. STAKEHOLDER ENGAGEMENT

Key Actions:

• Identify stakeholders
• Analyze their power/interest/attitude
• Develop engagement strategy
• Monitor & adjust engagement

Memory Hooks:

• Engage early, often, intentionally
• Low engagement → outreach, not avoidance
• Stakeholder conflict → align with charter/goals

🔶 11. TAILORING & GOVERNANCE

Key Actions:

• Tailor methodology to project size, complexity, and risk
• Use organizational governance structures
• Maintain integration across all subsidiary plans

Memory Hooks:

• Fit the process to the project
• Governance = who decides what, when
• Integrated plan = no silos

🔶 12. PERFORMANCE MEASUREMENT & REPORTING

Key Actions:

• Track KPIs, EVM metrics, forecasts
• Prepare dashboards
• Provide decision-ready information

Memory Hooks:

• Report for decisions, not decoration
• Executives want high-level, not detail
• Update forecasts when conditions change

🔶 13. PROJECT CLOSURE

Key Actions:

• Verify deliverables acceptance
• Close contracts
• Archive documents
• Capture & share lessons learned
• Release resources

Memory Hooks:

• Never ghost a project — close formally
• Lessons learned = during + end
• Closure includes contracts AND documentation

Focus: Compliance, business case, benefits, strategy alignment, external influences, organizational change, sustainability.

🔶 1. COMPLIANCE (Legal, Regulatory, Safety, Standards)

Key Actions:

• Identify relevant laws, regulations, industry standards
• Incorporate compliance requirements into scope, schedule, cost, and quality plans
• Conduct audits and inspections
• Respond to compliance findings with corrective + preventive actions
• Maintain required records and documentation
• Ensure vendor/contract compliance

Memory Hooks:

• Compliance = mandatory, not optional
• Safety/legal concerns override schedule/cost
• Audit findings → Correct + Prevent
• Compliance must be documented, not assumed

🔶 2. BUSINESS CASE MANAGEMENT

Key Actions:

• Understand the “why” behind the project
• Validate business case throughout the project lifecycle
• Reassess business justification when assumptions change
• Recommend continuation, modification, or termination based on updated value
• Ensure alignment of deliverables to intended outcomes

Memory Hooks:

• Business case is a “living document”
• If the why changes, the plan must change
• No value = no project

🔶 3. BENEFITS MANAGEMENT

Key Actions:

• Develop benefits management plan & benefits register
• Track benefit realization against forecasts
• Ensure operational readiness for benefits transition
• Monitor adoption and usage of outputs
• Adjust transition and change management as needed
• Report progress to governance

Memory Hooks:

• Outputs ≠ outcomes
• Adoption drives benefits
• Benefits delayed? Update forecast + stakeholders
• Benefits belong to operations after transition

🔶 4. STRATEGIC ALIGNMENT

Key Actions:

• Understand organizational strategy, portfolio, and program context
• Align project objectives to strategic goals
• Revalidate alignment when organizational priorities shift
• Recommend changes when project no longer fits strategic direction
• Communicate strategic impact of changes

Memory Hooks:

• Strategy → alignment → delivery
• If strategy changes, re-check alignment
• Project must support the portfolio, not vice versa

🔶 5. ORGANIZATIONAL CHANGE MANAGEMENT

Key Actions:

• Identify organizational impacts of the project
• Analyze readiness and resistance
• Develop training, communication, and transition plans
• Engage impacted business units
• Support adoption and change reinforcement
• Monitor effectiveness of change management activities

Memory Hooks:

• Resistance → communication + involvement
• No change management = no benefits realized
• People impact is as important as technical impact

🔶 6. EXTERNAL ENVIRONMENT (Market, Economy, Technology)

Key Actions:

• Monitor external factors (competitors, supply chain, regulations, economy)
• Assess impact of changes on schedule, costs, risks, benefits
• Update forecasts and plans accordingly
• Communicate impacts to governance
• Adapt procurement, risk, and resource strategies

Memory Hooks:

• External shocks = re-plan, reforecast
• Market shift → revisit value
• Technology changes may require redesign

🔶 7. SUSTAINABILITY & ESG (Environmental, Social, Governance)

Key Actions:

• Understand ESG or sustainability constraints
• Integrate environmental, safety, and social requirements into the plan
• Ensure supplier/vendor compliance with ESG expectations
• Monitor environmental impact metrics
• Align deliverables with sustainability goals

Memory Hooks:

• Sustainability is now a project constraint
• ESG influences design, procurement, and reporting
• Reputation risk is real risk

🔶 8. GOVERNANCE & CONTROL FRAMEWORKS

Key Actions:

• Follow organizational governance requirements
• Use escalation paths, decision authorities, and approval structures
• Ensure reporting meets governance standards
• Support audits, stage gates, and compliance checks
• Provide evidence-based recommendations
• Maintain transparency with leadership

Memory Hooks:

• Governance = who decides what / when
• Escalate only when outside your authority
• Gate reviews test business viability

🔶 9. TRANSITION TO OPERATIONS

Key Actions:

• Ensure documentation, training, and support readiness
• Coordinate with operations for handoff
• Verify acceptance criteria and transition criteria
• Ensure smooth operational integration
• Confirm benefit realization metrics with operations

Memory Hooks:

• Transition = handover + adoption
• Benefits “live” in operations, not the project
• Incomplete transition → missed benefits

Focus: Agile mindset, servant leadership, backlog management, ceremonies, cross-functional teams, adaptive planning, value delivery, and hybrid approaches.

🔶 1. AGILE MINDSET & PRINCIPLES

Key Actions:

• Deliver value early and continuously
• Welcome changing requirements (even late)
• Empower self-organizing teams
• Maintain sustainable pace
• Promote transparency, inspection, and adaptation
• Focus on customer collaboration over contract negotiation

Memory Hooks:

• Value early → value often
• Transparent → inspect → adapt
• Teams decide how; PM/PO decides what/why

🔶 2. SERVANT LEADERSHIP

Key Actions:

• Remove impediments
• Facilitate collaboration
• Coach the team
• Promote psychological safety
• Protect team from external disruptions
• Support self-organization

Memory Hooks:

• Servant leader = shield + coach + facilitator
• Solve blockers, don’t assign tasks
• Team owns process; leader supports

🔶 3. AGILE TEAMS & ROLES

Key Actions:

• Cross-functional team delivers increments
• Product Owner prioritizes backlog
• Scrum Master / Agile Lead removes impediments
• Team pulls work, self-organizes
• Collaboration over silos

Memory Hooks:

• PO = value; SM = flow; Team = delivery
• Self-organizing → no command/control
• Cross-functional teams reduce dependencies

🔶 4. BACKLOG MANAGEMENT & PRIORITIZATION

Key Actions:

• Maintain prioritized Product Backlog
• Use relative estimation (story points)
• Refine backlog continuously
• Split large stories into small increments
• Accept change easily (within backlog)

Memory Hooks:

• Backlog is always changing
• PO sets priority; team estimates
• Stories must be small, testable, valuable

🔶 5. ITERATIVE & INCREMENTAL DELIVERY

Key Actions:

• Timeboxed sprints/iterations
• Deliver working product early
• Use increments to minimize risk
• Sprint review = demo value
• Sprint retrospective = improve process

Memory Hooks:

• Working product > documentation
• Sprint = fixed timebox, protected from scope change
• Retrospective = main improvement engine

🔶 6. ADAPTIVE PLANNING & CHANGE MANAGEMENT

Key Actions:

• Use rolling-wave planning
• Adjust direction based on feedback
• Allow backlog changes at any time
• Avoid detailed long-term planning

Memory Hooks:

• Plan just enough, just in time
• Responding to change > following a plan
• Change OK in backlog; NOT OK mid-sprint

🔶 7. AGILE METRICS & FLOW

Key Actions:

• Use burndown/burnup charts
• Limit WIP
• Measure throughput, cycle time
• Highlight bottlenecks
• Use visible information radiators

Memory Hooks:

• Limit WIP to increase flow
• Cycle time = speed indicator
• Board shows reality → not status reports

🔶 8. VALUE DELIVERY & CUSTOMER ENGAGEMENT

Key Actions:

• Engage customer frequently
• Use feedback to reprioritize
• Validate assumptions early
• Build product increments
• Adjust scope to maximize ROI

Memory Hooks:

• Customer in the loop
• Value > scope
• Build → test → validate → adjust

🔶 9. RISK MANAGEMENT IN AGILE

Key Actions:

• Reduce risk through short cycles
• Frequent increments reveal issues early
• Continuous integration & testing
• Prioritize high-risk items first

Memory Hooks:

• Short cycles = less risk
• Early demos expose issues
• Attack risk early in backlog

🔶 10. HYBRID APPROACH (Predictive + Agile)

When to use Hybrid:

• Part of the work is well-known (predictive)
• Part is uncertain or evolving (Agile)
• Regulatory/compliance work must follow predictive processes
• Customer expects iterative demos but fixed constraints
• Integrations or hardware require predictive sequencing

Memory Hooks:

• Known → Predictive; Unknown → Agile
• Compliance = predictive; Innovation = agile
• Hybrid = structure + flexibility

🔶 11. HYBRID EXECUTION MODELS

Common Hybrid Patterns:

• Predictive planning + Agile delivery
• Water-Scrum-Fall
• Predictive milestones + Agile increments
• Sequential compliance + continuous value delivery

Memory Hooks:

• Hybrid blends planning stability + delivery agility
• Use predictive for dependencies and external approvals

🔶 12. AGILE/LEAN TOOLS

Key Tools:

• Scrum boards (Sprint Backlog)
• Kanban boards (Flow/WIP control)
• User Stories (INVEST)
• Epics → Features → Stories
• Velocity & burndown/burnup
• Definition of Ready (DoR)
• Definition of Done (DoD)

Memory Hooks:

• DoR = start criteria
• DoD = completion criteria
• Stories must be INVEST: Independent, Negotiable, Valuable, Estimable, Small, Testable

“WHAT PMI WANTS MOST”

• When in doubt → Collaborate, coach, facilitate
• PM should empower, not command
• Look for team charter, ground rules, and clear communication clues
• Conflict? → Handle early and collaborate
• Virtual team? → Increase structure & communication
• Stakeholder issues? → Analyze → communicate → align
• Leadership style? → Servant leadership for Agile

“WHAT PMI WANTS MOST”

• Before acting → analyze

• Before approving → impact assess

• Before escalating → check authority

• When in doubt → refer to plan

• When unclear → clarify first

• When something goes wrong → root cause

• When environment shifts → update forecasts

• Quality issues → fix process + prevention

• New risks → identify → assess → respond

• Changes → impact → CCB → baseline → communicate

“WHAT PMI WANTS MOST”

• Compliance always comes first
• Never bypass mandatory steps for schedule or cost
• Business case must stay valid throughout
• Strategy changes → reassess alignment
• Benefits ≠ output; focus on outcomes and adoption
• Organizational change management is critical
• External factors require reforecast + governance communication
• ESG / sustainability constraints must be respected
• Corrective + preventive actions (not just fix the product)
• If justification is gone → recommend change/terminate

 WHAT PMI ALWAYS WANTS

• Empower the team (do NOT micromanage)
• Protect the sprint timebox (no mid-sprint scope changes)
• PO prioritizes; team estimates
• Use facilitation for conflict (not escalation)
• Deliver value early & often
• Change = opportunity (in Agile)
• Hybrid = predictive controls + Agile delivery
• Agile PM/Scrum Master removes impediments
• Transparency and continuous communication
• Always choose customer collaboration over rigid contracts
• Fail fast → learn → adapt

Below is a complete, structured flashcard set for the PMP exam, organized by section/domain, with memory hooks on every card.

Each card is formatted as:

FLASHCARD #:

Front:

Back:

Memory Hook:

You can copy/paste into Anki, Quizlet, or print as-is.

Section 1: Build a Team

FLASHCARD 1

Front: What is the purpose of a Team Charter?
Back: Defines roles, responsibilities, decision authority, and team norms.
Memory Hook: If team confusion exists → Build/update Team Charter.

FLASHCARD 2

Front: What tool defines roles and responsibilities?
Back: RACI Matrix (Responsible, Accountable, Consulted, Informed)
Memory Hook: If anyone says “Who owns this?” → Think RACI.

FLASHCARD 3

Front: What model describes team formation stages?
Back: Tuckman’s Model — Forming, Storming, Norming, Performing, Adjourning
Memory Hook: Storming = conflict → guide to Norming.

Section 2: Lead a Team

FLASHCARD 4

Front: What is Servant Leadership?
Back: Leading by supporting team needs, removing blockers, coaching, enabling.
Memory Hook: Team empowerment + removing obstacles.

FLASHCARD 5

Front: Which leadership style fits Agile environments?
Back: Servant and facilitative leadership.
Memory Hook: Agile = empower, not command.

FLASHCARD 6

Front: How should a PM address team conflict?
Back: Facilitate direct collaboration between involved parties.
Memory Hook: PMI loves “collaborate” first.

Section 3: Support Team Performance

FLASHCARD 7

Front: What is the PM’s responsibility when a team member underperforms?
Back: Coach the team member privately, identify root cause, support improvement.
Memory Hook: Coach → Don’t punish first.

FLASHCARD 8

Front: What technique helps improve performance?
Back: Frequent feedback loops and regular performance check-ins.
Memory Hook: Feedback early → fewer escalations.

Section 4: Empower Team Members and Stakeholders

FLASHCARD 9

Front: What should PM do when approvals create bottlenecks?
Back: Empower team decision-making within limits defined by governance.
Memory Hook: Bottleneck → distribute authority.

FLASHCARD 10

Front: Power types in project management?
Back: Legitimate, Reward, Expert, Referent, Coercive
Memory Hook: Expert + Referent are PMI-preferred.

Section 5: Ensure Training and Competency

FLASHCARD 11

Front: What to do when a skill gap is found?
Back: Create and execute a training plan.
Memory Hook: Gap → Train → THEN escalate.

Section 6: Build Shared Understanding

FLASHCARD 12

Front: Which techniques promote shared understanding?
Back: Workshops, JAD sessions, prototypes, demos.
Memory Hook: Miscommunication → Facilitate, don’t dictate.

Section 7: Manage Conflict

FLASHCARD 13

Front: List conflict resolution styles (best to worst).
Back: Collaborate → Compromise → Smooth → Force → Withdraw
Memory Hook: PMI = ALWAYS collaborate unless emergency.

Section 8: Execute Project with Urgency

FLASHCARD 14

Front: What does “deliver business value” imply?
Back: Remove impediments, accelerate flow, focus on MVP.
Memory Hook: Value = unblock + deliver early.

Section 9: Manage Communications

FLASHCARD 15

Front: Types of communication?
Back: Push, Pull, Interactive
Memory Hook: Stakeholder misalignment → review communication plan.

FLASHCARD 16

Front: What’s the first step when stakeholders are unhappy?
Back: Engage and listen to concerns directly.
Memory Hook: Talk → Align → Update plan.

Section 10: Assess & Manage Risks

FLASHCARD 17

Front: Negative risk responses?
Back: Avoid, Mitigate, Transfer, Accept
Memory Hook: AMTA.

FLASHCARD 18

Front: Positive risk responses?
Back: Exploit, Enhance, Share, Accept
Memory Hook: EESA.

FLASHCARD 19

Front: What to do when a new risk emerges?
Back: Add to risk register → Assess probability & impact → Develop response.
Memory Hook: Always ANALYZE before acting.

Section 11: Engage Stakeholders

FLASHCARD 20

Front: First action for new stakeholders?
Back: Add to stakeholder register and analyze influence.
Memory Hook: New person → Update the register FIRST.

Section 12: Plan & Manage Scope

FLASHCARD 21

Front: How is WBS created?
Back: By decomposition of deliverables.
Memory Hook: WBS = What not how.

FLASHCARD 22

Front: What is scope creep?
Back: Uncontrolled/unauthorized changes.
Memory Hook: Creep = no change control used.

Section 13: Plan & Manage Schedule

FLASHCARD 23

Front: What is the critical path?
Back: Longest path; determines minimum project duration.
Memory Hook: No float = critical.

FLASHCARD 24

Front: What’s the formula for float?
Back: LS – ES or LF – EF
Memory Hook: Slack = Late – Early.

Section 14: Budget & Cost

FLASHCARD 25

Front: CPI < 1 means what?
Back: Cost overrun; project is less efficient than planned.
Memory Hook: CPI < 1 = Losing money.

FLASHCARD 26

Front: SPI < 1 means what?
Back: Behind schedule.
Memory Hook: SPI < 1 = Behind.

Section 15: Manage Quality

FLASHCARD 27

Front: What’s the difference between QA and QC?
Back: QA = process-oriented; QC = product-oriented
Memory Hook: A = Audit; C = Check.

FLASHCARD 28

Front: What tool identifies defect causes?
Back: Ishikawa / Fishbone diagram
Memory Hook: Fishbone = root cause.

Section 16: Integration Planning

FLASHCARD 29

Front: What is the purpose of the Project Management Plan?
Back: Centralized document integrating all subsidiary plans.
Memory Hook: Master document = integration.

Section 17: Manage Change

FLASHCARD 30

Front: Steps in change control (in order)?
Back: Document → Analyze → CCB → Update plans → Communicate
Memory Hook: NEVER skip analysis.

Section 18: Procurement

FLASHCARD 31

Front: Fixed-price contracts transfer risk to whom?
Back: The seller.
Memory Hook: FP = seller risk.

FLASHCARD 32

Front: What is a make-or-buy analysis used for?
Back: Determining whether to produce internally or outsource.
Memory Hook: Buy = cost/time; Make = control.

Section 21: Compliance

FLASHCARD 33

Front: What to do if regulatory requirement discovered late?
Back: Update compliance plan and escalate risk.
Memory Hook: Compliance = no negotiation.

Section 22: Deliver Benefits & Value

FLASHCARD 34

Front: What is the Benefits Management Plan?
Back: Defines how benefits are measured, tracked, and realized.
Memory Hook: Benefits = business justification.

FLASHCARD 35

Front: What if benefits are not materializing?
Back: Reassess business case and realign project goals.
Memory Hook: No benefit = reconsider.

Section 23: Organizational Change

FLASHCARD 36

Front: What model explains individual change adoption?
Back: ADKAR: Awareness, Desire, Knowledge, Ability, Reinforcement
Memory Hook: A-D-K-A-R.

FLASHCARD 37

Front: How handle resistance to change?
Back: Increase communication, involvement, and support.
Memory Hook: Resistance = engage more, not less.

This set includes deep coverage, memory hooks, trigger words, and PMI-preferred actions.

All cards follow the format:

FLASHCARD #

Front:

Back:

Memory Hook:

Trigger Words:

📘 SECTION 1: BUILD A TEAM — COMPLETE FLASHCARD SET

✅ FLASHCARD 1

Front: What is the Team Charter?
Back: A document that defines team values, working agreements, roles, responsibilities, decision-making, and communication norms.
Memory Hook: If team confusion → Build/update Team Charter.
Trigger Words: “unclear expectations,” “misalignment,” “team norms missing”

✅ FLASHCARD 2

Front: When is the Team Charter created?
Back: During project initiation and refined throughout planning.
Memory Hook: Start early → refine later.
Trigger Words: “establishing team norms early,” “kickoff preparation”

✅ FLASHCARD 3

Front: What process outputs the Team Charter?
Back: Develop Team Charter is part of Resource Management planning.
Memory Hook: Charter = resource planning output.
Trigger Words: “team formation,” “roles/responsibilities needed”

✅ FLASHCARD 4

Front: What is the purpose of RACI Matrix?
Back: Defines who is Responsible, Accountable, Consulted, and Informed for each task.
Memory Hook: If ownership unclear → think RACI.
Trigger Words: “who is responsible,” “duplicate work,” “handoff problems”

✅ FLASHCARD 5

Front: What is the difference between roles and responsibilities?
Back: Roles = position/title; Responsibilities = specific duties/actions.
Memory Hook: Role = what you ARE; Responsibility = what you DO.
Trigger Words: “job title vs tasks,” “clarifying duties”

✅ FLASHCARD 6

Front: What is Tuckman’s Ladder?
Back: Team development stages: Forming, Storming, Norming, Performing, Adjourning.
Memory Hook: Storming = conflict; Performing = independence.
Trigger Words: “team in conflict,” “new team forming”

✅ FLASHCARD 7

Front: How should the PM respond during Storming phase?
Back: Facilitate healthy conflict, mediate disagreements, reinforce team norms.
Memory Hook: Storming → guide to Norming.
Trigger Words: “team arguing,” “conflict arises naturally”

✅ FLASHCARD 8

Front: What is the responsibility assignment matrix (RAM)?
Back: A chart linking work packages to team members.
Memory Hook: RAM = visual assignment chart.
Trigger Words: “work package ownership,” “team accountability”

✅ FLASHCARD 9

Front: What is the purpose of Organizational Theory?
Back: Helps PM understand behavior, structure, culture → builds better teams.
Memory Hook: Know the org → build the team.
Trigger Words: “organizational culture,” “team behavior,” “structure impact”

✅ FLASHCARD 10

Front: What are Resource Requirements?
Back: Identified quantities and types of human and physical resources needed.
Memory Hook: Requirements first → assignments later.
Trigger Words: “resource constraints,” “skills needed,” “capacity planning”

✅ FLASHCARD 11

Front: What is Resource Breakdown Structure (RBS)?
Back: Hierarchical listing of resources by category and type.
Memory Hook: RBS = resource categories → not tasks.
Trigger Words: “resource categories,” “classification”

✅ FLASHCARD 12

Front: What is the difference between Acquire Team vs Develop Team?
Back: Acquire = bring people onto the project; Develop = improve their skills/performance.
Memory Hook: Acquire = get people; Develop = grow people.
Trigger Words: “new resources needed,” “team training,” “skill improvement”

✅ FLASHCARD 13

Front: What are Acquisition Constraints?
Back: Limitations such as budget, org policies, availability, location.
Memory Hook: Constraints dictate options.
Trigger Words: “resource shortages,” “staffing limitations,” “policy restrictions”

✅ FLASHCARD 14

Front: What should PM do when the team lacks required skills?
Back: Provide training, mentoring, or acquire external resources.
Memory Hook: Skill gap → training plan BEFORE escalation.
Trigger Words: “insufficient skills,” “team not qualified”

✅ FLASHCARD 15

Front: What is the best method to establish team values?
Back: Facilitation workshops involving the entire team.
Memory Hook: Build values collaboratively.
Trigger Words: “team agreement,” “shared values,” “kickoff activity”

✅ FLASHCARD 16

Front: What is the Halo Effect?
Back: Incorrectly assuming a good performer in one area will be good at everything.
Memory Hook: Halo ≠ all skills.
Trigger Words: “promotion error,” “assign based on assumptions”

✅ FLASHCARD 17

Front: What is multi-criteria decision analysis used for?
Back: Evaluates resource alternatives based on weighted criteria (skills, cost, availability).
Memory Hook: Pick best resource objectively.
Trigger Words: “choose team members,” “select vendor,” “compare options”

✅ FLASHCARD 18

Front: What is pre-assignment?
Back: When staff is chosen in advance due to skill, availability, or customer request.
Memory Hook: Pre-assigned = locked in before planning.
Trigger Words: “customer mandates,” “contract requirement,” “named resources”

✅ FLASHCARD 19

Front: What is virtual team formation?
Back: Teams working remotely across locations, cultures, or time zones.
Memory Hook: Virtual = communication planning is critical.
Trigger Words: “remote team,” “time zone,” “distributed resources”

✅ FLASHCARD 20

Front: What tools help support virtual teams?
Back: Video conferencing, collaboration tools, shared repositories.
Memory Hook: Tools replace face-to-face.
Trigger Words: “communication challenges,” “remote collaboration”

✅ FLASHCARD 21

Front: Why is diversity important in team building?
Back: Increases creativity, problem solving, and innovation.
Memory Hook: Diverse teams → better results.
Trigger Words: “mixed backgrounds,” “inclusive team,” “global team”

✅ FLASHCARD 22

Front: What is resource smoothing?
Back: Adjusts activities so resource usage remains within limits without affecting critical path.
Memory Hook: Smoothing = no impact to critical path.
Trigger Words: “minor leveling,” “optimize usage”

✅ FLASHCARD 23

Front: What is resource leveling?
Back: Adjusts schedule to address resource conflicts, often extending duration.
Memory Hook: Leveling impacts schedule.
Trigger Words: “overallocation,” “schedule adjustment,” “dependency conflict”

✅ FLASHCARD 24

Front: What is a responsibility assignment matrix used for in team building?
Back: Prevents overlap, confusion, and finger-pointing by clarifying ownership.
Memory Hook: RACI = clarity + accountability.
Trigger Words: “duplication,” “blame,” “handoff issues”

✅ FLASHCARD 25

Front: What should PM do when team members do not agree on roles?
Back: Facilitate a discussion to co-create the Team Charter.
Memory Hook: PMI always prefers collaboration.
Trigger Words: “role disputes,” “misalignment,” “confusion about responsibilities”

✅ FLASHCARD 1

Front: What is the primary leadership approach recommended by PMI?
Back: Servant Leadership—empower, support, remove blockers, coach.
Memory Hook: Team-first → Servant Leader.
Trigger Words: “help team succeed,” “remove obstacles,” “empower team”

✅ FLASHCARD 2

Front: What leadership style works best in Agile teams?
Back: Servant and Facilitative leadership.
Memory Hook: Agile = empower, don’t command.
Trigger Words: “self-organizing team,” “collaborative environment”

✅ FLASHCARD 3

Front: What is Emotional Intelligence (EI)?
Back: Understanding and managing personal emotions and others’ emotions to enhance communication and collaboration.
Memory Hook: EI = empathy + awareness.
Trigger Words: “empathy,” “self-awareness,” “relationship management”

✅ FLASHCARD 4

Front: What is the PM’s role in conflict management?
Back: Facilitate resolution, promote collaboration, ensure constructive communication.
Memory Hook: PMI → Always collaborate first.
Trigger Words: “team conflict,” “disagreements,” “facilitated session”

✅ FLASHCARD 5

Front: What leadership action is needed when a team member is not participating?
Back: Engage privately, ask questions, encourage involvement, uncover blockers.
Memory Hook: Silence = check in one-on-one.
Trigger Words: “quiet team member,” “withdrawal,” “lack of engagement”

✅ FLASHCARD 6

Front: How does a PM motivate team members?
Back: Recognize achievements, empower ownership, connect to purpose, provide autonomy.
Memory Hook: Motivation = autonomy + recognition.
Trigger Words: “low morale,” “motivation issues,” “reduced productivity”

✅ FLASHCARD 7

Front: What is the best conflict resolution style?
Back: Collaboration (win-win) unless urgent or safety-critical.
Memory Hook: PMI answers = collaboration first.
Trigger Words: “win-win,” “consensus,” “root cause discussion”

✅ FLASHCARD 8

Front: What is the worst conflict management style for long-term results?
Back: Forcing (win-lose).
Memory Hook: Force = conflict returns later.
Trigger Words: “imposed decision,” “authority-based,” “commanding style”

✅ FLASHCARD 9

Front: When is forcing acceptable?
Back: Emergencies, safety issues, severe conflict threatening project goals.
Memory Hook: Only use Force in emergencies.
Trigger Words: “urgent decision,” “critical risk,” “time-sensitive escalation”

✅ FLASHCARD 10

Front: What is smoothing in conflict management?
Back: Downplaying differences and emphasizing agreement.
Memory Hook: Smoothing = temporary peace.
Trigger Words: “calm situation,” “buy time,” “avoid escalation”

✅ FLASHCARD 11

Front: What is compromising?
Back: Each party gives something up to reach agreement—short-term solution.
Memory Hook: Compromise = partial win.
Trigger Words: “middle ground,” “agreement needed quickly”

✅ FLASHCARD 12

Front: What is withdrawal/avoidance?
Back: Leaving conflict unresolved; used when stakes are low or emotions high.
Memory Hook: Avoid = not a solution.
Trigger Words: “not worth pursuing,” “cool-down period,” “low priority issue”

✅ FLASHCARD 13

Front: What is situational leadership?
Back: Leadership style that adapts to team maturity and circumstances.
Memory Hook: No one style fits all.
Trigger Words: “changing needs,” “adapting leadership,” “team maturity”

✅ FLASHCARD 14

Front: What should PM do first when a conflict emerges?
Back: Identify root cause by listening to all parties privately.
Memory Hook: Cause first → solution later.
Trigger Words: “root cause,” “hear all sides,” “understanding conflict”

✅ FLASHCARD 15

Front: What is active listening?
Back: Listening attentively, reflecting back, asking clarifying questions.
Memory Hook: Listen > Speak.
Trigger Words: “miscommunication,” “avoid assumptions”

✅ FLASHCARD 16

Front: What is the PM’s first action when team morale drops?
Back: Identify concerns through one-on-one discussions and adjust leadership approach.
Memory Hook: Morale down → talk privately.
Trigger Words: “frustration,” “disengagement,” “reduced collaboration”

✅ FLASHCARD 17

Front: Why is transparency important in leadership?
Back: Builds trust and increases team engagement.
Memory Hook: Transparency = trust.
Trigger Words: “team distrust,” “information withheld”

✅ FLASHCARD 18

Front: How should a PM handle negative stakeholder pressure on team members?
Back: Protect team by channeling communication and managing expectations.
Memory Hook: Shield team from unnecessary stress.
Trigger Words: “stakeholder pressure,” “team overwhelmed”

✅ FLASHCARD 19

Front: How should a PM handle poor interpersonal dynamics?
Back: Facilitate team-building activities and conflict resolution workshops.
Memory Hook: Interpersonal issues → team-building.
Trigger Words: “unhealthy relationships,” “team tension”

✅ FLASHCARD 20

Front: What’s the PM’s responsibility when misinformation spreads?
Back: Correct it quickly, clarify facts, update communication plans.
Memory Hook: Bad info → correct immediately.
Trigger Words: “rumors,” “incorrect assumptions,” “confusion”

✅ FLASHCARD 21

Front: What is the best way to influence without authority?
Back: Build trust, use expertise, demonstrate credibility, communicate persuasively.
Memory Hook: Influence = credibility + relationships.
Trigger Words: “matrix organization,” “indirect reporting”

✅ FLASHCARD 22

Front: What is the PM’s role in encouraging collaboration?
Back: Facilitate communication, break silos, create shared purpose.
Memory Hook: Collaboration doesn’t happen by accident.
Trigger Words: “cross-functional,” “handoff issues,” “alignment needed”

✅ FLASHCARD 23

Front: How does the PM ensure accountability?
Back: Clearly define ownership, track commitments, follow up consistently.
Memory Hook: Clear expectations + follow-up = accountability.
Trigger Words: “slipping deadlines,” “unclear ownership”

✅ FLASHCARD 24

Front: What is the PM’s responsibility in decision-making?
Back: Facilitate decisions, ensure data is available, ensure consensus where possible.
Memory Hook: PM facilitates—not dictates—decisions.
Trigger Words: “decision paralysis,” “no agreement,” “analysis needed”

✅ FLASHCARD 25

Front: What to do when a senior team member dominates discussions?
Back: Use facilitation to ensure equal participation.
Memory Hook: Balance voices in the room.
Trigger Words: “one person controlling,” “others silent”

✅ FLASHCARD 26

Front: What is constructive feedback?
Back: Specific, actionable, timely, and focused on behavior not personality.
Memory Hook: Clear → behavior-based → respectful.
Trigger Words: “feedback session,” “performance issue”

✅ FLASHCARD 27

Front: What is the PM’s role in coaching?
Back: Guide team members to solution through questions, not directives.
Memory Hook: Coach = ask, don’t tell.
Trigger Words: “skills development,” “growth,” “mentoring needed”

✅ FLASHCARD 28

Front: How should PM respond to cultural differences?
Back: Adapt communication, encourage sensitivity, clarify expectations.
Memory Hook: Culture shapes behavior.
Trigger Words: “global team,” “cultural misunderstanding”

✅ FLASHCARD 29

Front: What is conflict escalation?
Back: Formal process to involve higher authority when team cannot resolve issues.
Memory Hook: Escalate only after trying resolution.
Trigger Words: “standoff,” “unresolvable conflict,” “impasse”

✅ FLASHCARD 30

Front: When is escalation appropriate?
Back: When risks, delays, or team relations cannot be resolved internally.
Memory Hook: Used sparingly → last resort.
Trigger Words: “ongoing conflict,” “harm to project,” “team breakdown”

✅ FLASHCARD 1

Front: What is the PM’s role in supporting team performance?
Back: Monitor team progress, remove impediments, provide feedback, motivate, and reinforce accountability.
Memory Hook: Support = monitor + clear barriers.
Trigger Words: “team not progressing,” “delays,” “blockers”

✅ FLASHCARD 2

Front: What is the purpose of performance appraisals?
Back: Evaluate individual/team contributions, identify strengths, and develop improvement plans.
Memory Hook: Appraisal = improvement, not punishment.
Trigger Words: “performance review,” “assessment needed”

✅ FLASHCARD 3

Front: What is a team performance assessment?
Back: Evaluates team effectiveness, collaboration, communication, and productivity.
Memory Hook: Team health check = TPA.
Trigger Words: “team dynamics,” “collaboration issues,” “ineffective teamwork”

✅ FLASHCARD 4

Front: What should PM do if team productivity decreases?
Back: Investigate root cause, hold one-on-one discussions, adjust workload, remove blockers.
Memory Hook: Decline → investigate → support.
Trigger Words: “reduced output,” “slower progress”

✅ FLASHCARD 5

Front: What tool is used to track individual and team commitments?
Back: Task board, Kanban board, burndown chart, or resource assignment matrix.
Memory Hook: Boards visualize accountability.
Trigger Words: “unclear tasks,” “work not visible”

✅ FLASHCARD 6

Front: What is the purpose of daily standups?
Back: Provide transparency, identify impediments, align team efforts.
Memory Hook: Standup = sync + unblock.
Trigger Words: “daily sync,” “agile team,” “impediments”

✅ FLASHCARD 7

Front: How should PM address repeated bottlenecks?
Back: Analyze root cause, escalate removal if needed, revisit workflow.
Memory Hook: Bottleneck = process fix.
Trigger Words: “work slowing,” “team blocked repeatedly”

✅ FLASHCARD 8

Front: What is the PM’s role in facilitating team collaboration?
Back: Encourage open communication, mediate disagreements, create shared understanding.
Memory Hook: Collaboration is PM-built.
Trigger Words: “team silos,” “miscommunication”

✅ FLASHCARD 9

Front: When should the PM intervene in team communication?
Back: When communication breakdown affects performance or relationships.
Memory Hook: Intervene when damage happening.
Trigger Words: “poor communication,” “conflict escalating”

✅ FLASHCARD 10

Front: What is constructive feedback?
Back: Feedback that is specific, actionable, timely, and focused on behavior, not personality.
Memory Hook: Correct constructively, not critically.
Trigger Words: “feedback session,” “performance improvement”

✅ FLASHCARD 11

Front: How often should feedback be delivered?
Back: Continuously throughout the project—not just at reviews.
Memory Hook: Feedback early, often, and informal.
Trigger Words: “ongoing issues,” “recurring mistakes”

✅ FLASHCARD 12

Front: What should the PM do if a team member repeatedly makes errors?
Back: Coach privately, identify root cause, provide training or mentoring.
Memory Hook: Mistakes → coach before escalate.
Trigger Words: “repeated errors,” “skill gap”

✅ FLASHCARD 13

Front: What is team ground rules?
Back: Agreed policies and behaviors that guide how team members interact.
Memory Hook: Ground rules = behavior expectations.
Trigger Words: “team conflict,” “lack of respect,” “behavior issues”

✅ FLASHCARD 14

Front: What should PM do when a team member challenges authority?
Back: Seek to understand concern privately and clarify expectations.
Memory Hook: Private talk > public confrontation.
Trigger Words: “challenging PM,” “undermining decisions”

✅ FLASHCARD 15

Front: What should PM do when team members ignore ground rules?
Back: Reinforce agreed norms, discuss impact, gain recommitment.
Memory Hook: Ground rules → reinforce, don’t punish.
Trigger Words: “rules ignored,” “behavior slipping”

✅ FLASHCARD 16

Front: What is the purpose of a team performance dashboard?
Back: Provides visual metrics for progress, quality, risks, and workload.
Memory Hook: Dashboard = transparency.
Trigger Words: “tracking metrics,” “KPI visibility”

✅ FLASHCARD 17

Front: How to handle a chronically negative team member?
Back: Address privately, identify issues, encourage positive participation.
Memory Hook: Negativity → address early.
Trigger Words: “toxic behavior,” “disengagement”

✅ FLASHCARD 18

Front: What is a performance improvement plan (PIP)?
Back: Formal plan outlining performance issues, expectations, and timelines for improvement.
Memory Hook: PIP = for serious issues only.
Trigger Words: “persistent underperformance,” “formal process needed”

✅ FLASHCARD 19

Front: How should PM handle workload imbalance?
Back: Re-evaluate resource allocation, redistribute tasks, level resources.
Memory Hook: Unbalanced load → reassign tasks.
Trigger Words: “overloaded member,” “burnout risk”

✅ FLASHCARD 20

Front: What is the PM's role during retrospectives?
Back: Facilitate improvement, gather lessons learned, help team refine processes.
Memory Hook: Retro → improve process next sprint.
Trigger Words: “agile retrospective,” “process improvement”

✅ FLASHCARD 21

Front: How should PM respond to recurring delays?
Back: Analyze workflow, identify root cause, optimize process, escalate if needed.
Memory Hook: Recurring = process problem.
Trigger Words: “repetitive delays,” “bottlenecks”

✅ FLASHCARD 22

Front: What is the best way to recognize team achievements?
Back: Provide timely, specific, and public recognition aligned to team values.
Memory Hook: Recognition fuels motivation.
Trigger Words: “successes,” “milestones achieved”

✅ FLASHCARD 23

Front: What is the difference between mentoring and coaching?
Back: Mentoring = long-term development; Coaching = specific skill improvement.
Memory Hook: Mentor = guide; Coach = skill boost.
Trigger Words: “career growth,” “specific improvement need”

✅ FLASHCARD 24

Front: What is conflict prevention?
Back: Ensuring clarity, communication, shared understanding, and aligned expectations.
Memory Hook: Prevent > cure.
Trigger Words: “avoid future conflict,” “proactive actions”

✅ FLASHCARD 25

Front: What should PM do when team feedback contradicts stakeholder expectations?
Back: Facilitate alignment and update communication plan as needed.
Memory Hook: Align team ↔ stakeholders.
Trigger Words: “misaligned expectations,” “stakeholder conflict”

✅ FLASHCARD 26

Front: How does psychological safety support team performance?
Back: Encourages sharing ideas, raising concerns, and open communication.
Memory Hook: Safe teams = high-performing teams.
Trigger Words: “fear of speaking,” “team withholding information”

✅ FLASHCARD 27

Front: What is servant leadership's role in performance?
Back: Removes obstacles, supports growth, promotes autonomy.
Memory Hook: Serve the team → team performs.
Trigger Words: “team blocked,” “lack support”

✅ FLASHCARD 28

Front: What should PM do when a key resource becomes unavailable?
Back: Reassess schedule, rebalance workload, request replacement if needed.
Memory Hook: Lost resource → revise plan.
Trigger Words: “sudden departure,” “resource lost”

✅ FLASHCARD 29

Front: What is the PM’s role when quality drops?
Back: Investigate cause, reassess workload, provide training, update processes.
Memory Hook: Quality issues = process + skill review.
Trigger Words: “defects increasing,” “poor outputs”

✅ FLASHCARD 30

Front: What is the PM responsibility when communication gaps arise?
Back: Facilitate communication, clarify channels, revisit communication plan.
Memory Hook: If communication breaks → reset channels.
Trigger Words: “misunderstanding,” “information lost”

✅ FLASHCARD 1

Front: What does “empowerment” mean in project management?
Back: Giving team members authority, tools, trust, and decision-making power to do their work independently.
Memory Hook: Empower = authority + support.
Trigger Words: “bottlenecks,” “approval delays,” “team waiting for PM”

✅ FLASHCARD 2

Front: What is the best leadership strategy to empower teams?
Back: Servant leadership—remove blockers, support autonomy, provide resources.
Memory Hook: Help the team → don’t control the team.
Trigger Words: “need more autonomy,” “blocked by PM”

✅ FLASHCARD 3

Front: What is the PM’s first step when team members lack authority to make decisions?
Back: Clarify decision rights and escalate for additional authority if needed.
Memory Hook: Authority + clarity = empowerment.
Trigger Words: “unclear decisions,” “waiting for approvals”

✅ FLASHCARD 4

Front: What is participative decision-making?
Back: Involving the team in decisions to increase buy-in and ownership.
Memory Hook: Involve team → better outcomes.
Trigger Words: “team input needed,” “lack of buy-in”

✅ FLASHCARD 5

Front: What is the role of the PM in building trust?
Back: Be transparent, consistent, and supportive while giving team space to own work.
Memory Hook: Trust is built through behavior, not words.
Trigger Words: “low trust,” “skepticism,” “hesitation”

✅ FLASHCARD 6

Front: What must a PM do before delegating work?
Back: Ensure the team has skills, authority, resources, and context.
Memory Hook: Delegate only when capable + authorized.
Trigger Words: “delegation,” “task assignment”

✅ FLASHCARD 7

Front: What is the risk of micromanagement?
Back: Reduces autonomy, lowers morale, kills innovation, increases dependency.
Memory Hook: Micromanage = demotivate.
Trigger Words: “PM controlling tasks,” “team frustrated”

✅ FLASHCARD 8

Front: When should PM escalate authority issues?
Back: When lack of authority blocks progress or causes delays.
Memory Hook: No authority = escalate.
Trigger Words: “blocked by management,” “approval bottleneck”

✅ FLASHCARD 9

Front: What is the PM’s responsibility when team members suggest improvements?
Back: Evaluate suggestions, incorporate viable ideas, empower ownership.
Memory Hook: Ideas → empower + implement.
Trigger Words: “innovation,” “process improvement suggestion”

✅ FLASHCARD 10

Front: What are influence skills?
Back: Ability to persuade without authority using relationships, communication, and expertise.
Memory Hook: Influence > authority.
Trigger Words: “no formal authority,” “matrix environment”

✅ FLASHCARD 11

Front: What is autonomy in a team?
Back: Freedom for team members to make decisions and manage tasks without constant oversight.
Memory Hook: Autonomy drives ownership.
Trigger Words: “self-organizing,” “independent decisions”

✅ FLASHCARD 12

Front: How does empowerment affect productivity?
Back: Empowered teams are more engaged, faster, and more innovative.
Memory Hook: Empowerment = velocity boost.
Trigger Words: “low productivity,” “slow decision-making”

✅ FLASHCARD 13

Front: What is resource empowerment?
Back: Giving team the tools, access, permissions, and knowledge to perform work effectively.
Memory Hook: Right tools = empowered team.
Trigger Words: “access blocked,” “missing tools,” “permissions needed”

✅ FLASHCARD 14

Front: What is the PM’s role in stakeholder empowerment?
Back: Involve stakeholders early, clarify expectations, provide transparency and feedback.
Memory Hook: Engage stakeholders → empower decisions.
Trigger Words: “stakeholder confusion,” “lack of involvement”

✅ FLASHCARD 15

Front: How does the PM empower stakeholders during requirement gathering?
Back: Provide platforms for input, encourage collaboration, ensure voices are heard.
Memory Hook: Stakeholders own requirements.
Trigger Words: “stakeholder misalignment,” “unclear needs”

✅ FLASHCARD 16

Front: What should PM do when stakeholders disagree?
Back: Facilitate discussion to align goals and reach consensus.
Memory Hook: PMI → Facilitate first, escalate last.
Trigger Words: “stakeholder conflict,” “opposing opinions”

✅ FLASHCARD 17

Front: What is the escalation path for unresolved stakeholder issues?
Back: Escalate to sponsor or governance board.
Memory Hook: Escalate only after facilitation attempts.
Trigger Words: “persistent disagreement,” “stakeholder deadlock”

✅ FLASHCARD 18

Front: What is the most important driver of empowerment?
Back: Trust between PM and team/stakeholders.
Memory Hook: Trust = autonomy + accountability.
Trigger Words: “lack of trust,” “fear of mistakes”

✅ FLASHCARD 19

Front: How should the PM handle decision paralysis?
Back: Provide structured decision-making tools (priority matrix, weighted scoring).
Memory Hook: Decision tools remove paralysis.
Trigger Words: “stuck,” “no decision,” “analysis overload”

✅ FLASHCARD 20

Front: What is a decision-making framework?
Back: A structured method (RACI, DACI, MOCHA, consensus, majority vote).
Memory Hook: Framework = consistency + clarity.
Trigger Words: “unclear roles,” “confusion in decisions”

✅ FLASHCARD 21

Front: What is the PM’s role in removing obstacles?
Back: Identify impediments, escalate barriers, coordinate support, eliminate roadblocks.
Memory Hook: PM = chief obstacle remover.
Trigger Words: “team blocked,” “impediments,” “process barriers”

✅ FLASHCARD 22

Front: What is the purpose of empowerment limits?
Back: Defines boundaries where decisions must be escalated due to risk, cost, or compliance.
Memory Hook: Empower with boundaries.
Trigger Words: “decision limit,” “budget threshold,” “risk escalation”

✅ FLASHCARD 23

Front: Why is accountability important?
Back: Ensures ownership, clarity, and reliability in execution.
Memory Hook: Accountability = follow-through.
Trigger Words: “missed deadlines,” “poor ownership”

✅ FLASHCARD 24

Front: How does empowerment impact creativity?
Back: Increases innovation by giving team freedom to propose and test ideas.
Memory Hook: Freedom → creativity.
Trigger Words: “need innovation,” “new solution needed”

✅ FLASHCARD 25

Front: How can PM empower a new or inexperienced team?
Back: Provide mentorship, training, context, and gradually increase autonomy.
Memory Hook: Start guided → grow autonomy.
Trigger Words: “new team,” “lack experience,” “hesitant team members”

✅ FLASHCARD 1

Front: What is the first step when identifying training needs?
Back: Conduct a skills assessment to determine gaps between required vs. existing skills.
Memory Hook: Skill gap → assess before action.
Trigger Words: “missing skills,” “need capability,” “unprepared team”

✅ FLASHCARD 2

Front: What is a skills gap analysis?
Back: A comparison of current team skills vs. skills required to complete project work.
Memory Hook: Gap analysis = baseline of competence.
Trigger Words: “unqualified,” “new technology,” “training required”

✅ FLASHCARD 3

Front: What is the PM’s responsibility after identifying a skill gap?
Back: Develop and implement a training plan with clear timelines and outcomes.
Memory Hook: Identify → Train → Verify.
Trigger Words: “team struggling,” “lack expertise”

✅ FLASHCARD 4

Front: What is cross-training?
Back: Training team members to perform multiple roles to increase flexibility.
Memory Hook: Cross-training = resilience.
Trigger Words: “dependency risk,” “single point of failure”

✅ FLASHCARD 5

Front: Why is ongoing training important?
Back: Ensures capability growth, adapts to project changes, and supports continuous improvement.
Memory Hook: Continuous learning = continuous improvement.
Trigger Words: “new tools,” “process changes,” “technology updates”

✅ FLASHCARD 6

Front: What should the PM do if the team lacks expertise in new technology?
Back: Arrange external training or bring in subject matter experts (SMEs).
Memory Hook: SME support → faster competence.
Trigger Words: “new software,” “emerging tech,” “unfamiliar system”

✅ FLASHCARD 7

Front: What type of training works best for Agile teams?
Back: Workshops, hands-on learning, pair programming, collaboration exercises.
Memory Hook: Agile training = experiential.
Trigger Words: “Agile adoption,” “new framework,” “scrum ceremonies”

✅ FLASHCARD 8

Front: When should training be conducted?
Back: As early as possible and continuously throughout the project as needs arise.
Memory Hook: Train early → avoid rework later.
Trigger Words: “need preparation,” “before development starts”

✅ FLASHCARD 9

Front: What is the PM’s role when training is insufficient?
Back: Reassess the training approach, supplement with coaching or external support.
Memory Hook: If training fails → adapt training method.
Trigger Words: “performance not improving,” “still unclear”

✅ FLASHCARD 10

Front: What is mentoring?
Back: Long-term developmental support provided by experienced professionals.
Memory Hook: Mentoring = long-term growth.
Trigger Words: “career development,” “experience gap”

✅ FLASHCARD 11

Front: What is coaching?
Back: Short-term, targeted guidance that focuses on performance improvement.
Memory Hook: Coaching = specific skill boost.
Trigger Words: “task-specific issues,” “need improvement quickly”

✅ FLASHCARD 12

Front: How does training support risk reduction?
Back: Enhances competence and reduces errors, dependency, and rework.
Memory Hook: Skilled team = lower risk.
Trigger Words: “error-prone work,” “inexperience causing delays”

✅ FLASHCARD 13

Front: What is knowledge transfer?
Back: Systematic sharing of information from SMEs to team members.
Memory Hook: Knowledge shared = resilience increased.
Trigger Words: “handoff,” “SME leaving,” “risk of knowledge loss”

✅ FLASHCARD 14

Front: What must PM ensure before delegating tasks?
Back: That team members are trained, capable, and have access to required resources.
Memory Hook: Delegate only when trained.
Trigger Words: “task assignment,” “readiness check”

✅ FLASHCARD 15

Front: What training tools can PM use?
Back: Workshops, simulations, online modules, coaching sessions, job shadowing.
Memory Hook: Training = multi-format.
Trigger Words: “team unprepared,” “learning needed”

✅ FLASHCARD 16

Front: What should PM do when training resources are limited?
Back: Prioritize critical skills, apply phased training, leverage internal experts.
Memory Hook: Prioritize high-impact skills.
Trigger Words: “budget limitations,” “resource constraints”

✅ FLASHCARD 17

Front: What is a training plan?
Back: A documented approach outlining who needs training, what type, when, and how success is measured.
Memory Hook: Training needs → plan, execute, measure.
Trigger Words: “learning roadmap,” “competency plan”

✅ FLASHCARD 18

Front: What is competency development?
Back: Structured process to improve skills, knowledge, and behaviors over time.
Memory Hook: Competency = capability for future tasks.
Trigger Words: “team maturity,” “skill building”

✅ FLASHCARD 19

Front: How is training effectiveness evaluated?
Back: By measuring performance improvements and verifying skills application.
Memory Hook: Evaluate → adjust → reinforce.
Trigger Words: “training review,” “results not showing”

✅ FLASHCARD 20

Front: What should PM do if lack of training causes repeated errors?
Back: Stop work if necessary, retrain immediately, and adjust training strategy.
Memory Hook: Training gaps → fix before proceeding.
Trigger Words: “same mistake repeating,” “quality issues”

✅ FLASHCARD 21

Front: What is the PM’s responsibility for stakeholder training?
Back: Ensure stakeholders understand processes, tools, and requirements relevant to their roles.
Memory Hook: Stakeholders also need training.
Trigger Words: “stakeholder confusion,” “misaligned expectations”

✅ FLASHCARD 22

Front: When should PM seek external trainers?
Back: When specialized knowledge is needed that the team lacks internally.
Memory Hook: Specialized = external expert.
Trigger Words: “advanced skill,” “new methodology”

✅ FLASHCARD 23

Front: What is just-in-time training?
Back: Training that occurs immediately before the task requiring the skill.
Memory Hook: Train right before use.
Trigger Words: “upcoming task,” “timing training”

✅ FLASHCARD 24

Front: What is the PM’s role in encouraging self-learning?
Back: Provide resources, time, motivation, and access to learning platforms.
Memory Hook: Self-learning → continuous growth.
Trigger Words: “learning culture,” “curiosity”

✅ FLASHCARD 25

Front: How does training align with project success?
Back: Ensures team members are capable, reduces risk, improves quality and efficiency.
Memory Hook: Training = success enabler.
Trigger Words: “success factors,” “team readiness,” “capability building”

✅ FLASHCARD 1

Front: What is “shared understanding” in project management?
Back: A mutual clarity about goals, requirements, roles, dependencies, and expectations across the team and stakeholders.
Memory Hook: If misunderstandings exist → shared understanding is missing.
Trigger Words: “confusion,” “inconsistent interpretation,” “unclear goals”

✅ FLASHCARD 2

Front: Which technique is the fastest way to build shared understanding?
Back: Facilitated workshops or collaborative working sessions.
Memory Hook: Get everyone in one place → align quickly.
Trigger Words: “alignment,” “kickoff,” “stakeholder collaboration”

✅ FLASHCARD 3

Front: What is the PM’s first action when team members provide conflicting information?
Back: Facilitate clarification meeting to align on facts and expectations.
Memory Hook: Conflicting info → clarify together.
Trigger Words: “mixed messages,” “misalignment,” “contradictions”

✅ FLASHCARD 4

Front: What document ensures shared understanding of requirements?
Back: Requirements documentation and the Requirements Traceability Matrix (RTM).
Memory Hook: RTM = one source of truth.
Trigger Words: “missing requirements,” “unapproved scope,” “no tracking”

✅ FLASHCARD 5

Front: What is the purpose of a communication plan?
Back: To define how information is created, shared, escalated, and archived for all parties.
Memory Hook: Communication plan = shared information flow.
Trigger Words: “miscommunication,” “unclear messaging,” “information gaps”

✅ FLASHCARD 6

Front: What is the best way to ensure stakeholders understand requirements?
Back: Use demos, prototypes, mock-ups, and collaborative reviews.
Memory Hook: Show, don’t just tell.
Trigger Words: “unclear expectations,” “need visual confirmation”

✅ FLASHCARD 7

Front: What is progressive elaboration?
Back: Clarifying and refining details as more information becomes available.
Memory Hook: Details evolve → update understanding.
Trigger Words: “early uncertainty,” “gradual clarity”

✅ FLASHCARD 8

Front: What is the PM’s responsibility when the team misinterprets requirements?
Back: Re-engage with stakeholders, clarify expectations, update RTM and communication plans.
Memory Hook: Misinterpretation = immediate clarification.
Trigger Words: “requirements gap,” “incorrect assumptions”

✅ FLASHCARD 9

Front: What tool ensures all requirements are linked to deliverables and tests?
Back: Requirements Traceability Matrix (RTM).
Memory Hook: RTM prevents scope gaps.
Trigger Words: “tracking requirements,” “verification needed”

✅ FLASHCARD 10

Front: What is the benefit of visual management (Kanban, charts, boards)?
Back: Increases transparency, reduces confusion, aligns team on current work status.
Memory Hook: Visual = universal understanding.
Trigger Words: “status unclear,” “team not synced”

✅ FLASHCARD 11

Front: What is a knowledge repository?
Back: A centralized location for storing project documents, decisions, and lessons learned.
Memory Hook: One source for all information.
Trigger Words: “lost information,” “can’t find documents”

✅ FLASHCARD 12

Front: Why are facilitated workshops effective?
Back: They reduce ambiguity, align stakeholders, and provide direct collaboration.
Memory Hook: Workshop = alignment accelerator.
Trigger Words: “ambiguity,” “uncertainty,” “varied expectations”

✅ FLASHCARD 13

Front: How does PM ensure cross-functional alignment?
Back: Communicate dependencies, clarify responsibilities, synchronize handoffs.
Memory Hook: Cross-team → clarify dependencies.
Trigger Words: “handoff issues,” “silos,” “team disconnect”

✅ FLASHCARD 14

Front: What should the PM do when stakeholders disagree about priorities?
Back: Facilitate prioritization workshop using objective criteria.
Memory Hook: Prioritization → group decision.
Trigger Words: “priority conflict,” “competing interests”

✅ FLASHCARD 15

Front: What is the purpose of assumptions and constraints logs?
Back: Capture expected conditions and limitations that influence shared understanding.
Memory Hook: Assumptions drive decisions → must verify.
Trigger Words: “team assumptions,” “unverified beliefs”

✅ FLASHCARD 16

Front: What technique ensures alignment during project start?
Back: Project kickoff meeting.
Memory Hook: Kickoff = set the tone + align purpose.
Trigger Words: “project beginning,” “initial alignment”

✅ FLASHCARD 17

Front: What is active listening?
Back: Listening with intent, asking clarifying questions, confirming understanding.
Memory Hook: Listen → Clarify → Confirm.
Trigger Words: “misunderstanding,” “lost context”

✅ FLASHCARD 18

Front: What should PM do when stakeholders do not understand technical details?
Back: Translate complex information into simple terms or visuals; avoid jargon.
Memory Hook: Simplify → clarify.
Trigger Words: “technical confusion,” “non-technical audience”

✅ FLASHCARD 19

Front: What is a communication escalation path?
Back: A defined sequence of whom to inform and when for issues or decisions.
Memory Hook: Escalate based on clarity + urgency.
Trigger Words: “stakeholder unresponsive,” “decision needed”

✅ FLASHCARD 20

Front: What is the PM’s role during requirement changes?
Back: Clarify changes with all stakeholders, update documentation, communicate impact.
Memory Hook: Change = alignment check.
Trigger Words: “scope changes,” “unclear impact,” “new requirement”

✅ FLASHCARD 21

Front: What is the purpose of a glossary or definitions list?
Back: Ensure consistent understanding of terminology across all parties.
Memory Hook: Shared language = shared understanding.
Trigger Words: “confusing terms,” “different interpretations”

✅ FLASHCARD 22

Front: What is team norming?
Back: Creating agreement on behaviors, communication, decision processes.
Memory Hook: Norms = unspoken rules made explicit.
Trigger Words: “behavior misalignment,” “unclear expectations”

✅ FLASHCARD 23

Front: How does PM handle misunderstandings between technical and business teams?
Back: Facilitate joint sessions to clarify terminology, goals, and assumptions.
Memory Hook: Bridge the gap → facilitate translation.
Trigger Words: “tech vs business disconnect,” “conflicting views”

✅ FLASHCARD 24

Front: What is knowledge sharing?
Back: Collaborative exchange of skills, insights, and information.
Memory Hook: Share knowledge → avoid dependencies.
Trigger Words: “knowledge hoarding,” “SME dependency”

✅ FLASHCARD 25

Front: What is the PM’s responsibility when information is interpreted differently?
Back: Re-communicate expectations clearly and verify understanding with all parties.
Memory Hook: Clarify → verify → align.
Trigger Words: “misinterpretation,” “mixed feedback,” “stakeholder confusion”

✅ FLASHCARD 1

Front: What is the first action a PM must take when conflict arises?
Back: Identify the root cause of the conflict by listening to all parties.
Memory Hook: Cause first → solution later.
Trigger Words: “conflict emerges,” “disagreement,” “tension building”

✅ FLASHCARD 2

Front: What is the preferred conflict resolution style according to PMI?
Back: Collaboration (win-win).
Memory Hook: Collaboration is the top PMI answer.
Trigger Words: “find best solution,” “all voices included”

✅ FLASHCARD 3

Front: What does collaboration involve?
Back: Open discussion, exploring needs, identifying root causes, and working together.
Memory Hook: Collaborate = root cause + consensus.
Trigger Words: “long-term resolution,” “team harmony”

✅ FLASHCARD 4

Front: When is compromise appropriate?
Back: When a quick temporary solution is needed and both parties must give a little.
Memory Hook: Compromise = partial win.
Trigger Words: “need quick resolution,” “both give up something”

✅ FLASHCARD 5

Front: What is smoothing (accommodating)?
Back: Emphasizing agreement and downplaying differences to maintain harmony.
Memory Hook: Smoothing = temporary peace.
Trigger Words: “calm tension,” “avoid conflict escalation”

✅ FLASHCARD 6

Front: When is smoothing most useful?
Back: When the issue is minor or emotions need calming before deeper discussion.
Memory Hook: Smooth to de-escalate emotions.
Trigger Words: “emotional conflict,” “minor disagreement”

✅ FLASHCARD 7

Front: What is withdrawal/avoidance?
Back: Stepping away from conflict without resolving it; used temporarily.
Memory Hook: Avoid = delay, not resolve.
Trigger Words: “cool down,” “not worth time,” “low priority”

✅ FLASHCARD 8

Front: When is withdrawal appropriate?
Back: When emotions are high or issue is trivial and not worth addressing now.
Memory Hook: Avoid only when low stakes.
Trigger Words: “heated argument,” “emotionally charged”

✅ FLASHCARD 9

Front: What is forcing?
Back: Using authority to impose a solution; win-lose outcome.
Memory Hook: Force rarely recommended.
Trigger Words: “deadline-critical,” “emergency decision,” “safety issue”

✅ FLASHCARD 10

Front: When is forcing appropriate?
Back: Only in emergencies, safety-critical situations, or when quick action is mandatory.
Memory Hook: Only for emergencies.
Trigger Words: “urgent,” “critical risk,” “immediate action needed”

✅ FLASHCARD 11

Front: What is the primary source of conflict in projects?
Back: Scarce or limited resources.
Memory Hook: Resources cause most conflicts.
Trigger Words: “resource allocation,” “overload,” “competition”

✅ FLASHCARD 12

Front: What are other common conflict sources?
Back: Schedules, priorities, technical opinions, cost, roles, personalities.
Memory Hook: Schedule + priorities + resources = biggest triggers.
Trigger Words: “priority conflict,” “role confusion”

✅ FLASHCARD 13

Front: What should the PM do when conflict escalates beyond team control?
Back: Escalate to sponsor or governance as last resort.
Memory Hook: Escalate only after attempts to resolve.
Trigger Words: “impasse,” “no resolution,” “continued conflict”

✅ FLASHCARD 14

Front: What is the PM’s role during conflict resolution?
Back: Facilitate discussion, ensure psychological safety, encourage mutual respect.
Memory Hook: PM = facilitator, not judge.
Trigger Words: “resolve disagreement,” “communication breakdown”

✅ FLASHCARD 15

Front: What is the first step if team members blame each other?
Back: Separate emotion from facts and identify root cause objectively.
Memory Hook: Facts > emotion.
Trigger Words: “finger pointing,” “defensiveness”

✅ FLASHCARD 16

Front: How should PM react when conflict becomes personal or emotional?
Back: Pause discussion, cool emotions, then reconvene with structured facilitation.
Memory Hook: Emotion → pause → reset.
Trigger Words: “heated argument,” “personal attacks”

✅ FLASHCARD 17

Front: What technique helps prevent future conflict?
Back: Establish clear ground rules, roles, expectations, and communication norms.
Memory Hook: Clarity prevents conflict.
Trigger Words: “recurring conflict,” “role confusion”

✅ FLASHCARD 18

Front: What is the PM’s approach when two SMEs disagree strongly?
Back: Facilitate a technical deep dive discussion to evaluate options objectively.
Memory Hook: Facts + criteria → resolution.
Trigger Words: “technical debate,” “expert disagreement”

✅ FLASHCARD 19

Front: How should PM handle conflict among remote team members?
Back: Use video calls, re-establish communication norms, increase clarity and transparency.
Memory Hook: Remote conflict → communicate visually.
Trigger Words: “virtual team,” “time zone conflict”

❇️ FLASHCARD 20

Front: What is the best way to avoid conflict escalation?
Back: Address issues early, maintain transparency, and foster open communication.
Memory Hook: Early intervention prevents blowups.
Trigger Words: “small issues growing,” “concerns ignored”

❇️ FLASHCARD 21

Front: How does emotional intelligence support conflict management?
Back: Helps PM understand emotions, manage reactions, and guide conversation constructively.
Memory Hook: EI = better conflict outcomes.
Trigger Words: “emotional triggers,” “sensitivity needed”

❇️ FLASHCARD 22

Front: What should PM do if conflict threatens project goals?
Back: Escalate according to governance protocols after attempting collaboration.
Memory Hook: Threat to project → escalate appropriately.
Trigger Words: “missed deadlines,” “delays due to conflict”

❇️ FLASHCARD 23

Front: What is conflict de-escalation?
Back: Actions to reduce tension and stabilize conversations before deeper discussion.
Memory Hook: Stabilize → then resolve.
Trigger Words: “heated exchange,” “tension high”

❇️ FLASHCARD 24

Front: What facilitation methods help resolve conflict?
Back: Active listening, restating points, establishing shared goals, structured dialogue.
Memory Hook: Facilitate → clarify → resolve.
Trigger Words: “moderate discussion,” “miscommunication”

❇️ FLASHCARD 25

Front: What is the PM’s responsibility to ensure conflicts don’t disrupt morale?
Back: Create psychologically safe environment, address issues early, reinforce norms.
Memory Hook: Safety + norms = team cohesion.
Trigger Words: “team stress,” “fear of speaking,” “decreasing morale”

⭐ TASK 8: Execute Project With Urgency to Deliver Business Value

✅ FLASHCARD 8.1

Front: What does “urgency” mean in PMP terms?
Back: Removing blockers and delivering value early, not rushing.
Memory Hook: Urgency ≠ haste. It means BLOCKER REMOVAL.
Trigger Words: “delays,” “bottlenecks,” “need early value”

✅ FLASHCARD 8.2

Front: What is the PM’s first action when work stalls?
Back: Identify and remove impediments.
Memory Hook: Stall → unblock immediately.
Trigger Words: “stuck,” “waiting,” “dependency issues”

✅ FLASHCARD 8.3

Front: What should PM do when stakeholders demand fast delivery?
Back: Prioritize MVP and incremental value delivery.
Memory Hook: Deliver value early, not everything early.
Trigger Words: “accelerate,” “urgent timeline”

⭐ TASK 9: Manage Communications

✅ FLASHCARD 9.1

Front: Types of communication?
Back: Push, Pull, Interactive
Memory Hook: Push alerts, Pull archives, Interactive discussion.
Trigger Words: “email,” “meetings,” “status updates”

✅ FLASHCARD 9.2

Front: What is the PM’s first action when there’s miscommunication?
Back: Review and update the communications management plan.
Memory Hook: Plan first → fix breakdown.
Trigger Words: “mixed messages,” “stakeholder confusion”

✅ FLASHCARD 9.3

Front: What improves communication clarity?
Back: Tailoring message format, frequency, detail level per stakeholder needs.
Memory Hook: Right message → right audience.
Trigger Words: “wrong format,” “too much detail,” “not enough detail”

⭐ TASK 10: Assess and Manage Risks

✅ FLASHCARD 10.1

Front: What is the FIRST step when a new risk emerges?
Back: Document in risk register, then assess probability & impact.
Memory Hook: Document → analyze BEFORE acting.
Trigger Words: “new uncertainty,” “unexpected issue”

✅ FLASHCARD 10.2

Front: Negative risk responses?
Back: Avoid, Mitigate, Transfer, Accept
Memory Hook: AMTA.
Trigger Words: “threat,” “reduce impact,” “insurance”

✅ FLASHCARD 10.3

Front: Positive risk responses?
Back: Exploit, Enhance, Share, Accept
Memory Hook: EESA.
Trigger Words: “opportunity,” “benefit,” “leverage”

✅ FLASHCARD 10.4

Front: What is a risk trigger?
Back: Early warning sign that risk event may occur.
Memory Hook: Trigger = alarm bell.
Trigger Words: “indicator,” “threshold approaching”

⭐ TASK 11: Engage Stakeholders

✅ FLASHCARD 11.1

Front: First action when a new stakeholder is identified?
Back: Add to stakeholder register and analyze influence/interest.
Memory Hook: Update register BEFORE action.
Trigger Words: “new participant,” “late joiner”

✅ FLASHCARD 11.2

Front: What is stakeholder engagement assessment?
Back: Compares current vs desired engagement levels.
Memory Hook: Gap analysis for people.
Trigger Words: “resistance,” “uninvolved,” “over-involved”

⭐ TASK 12: Plan and Manage Scope

✅ FLASHCARD 12.1

Front: What prevents scope creep?
Back: Formal change control and stable scope baseline.
Memory Hook: Unauthorized change = scope creep.
Trigger Words: “add this quickly,” “just a small change”

✅ FLASHCARD 12.2

Front: What is the WBS?
Back: A deliverable-based decomposition of project work.
Memory Hook: WBS = WHAT, not how.
Trigger Words: “break down work,” “scope clarity”

⭐ TASK 13: Plan and Manage Schedule

✅ FLASHCARD 13.1

Front: What is critical path?
Back: Longest path that determines project duration; zero float.
Memory Hook: No slack = critical.
Trigger Words: “delay impacts end date”

✅ FLASHCARD 13.2

Front: What is fast-tracking?
Back: Doing activities in parallel that were sequential.
Memory Hook: Parallel = more risk.
Trigger Words: “accelerate schedule,” “overlap tasks”

✅ FLASHCARD 13.3

Front: What is crashing?
Back: Adding resources to shorten duration at higher cost.
Memory Hook: Crash = cost ↑ time ↓.
Trigger Words: “need faster,” “cost flexibility”

⭐ TASK 14: Plan and Manage Budget and Resources

✅ FLASHCARD 14.1

Front: CPI < 1 means what?
Back: Cost overrun.
Memory Hook: CPI < 1 = cost problem.
Trigger Words: “over budget,” “inefficient”

✅ FLASHCARD 14.2

Front: SPI < 1 means what?
Back: Behind schedule.
Memory Hook: SPI < 1 = behind.
Trigger Words: “behind on timeline”

✅ FLASHCARD 14.3

Front: ETC formula (typical performance)?
Back: (BAC – EV) / CPI
Memory Hook: Remaining ÷ performance rate.
Trigger Words: “forecast,” “cost projection”

⭐ TASK 15: Plan and Manage Quality

✅ FLASHCARD 15.1

Front: QA vs QC?
Back: QA = process; QC = product.
Memory Hook: A = Audit, C = Check.
Trigger Words: “prevention,” “inspection”

✅ FLASHCARD 15.2

Front: Which tool to find root cause of defects?
Back: Fishbone (Ishikawa) diagram.
Memory Hook: Fishbone = cause analysis.
Trigger Words: “why defects,” “cause unknown”

⭐ TASK 16: Integrate Project Planning Activities

✅ FLASHCARD 16.1

Front: What is the integrated project plan?
Back: A consolidated master plan combining all subsidiary plans.
Memory Hook: Integration = unify everything.
Trigger Words: “planning alignment,” “cross-team impact”

✅ FLASHCARD 16.2

Front: What method updates plans progressively?
Back: Rolling wave planning.
Memory Hook: Plan detailed later for unknown areas.
Trigger Words: “uncertainty,” “high-level now”

⭐ TASK 17: Manage Project Changes

✅ FLASHCARD 17.1

Front: Correct change control sequence?
Back: Document → Analyze → CCB → Approve/Reject → Update plans → Communicate.
Memory Hook: Never skip analysis.
Trigger Words: “change request,” “stakeholder asks to modify”

✅ FLASHCARD 17.2

Front: What is the CCB?
Back: Change Control Board that reviews/approves changes.
Memory Hook: CCB = gatekeeper.
Trigger Words: “formal approval,” “impact review”

⭐ TASK 18: Manage Procurement

✅ FLASHCARD 18.1

Front: Who carries risk in fixed-price contracts?
Back: The seller.
Memory Hook: FP = seller risk.
Trigger Words: “cost certainty,” “fixed deliverable”

✅ FLASHCARD 18.2

Front: What is a procurement statement of work (SOW)?
Back: A document that defines what the seller must deliver.
Memory Hook: SOW = seller instructions.
Trigger Words: “vendor work definition”

⭐ TASK 19: Manage Project Artifacts

✅ FLASHCARD 19.1

Front: What is a lessons learned register?
Back: A living document capturing insights during execution.
Memory Hook: Update continually—not just at end.
Trigger Words: “what worked,” “what didn’t”

✅ FLASHCARD 19.2

Front: What is configuration management?
Back: Processes for identifying and controlling changes to documents/products.
Memory Hook: Keep versions under control.
Trigger Words: “document control,” “versioning”

⭐ TASK 20: Determine Appropriate Project Methodology

✅ FLASHCARD 20.1

Front: When use Agile?
Back: High uncertainty, fast change, customer collaboration.
Memory Hook: Change-friendly → Agile.
Trigger Words: “evolving scope,” “frequent updates”

✅ FLASHCARD 20.2

Front: When use Predictive?
Back: Stable requirements, fixed scope, regulatory environments.
Memory Hook: Stable → Predictive.
Trigger Words: “fixed scope,” “clear upfront requirements”

⭐ TASK 21: Establish Project Governance Structure

✅ FLASHCARD 21.1

Front: What is governance?
Back: Framework defining authority, decision rights, and oversight.
Memory Hook: Governance = rules & authority.
Trigger Words: “who decides,” “approval flow”

⭐ TASK 22: Manage Project Issues

✅ FLASHCARD 22.1

Front: What is an issue?
Back: A problem that has already occurred and needs action.
Memory Hook: Issue = current, risk = future.
Trigger Words: “happening now,” “needs resolution”

⭐ TASK 23: Ensure Knowledge Transfer

✅ FLASHCARD 23.1

Front: Why is knowledge transfer critical?
Back: Reduces dependency risks and prepares team for sustainment.
Memory Hook: Knowledge shared = no bottleneck.
Trigger Words: “handoff,” “SME leaving”

⭐ TASK 24: Plan and Manage Project Closure

✅ FLASHCARD 24.1

Front: What is required for closure?
Back: Administrative closeout, contract closure, final reports, lessons learned.
Memory Hook: Close contracts FIRST.
Trigger Words: “finalization,” “handoff”

✅ FLASHCARD 1

Front: What does “execute with urgency” mean in PMP terms?
Back: Removing blockers quickly and enabling early value delivery—not rushing or cutting quality.
Memory Hook: Urgency = unblock + deliver value, NOT rush.
Trigger Words: “bottlenecks,” “work stalled,” “need to move faster”

✅ FLASHCARD 2

Front: What is the PM’s FIRST action when progress slows?
Back: Identify impediments and remove the blockers affecting flow.
Memory Hook: Stalled work → remove obstacles first.
Trigger Words: “stuck,” “delayed,” “waiting on inputs”

✅ FLASHCARD 3

Front: What should the PM prioritize when urgency is required?
Back: Delivering MVP or high-value incremental releases.
Memory Hook: Value early > Full scope early.
Trigger Words: “accelerate,” “need speed,” “early benefits”

✅ FLASHCARD 4

Front: What is the PM’s role in managing workflow?
Back: Optimize flow, reduce waiting, escalate blockers, limit WIP (work in progress).
Memory Hook: Flow > speed.
Trigger Words: “slow throughput,” “queue buildup”

✅ FLASHCARD 5

Front: How should PM respond when repeated impediments occur?
Back: Conduct root cause analysis and implement systemic fixes.
Memory Hook: Recurring blockers = process problem.
Trigger Words: “constant delays,” “same issue repeating”

✅ FLASHCARD 6

Front: What tool visualizes workflow and bottlenecks?
Back: Kanban board or similar visual management system.
Memory Hook: Visual = bottlenecks visible.
Trigger Words: “lack visibility,” “too many tasks in progress”

✅ FLASHCARD 7

Front: What is the PM’s role when dependencies are blocking progress?
Back: Coordinate cross-team dependencies, escalate if necessary, negotiate resources.
Memory Hook: Dependencies = coordination + escalation.
Trigger Words: “handoff issues,” “external team delays”

✅ FLASHCARD 8

Front: How does the PM ensure continuous value delivery?
Back: Deliver increments frequently, validate with stakeholders, adjust based on feedback.
Memory Hook: Deliver → Validate → Adjust.
Trigger Words: “value stream,” “continuous delivery”

✅ FLASHCARD 9

Front: What should PM do when a team member reports a blocker?
Back: Address immediately, escalate if the PM cannot resolve directly.
Memory Hook: Blocker = immediate action.
Trigger Words: “impediment,” “waiting,” “stuck”

✅ FLASHCARD 10

Front: What is the PM’s responsibility in urgent situations?
Back: Remove red tape, expedite decisions, support team autonomy.
Memory Hook: Urgency = empower team.
Trigger Words: “waiting for approval,” “decision bottleneck”

✅ FLASHCARD 11

Front: How can PM encourage team ownership?
Back: Empower team members with authority and involve them in decision-making.
Memory Hook: Ownership = empowerment + autonomy.
Trigger Words: “waiting for PM,” “unclear authority”

✅ FLASHCARD 12

Front: What enables faster execution?
Back: Clear priorities, focused work, minimal multitasking.
Memory Hook: Multitasking slows urgency.
Trigger Words: “too many tasks,” “context-switching”

✅ FLASHCARD 13

Front: What should PM do when stakeholders demand acceleration without clarity?
Back: Clarify prioritization, negotiate trade-offs, adjust scope to achieve MVP.
Memory Hook: Speed requires clarity + tradeoffs.
Trigger Words: “go faster,” “increase delivery pressure”

✅ FLASHCARD 14

Front: What is the relationship between urgency and quality?
Back: Urgency requires removing delays, not lowering standards.
Memory Hook: Urgency ≠ cutting corners.
Trigger Words: “rush,” “pressure to skip steps”

✅ FLASHCARD 15

Front: How does the PM protect the team during urgent execution?
Back: Shield from unnecessary interruptions, control scope, and resolve escalations.
Memory Hook: Protect team > absorb pressure.
Trigger Words: “stakeholder pressure,” “scope push”

✅ FLASHCARD 16

Front: What is the PM’s responsibility regarding risk during urgency?
Back: Continuously reassess risks and avoid shortcuts that increase risk exposure.
Memory Hook: Urgency increases risk → monitor closely.
Trigger Words: “fast-tracking,” “compressed timeline”

✅ FLASHCARD 17

Front: What tool helps identify workflow inefficiencies?
Back: Value Stream Mapping.
Memory Hook: Map → find waste → remove delays.
Trigger Words: “waste,” “process inefficiency”

✅ FLASHCARD 18

Front: What should the PM do when different teams have conflicting urgencies?
Back: Align dependencies, clarify priorities with stakeholders, negotiate sequence.
Memory Hook: Alignment fixes conflicting priorities.
Trigger Words: “cross-team conflict,” “priority mismatch”

✅ FLASHCARD 19

Front: What is the PM’s role in ensuring urgency is sustainable?
Back: Balance demand with team capacity, prevent burnout, manage pace.
Memory Hook: Sustainable urgency > burnout.
Trigger Words: “overwork,” “long hours,” “team stress”

✅ FLASHCARD 20

Front: When should PM escalate urgency-related issues?
Back: When delays exceed PM authority or require higher-level resource decisions.
Memory Hook: Escalate when authority ends.
Trigger Words: “blocked by external team,” “need executive decision”

✅ FLASHCARD 1

Front: What is the main purpose of the Communications Management Plan?
Back: Defines how, when, by whom, and in what format project information will be communicated.
Memory Hook: Plan = blueprint for communication.
Trigger Words: “who needs what info,” “frequency,” “format”

✅ FLASHCARD 2

Front: What are the three communication types?
Back: Push, Pull, Interactive
Memory Hook: Push = send; Pull = access; Interactive = discussion.
Trigger Words: “email,” “portal,” “meeting”

✅ FLASHCARD 3

Front: What is the PM’s FIRST action when miscommunication occurs?
Back: Review the communications management plan and adjust it.
Memory Hook: Fix the plan before fixing the people.
Trigger Words: “confusion,” “misaligned expectations”

✅ FLASHCARD 4

Front: What is the purpose of stakeholder communication tailoring?
Back: Adjusts content, frequency, and format to stakeholder needs and preferences.
Memory Hook: Right info → right person → right way.
Trigger Words: “too much detail,” “not enough detail”

✅ FLASHCARD 5

Front: What should PM do when stakeholders ignore communications?
Back: Confirm preferred communication channels, adjust format, and follow up personally.
Memory Hook: Ignored message → wrong method.
Trigger Words: “not reading emails,” “unresponsive stakeholder”

✅ FLASHCARD 6

Front: What is a communication escalation path?
Back: Defines who to escalate to, when, and in what sequence.
Memory Hook: Escalate based on urgency + impact.
Trigger Words: “stakeholder unresponsive,” “urgent decision required”

✅ FLASHCARD 7

Front: What is the PM’s role in maintaining communication flow?
Back: Ensure information is accurate, timely, accessible, and understood.
Memory Hook: PM = communication integrator.
Trigger Words: “multiple teams,” “misinformation”

✅ FLASHCARD 8

Front: What tool helps visualize communication needs?
Back: Stakeholder Engagement Assessment Matrix or communication matrix.
Memory Hook: Matrix clarifies who gets what.
Trigger Words: “unclear communication responsibilities”

✅ FLASHCARD 9

Front: What is active listening in project communication?
Back: Listening intently, clarifying, restating, and confirming understanding.
Memory Hook: Listen > Speak.
Trigger Words: “misunderstanding,” “lack of clarity”

✅ FLASHCARD 10

Front: What should PM do when different stakeholders receive conflicting information?
Back: Verify facts, correct misinformation, re-align communication channels.
Memory Hook: Correct fast → prevent escalation.
Trigger Words: “contradictory updates,” “confusion spreading”

⭐ ADVANCED COMMUNICATION FLASHCARDS (PMI EXAM-LEVEL)

✅ FLASHCARD 11

Front: What is communication noise?
Back: Interference that distorts message clarity (language, culture, technology, assumptions).
Memory Hook: Remove noise → improve clarity.
Trigger Words: “language barrier,” “misinterpretation”

✅ FLASHCARD 12

Front: What is the formula for communication channels?
Back: n(n – 1) / 2
Memory Hook: More people = exponentially more channels.
Trigger Words: “team size,” “complexity”

✅ FLASHCARD 13

Front: What should PM do when a stakeholder misinterprets a written message?
Back: Switch to interactive communication (meeting/call) to clarify.
Memory Hook: When unclear → speak live.
Trigger Words: “email misread,” “tone unclear”

✅ FLASHCARD 14

Front: How should PM handle confidential communications?
Back: Secure channels, limited access, and need-to-know distribution.
Memory Hook: Confidential = protected + restricted.
Trigger Words: “sensitive info,” “legal risk”

✅ FLASHCARD 15

Front: What is the PM’s role when stakeholders request excessive updates?
Back: Balance requests against schedule overhead; negotiate frequency based on value.
Memory Hook: Communicate effectively, not excessively.
Trigger Words: “too many meetings,” “status fatigue”

⭐ COMMUNICATION EXECUTION & MONITORING

✅ FLASHCARD 16

Front: What is work performance information used for in communication?
Back: Provides analyzed insights for status reports.
Memory Hook: Data → information → report.
Trigger Words: “variance,” “forecast,” “dashboard”

✅ FLASHCARD 17

Front: What should PM do when communication is creating conflict?
Back: Facilitate alignment meeting, clarify roles, reset expectations.
Memory Hook: Conflict from communication = clarify + re-align.
Trigger Words: “stakeholder disagreement,” “unclear ownership”

✅ FLASHCARD 18

Front: What are project communications?
Back: Status reports, dashboards, meeting minutes, decisions, escalations.
Memory Hook: Communications = project heartbeat.
Trigger Words: “reports,” “updates,” “documentation”

⭐ HIGH-STAKES COMMUNICATION FLASHCARDS

✅ FLASHCARD 19

Front: What should PM do during executive communication?
Back: Provide concise, high-level summaries focusing on decisions and impacts.
Memory Hook: Executives want decisions, not details.
Trigger Words: “executive update,” “leadership summary”

✅ FLASHCARD 20

Front: What is the PM’s response when sponsor provides unclear direction?
Back: Ask clarifying questions and confirm expectations in writing.
Memory Hook: Clarity protects the project.
Trigger Words: “ambiguous instruction,” “mixed message from sponsor”

🔹 RISK FOUNDATIONS

✅ FLASHCARD 1

Front: What is the FIRST action when a new risk is identified?
Back: Record it in the risk register → then assess probability & impact.
Memory Hook: Document → Analyze BEFORE acting.
Trigger Words: “new risk,” “unexpected event,” “discovery”

✅ FLASHCARD 2

Front: What is the Risk Register?
Back: A document containing all identified risks, owners, triggers, responses, and status.
Memory Hook: Risk Register = living risk database.
Trigger Words: “risk list,” “risk owner,” “risk tracking”

✅ FLASHCARD 3

Front: What is the difference between risk and issue?
Back: Risk = future uncertainty. Issue = current problem.
Memory Hook: Risk = future, Issue = now.
Trigger Words: “already happened,” “potential event”

🔹 RISK ANALYSIS (QUALITATIVE)

✅ FLASHCARD 4

Front: What is qualitative risk analysis?
Back: Prioritizes risks based on probability & impact using expert judgment.
Memory Hook: Qualitative = fast prioritization.
Trigger Words: “probability,” “impact,” “P-I matrix”

✅ FLASHCARD 5

Front: What is a probability and impact matrix?
Back: A grid to score risks and prioritize based on severity.
Memory Hook: Hot spots = focus first.
Trigger Words: “high probability,” “high impact”

✅ FLASHCARD 6

Front: What is a risk trigger?
Back: Early warning sign that a risk is likely to occur.
Memory Hook: Trigger = alarm bell.
Trigger Words: “indicator,” “early warning”

✅ FLASHCARD 7

Front: What is risk categorization?
Back: Grouping risks by type (technical, schedule, cost, operational).
Memory Hook: Group to see patterns.
Trigger Words: “risk breakdown structure,” “patterns”

🔹 RISK ANALYSIS (QUANTITATIVE)

✅ FLASHCARD 8

Front: What is quantitative risk analysis?
Back: Numerical analysis of effects on schedule and cost using data models.
Memory Hook: Quantitative = numbers + simulation.
Trigger Words: “expected monetary value,” “Monte Carlo”

✅ FLASHCARD 9

Front: What is Monte Carlo simulation?
Back: A simulation that shows probability of completing on time or within budget.
Memory Hook: Monte Carlo = probability forecast.
Trigger Words: “simulation,” “random variables”

✅ FLASHCARD 10

Front: What is Expected Monetary Value (EMV)?
Back: EMV = Probability × Impact (positive or negative).
Memory Hook: Probability × Impact = value.
Trigger Words: “decision tree,” “financial risk”

🔹 RISK RESPONSE STRATEGIES (NEGATIVE THREATS)

✅ FLASHCARD 11

Front: What are the negative risk responses?
Back: Avoid, Mitigate, Transfer, Accept
Memory Hook: AMTA.
Trigger Words: “threat,” “reduce,” “transfer to third party”

✅ FLASHCARD 12

Front: When to use Avoid?
Back: When risk is too dangerous—change plan to eliminate it.
Memory Hook: Avoid = eliminate risk entirely.
Trigger Words: “unsafe,” “must not occur”

✅ FLASHCARD 13

Front: When to use Mitigate?
Back: Reduce probability or impact through preventive action.
Memory Hook: Mitigate = reduce, not eliminate.
Trigger Words: “reduce chance,” “reduce severity”

✅ FLASHCARD 14

Front: When to use Transfer?
Back: Shift risk to third party (insurance, warranty, FP contract).
Memory Hook: Transfer = someone else's problem (for a fee).
Trigger Words: “outsourcing,” “insurance,” “contracting”

✅ FLASHCARD 15

Front: When to use Accept?
Back: When cost of response outweighs benefit or risk is low/moderate.
Memory Hook: Accept = tolerate with monitoring.
Trigger Words: “low impact,” “no action,” “risk tolerance”

🔹 RISK RESPONSE STRATEGIES (POSITIVE OPPORTUNITIES)

✅ FLASHCARD 16

Front: What are positive risk responses?
Back: Exploit, Enhance, Share, Accept
Memory Hook: EESA.
Trigger Words: “opportunities,” “benefit maximization”

✅ FLASHCARD 17

Front: When to use Exploit?
Back: Ensure the opportunity definitely occurs.
Memory Hook: Exploit = guarantee benefit.
Trigger Words: “high-value opportunity,” “must happen”

✅ FLASHCARD 18

Front: When to use Enhance?
Back: Increase probability or impact of opportunity.
Memory Hook: Enhance = make more likely.
Trigger Words: “increase benefits,” “boost chance”

✅ FLASHCARD 19

Front: When to use Share?
Back: Partner with another party to realize opportunity.
Memory Hook: Share = share gain + share work.
Trigger Words: “joint venture,” “partners”

✅ FLASHCARD 20

Front: When to use Accept (positive)?
Back: Take no proactive action; be ready if opportunity happens.
Memory Hook: Positive accept = passive uplift.
Trigger Words: “low likelihood,” “small opportunity”

🔹 RISK MONITORING & CONTROL

✅ FLASHCARD 21

Front: What is a risk audit?
Back: Examines effectiveness of risk responses and process improvements.
Memory Hook: Audit = effectiveness check.
Trigger Words: “quality of risk management,” “review”

✅ FLASHCARD 22

Front: What is risk re-assessment?
Back: Periodic review of risk register to identify new risks and retire old ones.
Memory Hook: Reassess frequently.
Trigger Words: “ongoing review,” “update register”

✅ FLASHCARD 23

Front: What should PM do when risk response fails?
Back: Implement contingency plan → if that fails, use fallback plan.
Memory Hook: Plan A then Plan B.
Trigger Words: “contingency activated,” “didn’t work”

✅ FLASHCARD 24

Front: What is residual risk?
Back: Risk that remains after implementing a response.
Memory Hook: Residual = leftover.
Trigger Words: “remaining risk,” “after mitigation”

✅ FLASHCARD 25

Front: What is secondary risk?
Back: Risk that arises as a result of implementing a risk response.
Memory Hook: Fix creates new risk.
Trigger Words: “new risk created by response”

🔹 RISK OWNERSHIP & GOVERNANCE

✅ FLASHCARD 26

Front: What is a risk owner?
Back: The person responsible for monitoring a risk and executing its response.
Memory Hook: Each risk → one owner.
Trigger Words: “assigned responsibility,” “monitoring”

✅ FLASHCARD 27

Front: What should PM do when a risk has no assigned owner?
Back: Assign ownership immediately and update the risk register.
Memory Hook: Ownerless risks = unmanaged risks.
Trigger Words: “no accountability,” “unassigned”

✅ FLASHCARD 28

Front: What is the PM’s role in risk communication?
Back: Ensure stakeholders understand risk status, responses, and impacts.
Memory Hook: Communicate → align → mitigate.
Trigger Words: “risk reporting,” “stakeholder update”

❇️ FLASHCARD 29

Front: What risks get escalated to governance bodies?
Back: High-impact, cross-team, or executive-level risks outside PM control.
Memory Hook: Escalate when authority ends.
Trigger Words: “enterprise risk,” “beyond control”

❇️ FLASHCARD 30

Front: Why is risk management ongoing?
Back: Risks evolve as project conditions change.
Memory Hook: Risk = dynamic, not one-time.
Trigger Words: “change request,” “scope change,” “new information”

🔹 STAKEHOLDER IDENTIFICATION

✅ FLASHCARD 1

Front: What is the FIRST action when a new stakeholder is identified?
Back: Add them to the stakeholder register and analyze their influence and interest.
Memory Hook: Register → Analyze → Engage.
Trigger Words: “new stakeholder,” “late discovery”

✅ FLASHCARD 2

Front: What information is recorded in the stakeholder register?
Back: Name, role, power/interest, expectations, impact, engagement level.
Memory Hook: Who + Power + Needs.
Trigger Words: “stakeholder details,” “classification”

🔹 STAKEHOLDER ANALYSIS

✅ FLASHCARD 3

Front: What is stakeholder analysis used for?
Back: To understand stakeholder needs, expectations, influence, and engagement approach.
Memory Hook: Know them to engage them.
Trigger Words: “interest,” “power,” “influence”

✅ FLASHCARD 4

Front: What is the Stakeholder Engagement Assessment Matrix?
Back: Compares current vs desired engagement levels for each stakeholder.
Memory Hook: C → D gap = engagement plan.
Trigger Words: “resistant,” “neutral,” “supportive”

✅ FLASHCARD 5

Front: What should PM do when stakeholder engagement level is too low?
Back: Update engagement strategies and customize communication.
Memory Hook: Low engagement → adjust strategy.
Trigger Words: “stakeholder not involved,” “no interest”

🔹 STAKEHOLDER COMMUNICATION

✅ FLASHCARD 6

Front: What is the PM’s primary responsibility in stakeholder communication?
Back: Ensure accurate, timely, tailored, and two-way communication.
Memory Hook: Communicate → Verify → Adapt.
Trigger Words: “expectation mismatch,” “miscommunication”

✅ FLASHCARD 7

Front: How does PM handle conflicting stakeholder requirements?
Back: Facilitate resolution, align priorities, escalate if necessary.
Memory Hook: Facilitate first, escalate last.
Trigger Words: “priority conflict,” “competing needs”

✅ FLASHCARD 8

Front: What should PM do when stakeholder expectations are unrealistic?
Back: Present data, constraints, risks, and negotiate feasible outcomes.
Memory Hook: Data = reality alignment.
Trigger Words: “unrealistic demands,” “scope pressure”

🔹 STAKEHOLDER ENGAGEMENT STRATEGIES

✅ FLASHCARD 9

Front: How can PM increase stakeholder engagement?
Back: Provide early involvement, access to information, participative decision-making.
Memory Hook: Involve → Inform → Empower.
Trigger Words: “stakeholder not engaged,” “feedback missing”

✅ FLASHCARD 10

Front: What is the most effective method to engage stakeholders?
Back: Interactive communication (meetings, workshops, discussions).
Memory Hook: Talking beats emailing.
Trigger Words: “alignment needed,” “solve conflict”

✅ FLASHCARD 11

Front: What tool supports engagement optimization?
Back: Stakeholder engagement plan.
Memory Hook: Plan how to manage people.
Trigger Words: “improve engagement,” “communication plan update”

🔹 TRACKING & MONITORING ENGAGEMENT

✅ FLASHCARD 12

Front: How does PM measure stakeholder engagement effectiveness?
Back: Compare actual engagement vs planned engagement levels, adjust strategy.
Memory Hook: Compare → Assess → Adjust.
Trigger Words: “engagement metrics,” “stakeholder survey”

✅ FLASHCARD 13

Front: What should PM do when stakeholder disengages suddenly?
Back: Investigate cause, re-engage through direct communication, clarify expectations.
Memory Hook: Disengagement → reconnect.
Trigger Words: “no response,” “lost interest”

✅ FLASHCARD 14

Front: What is the best way to sustain engagement long term?
Back: Maintain transparency, involve stakeholders in decisions, frequent feedback loops.
Memory Hook: Transparency builds trust.
Trigger Words: “long project,” “stakeholder fatigue”

🔹 MANAGING RESISTANT OR DIFFICULT STAKEHOLDERS

✅ FLASHCARD 15

Front: What should PM do with resistant stakeholders?
Back: Understand concerns, address fears, communicate benefits, build trust.
Memory Hook: Resistance hides fear.
Trigger Words: “pushback,” “negative feedback”

✅ FLASHCARD 16

Front: When stakeholder actively opposes the project, what is PM’s approach?
Back: Engage privately, use empathy, uncover motivations, escalate if harmful.
Memory Hook: Private talk → root cause.
Trigger Words: “sabotage,” “opposition”

✅ FLASHCARD 17

Front: How should PM manage stakeholders with high power and low interest?
Back: Keep satisfied—inform major decisions without overwhelming them.
Memory Hook: High power = keep satisfied.
Trigger Words: “executives,” “board-level”

✅ FLASHCARD 18

Front: How should PM manage stakeholders with high interest but low power?
Back: Keep informed—engage frequently and seek feedback.
Memory Hook: High interest = keep informed.
Trigger Words: “end users,” “team-level stakeholders”

🔹 ESCALATION & GOVERNANCE

✅ FLASHCARD 19

Front: When should PM escalate stakeholder issues?
Back: When conflicts cannot be resolved directly or impact project success.
Memory Hook: Escalate only when required.
Trigger Words: “impasse,” “critical conflict”

❇️ FLASHCARD 20

Front: Who typically resolves high-level stakeholder conflicts?
Back: Sponsor or governance board.
Memory Hook: Sponsor = escalation point.
Trigger Words: “executive conflict,” “authority needed”

🔹 SCOPE PLANNING FUNDAMENTALS

✅ FLASHCARD 1

Front: What is the first step in scope planning?
Back: Collect requirements from stakeholders.
Memory Hook: Understand needs before defining scope.
Trigger Words: “requirements,” “stakeholder input,” “needs gathering”

✅ FLASHCARD 2

Front: What is the Scope Management Plan?
Back: Document describing how scope will be defined, validated, and controlled.
Memory Hook: Plan how to manage what’s included.
Trigger Words: “scope control,” “scope definition”

✅ FLASHCARD 3

Front: What documents form the scope baseline?
Back: Project Scope Statement + WBS + WBS Dictionary.
Memory Hook: Scope baseline = S + WBS + WD.
Trigger Words: “baseline,” “approved scope”

🔹 REQUIREMENTS MANAGEMENT

✅ FLASHCARD 4

Front: What is the Requirements Traceability Matrix (RTM)?
Back: Tool that links requirements to deliverables, tests, and acceptance criteria.
Memory Hook: RTM = ensure nothing is missed.
Trigger Words: “traceability,” “requirement mapping”

✅ FLASHCARD 5

Front: What is the PM’s first action when requirements conflict?
Back: Facilitate stakeholder discussion to reach alignment.
Memory Hook: Facilitate first, escalate last.
Trigger Words: “conflicting requirements,” “unclear priorities”

✅ FLASHCARD 6

Front: What should PM do when requirements are unclear?
Back: Clarify with stakeholders using workshops, prototypes, or interviews.
Memory Hook: Clarify → validate → document.
Trigger Words: “ambiguity,” “uncertainty”

🔹 WBS & SCOPE STRUCTURE

✅ FLASHCARD 7

Front: What is the WBS?
Back: Hierarchical decomposition of project deliverables.
Memory Hook: WBS = deliverables, not tasks.
Trigger Words: “breakdown,” “decomposition”

✅ FLASHCARD 8

Front: What is NOT included in the WBS?
Back: Activities or tasks.
Memory Hook: WBS = WHAT, schedule shows HOW.
Trigger Words: “task list,” “not activities”

✅ FLASHCARD 9

Front: What is the WBS Dictionary?
Back: Detailed descriptions of each WBS component: scope, owner, acceptance criteria.
Memory Hook: Dictionary = definition.
Trigger Words: “work package details,” “clarify deliverables”

🔹 PREVENTING & MANAGING SCOPE CREEP

✅ FLASHCARD 10

Front: What is scope creep?
Back: Uncontrolled change to scope without formal approval.
Memory Hook: Unauthorized change = creep.
Trigger Words: “just add this,” “quick fix”

✅ FLASHCARD 11

Front: How can PM prevent scope creep?
Back: Use formal change control and maintain a stable baseline.
Memory Hook: Controlled change only.
Trigger Words: “out of scope,” “unapproved changes”

✅ FLASHCARD 12

Front: What is gold plating?
Back: Adding extra features beyond requirements.
Memory Hook: Extra = waste + risk.
Trigger Words: “over-delivery,” “unasked enhancements”

✅ FLASHCARD 13

Front: What should PM do when team members add features without approval?
Back: Stop immediately, review baseline, enforce change control.
Memory Hook: Gold plating = stop + reset.
Trigger Words: “added feature,” “team exceeded scope”

🔹 SCOPE VERIFICATION & VALIDATION

✅ FLASHCARD 14

Front: What is Validate Scope?
Back: Formal acceptance of completed deliverables by customer/stakeholders.
Memory Hook: Validation = customer acceptance.
Trigger Words: “accept deliverable,” “sign-off”

✅ FLASHCARD 15

Front: What is Verify Scope vs Control Quality?
Back: Verify Scope = customer acceptance; Control Quality = internal checking.
Memory Hook: Quality = internal; Validation = external.
Trigger Words: “inspection,” “approval”

✅ FLASHCARD 16

Front: What is the PM’s action when deliverables are rejected?
Back: Document defects, plan rework, update quality and requirements documents.
Memory Hook: Rejection = revise + rework.
Trigger Words: “not accepted,” “defects found”

🔹 CHANGE CONTROL & SCOPE MANAGEMENT

✅ FLASHCARD 17

Front: What is the correct sequence for scope change control?
Back: Request → Analyze → CCB Review → Approve/Reject → Update Baselines.
Memory Hook: Never skip analysis.
Trigger Words: “change request,” “scope adjustment”

✅ FLASHCARD 18

Front: Who approves changes to scope baseline?
Back: Change Control Board (CCB) or authorized sponsor.
Memory Hook: CCB = scope guardian.
Trigger Words: “approval authority”

✅ FLASHCARD 19

Front: What should PM do when stakeholders attempt to bypass change control?
Back: Enforce the change process and explain impact on time/cost/quality.
Memory Hook: Protect the baseline.
Trigger Words: “urgent request,” “skip process”

🔹 MONITORING SCOPE

✅ FLASHCARD 20

Front: What indicates scope is not well-managed?
Back: Frequent rework, change requests, discrepancies in deliverable expectations.
Memory Hook: Symptoms → scope misalignment.
Trigger Words: “rework,” “missing requirements”

✅ FLASHCARD 21

Front: What tool helps monitor scope performance?
Back: Variance analysis comparing scope baseline vs actual deliverable progress.
Memory Hook: Variance highlights drift.
Trigger Words: “scope deviation,” “performance metrics”

✅ FLASHCARD 22

Front: What performance metrics relate to scope?
Back: Requirements completion %, deliverable acceptance %, rework rate.
Memory Hook: Scope = deliverable performance.
Trigger Words: “progress report,” “KPI”

🔹 AGILE/HYBRID SCOPE MANAGEMENT

✅ FLASHCARD 23

Front: How is scope managed in Agile?
Back: Through backlog refinement, iteration planning, and customer feedback.
Memory Hook: Flexible scope + fixed time.
Trigger Words: “backlog,” “priority changes,” “iterations”

✅ FLASHCARD 24

Front: What does Agile use instead of a WBS?
Back: Product backlog with epics, features, and user stories.
Memory Hook: Backlog = dynamic WBS.
Trigger Words: “user story,” “feature”

❇️ FLASHCARD 25

Front: What is the PM’s role in hybrid scope environment?
Back: Balance fixed predictive elements with flexible Agile work.
Memory Hook: Hybrid = stable + adaptive.
Trigger Words: “mixed approach,” “iteration + planning”

🔹 SCHEDULE PLANNING BASICS

✅ FLASHCARD 1

Front: What is the first step in schedule planning?
Back: Define and sequence activities based on WBS deliverables.
Memory Hook: Sequence follows scope.
Trigger Words: “activity definition,” “logical order”

✅ FLASHCARD 2

Front: What is the Schedule Management Plan?
Back: Defines how the schedule will be developed, monitored, updated, and controlled.
Memory Hook: Plan how to build and manage time.
Trigger Words: “schedule control,” “update process”

🔹 ACTIVITY SEQUENCING & NETWORK DIAGRAMS

✅ FLASHCARD 3

Front: What tool shows dependencies and sequence of activities?
Back: Network diagram (Precedence Diagramming Method).
Memory Hook: Arrows = order.
Trigger Words: “PDM,” “dependencies,” “flow”

✅ FLASHCARD 4

Front: Types of dependencies?
Back: FS (Finish-Start), SS, FF, SF.
Memory Hook: FS is most common.
Trigger Words: “relationship type,” “logic link”

✅ FLASHCARD 5

Front: What are dependency categories?
Back: Mandatory, Discretionary, External, Internal.
Memory Hook: MD-EI.
Trigger Words: “constraints,” “outside influence”

🔹 CRITICAL PATH & FLOAT

✅ FLASHCARD 6

Front: What is the Critical Path?
Back: Longest path through network; determines earliest project finish; zero float.
Memory Hook: No slack = critical.
Trigger Words: “delay = delay entire project”

✅ FLASHCARD 7

Front: What is total float?
Back: Amount of time an activity can be delayed without impacting project finish.
Memory Hook: Float = flexibility.
Trigger Words: “slack,” “wiggle room”

✅ FLASHCARD 8

Front: What is free float?
Back: Time an activity can be delayed without delaying successor activity.
Memory Hook: Free float = doesn’t affect next task.
Trigger Words: “successor,” “buffer”

🔹 ESTIMATING METHODS

✅ FLASHCARD 9

Front: What is analogous estimating?
Back: Uses historical data; fast but less accurate.
Memory Hook: Analogy = approximate.
Trigger Words: “similar project,” “top-down estimate”

✅ FLASHCARD 10

Front: What is parametric estimating?
Back: Uses statistical or unit-based formulas for precision.
Memory Hook: Units × rate.
Trigger Words: “per unit,” “data-driven”

✅ FLASHCARD 11

Front: What is bottom-up estimating?
Back: Estimate at lowest level of WBS; most accurate.
Memory Hook: Small pieces → total.
Trigger Words: “work package,” “detailed estimate”

✅ FLASHCARD 12

Front: What is three-point estimating?
Back: Uses optimistic, pessimistic, most likely estimates.
Memory Hook: O + M + P.
Trigger Words: “uncertainty,” “PERT”

✅ FLASHCARD 13

Front: PERT formula?
Back: (O + 4M + P) / 6
Memory Hook: Weighted most likely.
Trigger Words: “PERT calculation”

🔹 SCHEDULE COMPRESSION TECHNIQUES

✅ FLASHCARD 14

Front: What is fast-tracking?
Back: Overlapping activities that were sequential—higher risk.
Memory Hook: Parallel = risk ↑.
Trigger Words: “accelerate,” “compress timeline”

✅ FLASHCARD 15

Front: What is crashing?
Back: Adding resources to shorten duration; increases cost.
Memory Hook: Cost ↑ time ↓.
Trigger Words: “extra staff,” “budget impact”

✅ FLASHCARD 16

Front: When should fast-tracking be used?
Back: When there is no extra budget but higher risk is acceptable.
Memory Hook: Cheap but risky.
Trigger Words: “overlap,” “sequencing change”

✅ FLASHCARD 17

Front: When should crashing be used?
Back: When cost increases are acceptable but schedule reduction is essential.
Memory Hook: Spend money to save time.
Trigger Words: “urgent deadline,” “can add resources”

🔹 BASELINE & SCHEDULE CONTROL

✅ FLASHCARD 18

Front: What is the schedule baseline?
Back: Approved version of the schedule, used to measure performance.
Memory Hook: Baseline = benchmark.
Trigger Words: “approved plan,” “variance tracking”

✅ FLASHCARD 19

Front: What causes schedule variance?
Back: Delays, inaccurate estimates, resource shortages, scope changes.
Memory Hook: Variance = deviation from plan.
Trigger Words: “behind schedule,” “SPI < 1”

✅ FLASHCARD 20

Front: What is schedule variance formula?
Back: SV = EV – PV
Memory Hook: Earned vs planned.
Trigger Words: “performance check,” “variance analysis”

✅ FLASHCARD 21

Front: What is Schedule Performance Index (SPI)?
Back: SPI = EV / PV
Memory Hook: SPI < 1 = behind, SPI > 1 = ahead.
Trigger Words: “efficiency,” “progress”

🔹 MONITORING & CONTROLLING SCHEDULE

✅ FLASHCARD 22

Front: What does it mean if SPI < 1?
Back: Project is behind schedule.
Memory Hook: Less than 1 = losing time.
Trigger Words: “delay,” “underperforming”

✅ FLASHCARD 23

Front: What should PM do when schedule variance is detected?
Back: Investigate root causes and develop recovery plan.
Memory Hook: Investigate → respond.
Trigger Words: “slippage,” “tracking issues”

✅ FLASHCARD 24

Front: What is the PM’s role when schedule performance declines?
Back: Adjust resources, re-sequence activities, escalate bottlenecks.
Memory Hook: Fix bottlenecks.
Trigger Words: “resource shortage,” “critical path impacted”

❇️ FLASHCARD 25

Front: What indicates a potential future schedule risk?
Back: Frequent rework, dependency delays, poor estimates.
Memory Hook: Symptoms predict delay.
Trigger Words: “trending behind,” “dependency risk”

🔹 AGILE/HYBRID SCHEDULING

❇️ FLASHCARD 26

Front: How is scheduling done in Agile?
Back: Fixed-length iterations with flexible scope.
Memory Hook: Time fixed → scope flexible.
Trigger Words: “sprint,” “iteration”

❇️ FLASHCARD 27

Front: What is a burndown chart used for?
Back: Shows remaining work vs time within a sprint.
Memory Hook: Burn down = work decreasing.
Trigger Words: “sprint tracking,” “trend”

❇️ FLASHCARD 28

Front: What is a release plan?
Back: Higher-level roadmap connecting multiple iterations to business goals.
Memory Hook: Big picture of sprints.
Trigger Words: “roadmap,” “delivery planning”

❇️ FLASHCARD 29

Front: What should PM do when Agile team velocity fluctuates heavily?
Back: Investigate causes, remove impediments, stabilize processes.
Memory Hook: Velocity = health indicator.
Trigger Words: “unpredictable output,” “inconsistent sprints”

❇️ FLASHCARD 30

Front: How do hybrid schedules function?
Back: Predictive components for fixed elements + Agile for evolving components.
Memory Hook: Hybrid = stable + adaptive.
Trigger Words: “mixed approach,” “integration”

🔹 COST & BUDGET FOUNDATIONS

✅ FLASHCARD 1

Front: What is the first step in cost planning?
Back: Estimate costs for each work package or activity.
Memory Hook: Estimate before budget.
Trigger Words: “cost planning,” “estimation”

✅ FLASHCARD 2

Front: What forms the cost baseline?
Back: Summed costs of all activities + contingency reserves.
Memory Hook: Baseline = estimate + contingency.
Trigger Words: “approved budget,” “baseline cost”

✅ FLASHCARD 3

Front: What is NOT included in cost baseline?
Back: Management reserves (they are outside the PM's control).
Memory Hook: Management reserve ≠ baseline.
Trigger Words: “unknown unknowns,” “executive-controlled”

🔹 EARNED VALUE MANAGEMENT (EVM)

✅ FLASHCARD 4

Front: What is Planned Value (PV)?
Back: Budgeted cost for work scheduled to be completed by a specific date.
Memory Hook: Planned = expected by now.
Trigger Words: “schedule baseline,” “planned cost”

✅ FLASHCARD 5

Front: What is Earned Value (EV)?
Back: Budgeted cost of work actually completed by a specific date.
Memory Hook: Earned = progress achieved.
Trigger Words: “completed work,” “performance”

✅ FLASHCARD 6

Front: What is Actual Cost (AC)?
Back: Actual money spent for work completed.
Memory Hook: AC = what we paid.
Trigger Words: “expenditure,” “actual cost”

✅ FLASHCARD 7

Front: What is Cost Variance (CV)?
Back: CV = EV – AC
Memory Hook: Negative CV = over budget.
Trigger Words: “budget performance,” “overspending”

❇️ FLASHCARD 8

Front: What is CV < 0?
Back: Project is over budget.
Memory Hook: Negative bad.
Trigger Words: “cost overrun,” “red flag”

❇️ FLASHCARD 9

Front: What is Schedule Variance (SV)?
Back: SV = EV – PV
Memory Hook: Behind vs ahead.
Trigger Words: “time performance,” “progress”

❇️ FLASHCARD 10

Front: What is SPI?
Back: SPI = EV / PV
Memory Hook: SPI < 1 = behind schedule.
Trigger Words: “efficiency,” “schedule index”

❇️ FLASHCARD 11

Front: What is CPI?
Back: CPI = EV / AC
Memory Hook: CPI < 1 = cost overrun.
Trigger Words: “cost efficiency,” “spending control”

🔹 FORECASTING & COST CONTROL

✅ FLASHCARD 12

Front: What is Estimate at Completion (EAC)?
Back: Forecasted total project cost based on current performance.
Memory Hook: Final expected cost.
Trigger Words: “forecast,” “projected total”

❇️ FLASHCARD 13

Front: EAC formula (typical performance)?
Back: EAC = BAC / CPI
Memory Hook: Budget / cost performance.
Trigger Words: “standard forecasting”

❇️ FLASHCARD 14

Front: EAC formula (atypical conditions)?
Back: EAC = AC + (BAC – EV)
Memory Hook: Actual + remaining.
Trigger Words: “anomaly,” “unexpected changes”

❇️ FLASHCARD 15

Front: What is ETC (Estimate to Complete)?
Back: ETC = EAC – AC
Memory Hook: Remaining cost.
Trigger Words: “cost to finish”

❇️ FLASHCARD 16

Front: What should PM do when CPI < 1?
Back: Investigate root cause, adjust spending, re-estimate remaining work.
Memory Hook: Cost inefficiency = corrective action.
Trigger Words: “over budget,” “cost variance”

❇️ FLASHCARD 17

Front: What does VAC (Variance at Completion) measure?
Back: VAC = BAC – EAC
Memory Hook: If VAC negative → over budget.
Trigger Words: “final cost difference”

🔹 RESOURCE MANAGEMENT

❇️ FLASHCARD 18

Front: What is the Resource Management Plan?
Back: Defines how team and physical resources are acquired, managed, and released.
Memory Hook: Plan people + equipment.
Trigger Words: “staffing,” “resource handling”

❇️ FLASHCARD 19

Front: What is resource leveling?
Back: Adjusts schedule based on resource availability, may extend timeline.
Memory Hook: Level = delay to stabilize.
Trigger Words: “over-allocation,” “workload balance”

❇️ FLASHCARD 20

Front: What is resource smoothing?
Back: Adjusts resource use within limits of the existing schedule constraints.
Memory Hook: Smooth = balance without delay.
Trigger Words: “peak resource usage,” “optimize without delay”

❇️ FLASHCARD 21

Front: What should PM do when a key resource becomes unavailable?
Back: Re-allocate work, revise schedule, escalate for replacement.
Memory Hook: Lost resource → adjust plan.
Trigger Words: “critical resource lost,” “availability shift”

🔹 COST CONTROL & CHANGE MANAGEMENT

❇️ FLASHCARD 22

Front: What is PM’s role in cost control?
Back: Monitor spending, forecast variance, and implement corrective actions.
Memory Hook: Track → forecast → correct.
Trigger Words: “cost monitoring,” “trend analysis”

❇️ FLASHCARD 23

Front: What triggers a cost baseline change?
Back: Approved change request (scope/schedule impact triggers cost change).
Memory Hook: Cost baseline only changes with approval.
Trigger Words: “baseline shift,” “change request”

❇️ FLASHCARD 24

Front: What should PM do when cost increases are requested?
Back: Perform impact analysis and submit change request to CCB.
Memory Hook: Analyze → approve → update.
Trigger Words: “budget increase,” “funding request”

🔹 AGILE/HYBRID COST MANAGEMENT

❇️ FLASHCARD 25

Front: How does Agile manage cost differently?
Back: Fixed cost (team) + fixed time; scope varies each iteration.
Memory Hook: Cost fixed → scope adjusts.
Trigger Words: “stable budget,” “timeboxed iteration”

❇️ FLASHCARD 26

Front: What is velocity used for in Agile cost forecasting?
Back: Predict work output → estimate cost per iteration.
Memory Hook: Velocity = capacity = cost predictability.
Trigger Words: “future sprints,” “burn rate”

❇️ FLASHCARD 27

Front: What should PM do when Agile team burn rate increases unexpectedly?
Back: Investigate causes, optimize processes, adjust team allocation if needed.
Memory Hook: Burn rate = spending health.
Trigger Words: “cost spike,” “inefficiency”

🔹 QUALITY FOUNDATIONS

✅ FLASHCARD 1

Front: What is the difference between quality and grade?
Back: Quality = how well requirements are met; Grade = category or ranking of product features.
Memory Hook: High grade ≠ high quality.
Trigger Words: “premium vs basic,” “meets requirements”

✅ FLASHCARD 2

Front: What is the first step in quality planning?
Back: Identify quality requirements and standards.
Memory Hook: Define quality before measuring it.
Trigger Words: “quality criteria,” “standards,” “acceptance criteria”

🔹 QUALITY MANAGEMENT PLAN

✅ FLASHCARD 3

Front: What does the Quality Management Plan define?
Back: How quality will be planned, implemented, monitored, and controlled.
Memory Hook: Plan how to assure and control quality.
Trigger Words: “quality plan,” “quality approach”

✅ FLASHCARD 4

Front: What are the key outputs of quality planning?
Back: Quality metrics, checklists, and quality management plan.
Memory Hook: Metrics + Checklists = measurable quality.
Trigger Words: “standards,” “requirements,” “quality measures”

🔹 QA VS QC (IMPORTANT FOR EXAM)

✅ FLASHCARD 5

Front: What is Quality Assurance (QA)?
Back: Process-focused; ensures proper processes are followed.
Memory Hook: Assurance = process.
Trigger Words: “audit,” “process check”

✅ FLASHCARD 6

Front: What is Quality Control (QC)?
Back: Product-focused; identifies defects in deliverables.
Memory Hook: Control = detect defects.
Trigger Words: “inspection,” “testing,” “validation”

✅ FLASHCARD 7

Front: Validate Scope vs Control Quality?
Back: Validate Scope = customer acceptance; Control Quality = internal inspection.
Memory Hook: Customer vs internal.
Trigger Words: “signoff,” “customer review”

🔹 QUALITY TOOLS (PMI FAVORITES)

✅ FLASHCARD 8

Front: What is a cause-and-effect diagram?
Back: Ishikawa (fishbone) diagram used for root-cause analysis.
Memory Hook: Fishbone = causes.
Trigger Words: “root cause,” “defects”

✅ FLASHCARD 9

Front: What is a Pareto chart used for?
Back: Identifies the most significant issues (80/20 rule).
Memory Hook: Focus on vital few.
Trigger Words: “prioritization,” “defects distribution”

✅ FLASHCARD 10

Front: What is a control chart used for?
Back: Monitors process stability and variation over time.
Memory Hook: Control limits = process health.
Trigger Words: “UCL,” “LCL,” “out of control”

❇️ FLASHCARD 11

Front: What indicates a process is out of control on a control chart?
Back: Data point outside control limits OR non-random patterns.
Memory Hook: Outside limits = fix process.
Trigger Words: “unstable process,” “special cause variation”

❇️ FLASHCARD 12

Front: What is a check sheet?
Back: Simple data collection tool to track defects or events.
Memory Hook: Checklist = data capture.
Trigger Words: “counting defects,” “pattern analysis”

❇️ FLASHCARD 13

Front: What is a flowchart used for?
Back: Visualizes process steps to identify improvements or bottlenecks.
Memory Hook: Flowchart = find inefficiencies.
Trigger Words: “process mapping,” “workflow analysis”

🔹 COST OF QUALITY (COQ)

❇️ FLASHCARD 14

Front: What are the components of cost of quality?
Back: Prevention, Appraisal, Internal failure, External failure (PAIE).
Memory Hook: Invest early, save later.
Trigger Words: “quality cost,” “defect cost”

❇️ FLASHCARD 15

Front: Prevention costs include what?
Back: Training, planning, documentation, process improvement.
Memory Hook: Prevent defects before they occur.
Trigger Words: “training,” “process design”

❇️ FLASHCARD 16

Front: Appraisal costs include what?
Back: Inspections, testing, audits.
Memory Hook: Appraise = check quality.
Trigger Words: “testing,” “review,” “audit”

❇️ FLASHCARD 17

Front: What are internal failure costs?
Back: Rework, scrap, defects found before reaching customer.
Memory Hook: Internal = in-house waste.
Trigger Words: “rework,” “fix,” “scrap”

❇️ FLASHCARD 18

Front: What are external failure costs?
Back: Warranty claims, returns, recalls, customer dissatisfaction.
Memory Hook: External = expensive!
Trigger Words: “customer defect,” “return,” “lawsuits”

🔹 QUALITY IMPROVEMENT & CONTINUOUS IMPROVEMENT

❇️ FLASHCARD 19

Front: What is continuous improvement called in Agile?
Back: Kaizen (improvement through retrospectives).
Memory Hook: Change small → improve big.
Trigger Words: “retrospective,” “process improvement”

❇️ FLASHCARD 20

Front: What is PDCA cycle?
Back: Plan → Do → Check → Act.
Memory Hook: Loop to improve.
Trigger Words: “continuous improvement,” “quality cycle”

❇️ FLASHCARD 21

Front: What should PM do when defects trend upward?
Back: Investigate root cause, adjust processes, implement corrective actions.
Memory Hook: Trending defects = fix process.
Trigger Words: “defects increasing,” “quality decline”

🔹 QUALITY IN AGILE AND HYBRID PROJECTS

❇️ FLASHCARD 22

Front: How is quality ensured in Agile?
Back: Frequent testing, continuous integration, customer feedback, Definition of Done.
Memory Hook: Quality built every iteration.
Trigger Words: “DoD,” “acceptance criteria”

❇️ FLASHCARD 23

Front: What is the Definition of Done (DoD)?
Back: Clear checklist that work must meet to be considered complete.
Memory Hook: Done = no ambiguity.
Trigger Words: “acceptance,” “completion criteria”

❇️ FLASHCARD 24

Front: What is the PM’s role in hybrid quality management?
Back: Balance Agile flexibility with predictive quality standards.
Memory Hook: Hybrid = mix structure + adaptability.
Trigger Words: “mixed methods,” “compliance + feedback”

🔹 QUALITY TROUBLESHOOTING (PMI EXAM LOGIC)

❇️ FLASHCARD 25

Front: What should PM do when customer rejects deliverables?
Back: Review acceptance criteria, correct defects, and reinforce QC processes.
Memory Hook: Rejection = revisit criteria + fix.
Trigger Words: “not accepted,” “failed review”

❇️ FLASHCARD 26

Front: What should PM do when team wants to reduce testing to save time?
Back: Reject the proposal—testing is part of quality control and cannot be skipped.
Memory Hook: Testing is non-negotiable.
Trigger Words: “cut corners,” “shorten process”

❇️ FLASHCARD 27

Front: What should PM do when defects persist despite fixes?
Back: Conduct root cause analysis and adjust processes (not just rework).
Memory Hook: Fix the process, not just the product.
Trigger Words: “repeated defects,” “recurring issues”

🔹 INTEGRATION MANAGEMENT PRINCIPLES

✅ FLASHCARD 1

Front: What is the purpose of integration planning?
Back: To unify all subsidiary plans into a cohesive, aligned project management plan.
Memory Hook: Integration = one master plan.
Trigger Words: “consolidate,” “align plans”

✅ FLASHCARD 2

Front: What documents make up the project management plan?
Back: All subsidiary plans (scope, schedule, cost, quality, resources, risk, procurement, communications, stakeholders).
Memory Hook: Master plan = all subplans.
Trigger Words: “comprehensive plan,” “integrated plan”

🔹 PLANNING ALIGNMENT & CONSISTENCY

✅ FLASHCARD 3

Front: What is the PM’s first action when a subsidiary plan changes?
Back: Assess cross-plan impacts before updating the integrated plan.
Memory Hook: Analyze impacts before updating.
Trigger Words: “change request,” “plan modification”

✅ FLASHCARD 4

Front: What ensures consistency between different planning areas?
Back: Integrated change control and continuous alignment checks.
Memory Hook: Consistency = coordination.
Trigger Words: “alignment,” “cross-impact”

✅ FLASHCARD 5

Front: What should PM do if scope changes impact schedule and cost plans?
Back: Update all affected subsidiary plans and re-baseline if necessary.
Memory Hook: Change in one area → update all impacted areas.
Trigger Words: “ripple effect,” “multi-area impact”

🔹 WORK PLANNING & COORDINATION

✅ FLASHCARD 6

Front: What is the PM’s role in coordinating planning activities?
Back: Facilitate cross-functional collaboration to build realistic and aligned plans.
Memory Hook: PM = integrator, not author of every plan.
Trigger Words: “cross-team,” “collaboration needed”

✅ FLASHCARD 7

Front: What is rolling wave planning?
Back: Progressive detailing of plans as information becomes available.
Memory Hook: Plan now for what’s known; detail later.
Trigger Words: “uncertainty,” “progressive elaboration”

✅ FLASHCARD 8

Front: What should PM do when teams create plans in isolation?
Back: Bring teams together for alignment and integration sessions.
Memory Hook: Silos break integration.
Trigger Words: “inconsistent assumptions,” “misalignment”

🔹 DOCUMENTING ASSUMPTIONS & CONSTRAINTS

✅ FLASHCARD 9

Front: What are assumptions in project planning?
Back: Factors believed to be true without proof, affecting planning decisions.
Memory Hook: Assumption = unverified belief.
Trigger Words: “uncertainty,” “estimated condition”

✅ FLASHCARD 10

Front: What are constraints?
Back: Limitations (time, cost, scope, quality, resources) that restrict planning.
Memory Hook: Constraints = limits.
Trigger Words: “fixed date,” “fixed budget”

✅ FLASHCARD 11

Front: Why capture assumptions?
Back: They influence decisions and must be validated or monitored.
Memory Hook: Assumptions drive risk.
Trigger Words: “verify,” “dependency risk”

🔹 DEPENDENCIES & INTERFACES

✅ FLASHCARD 12

Front: What should PM do when planning reveals critical cross-team dependencies?
Back: Document them, assign owners, monitor impacts, and align schedules.
Memory Hook: Dependencies = coordination + control.
Trigger Words: “handoffs,” “inter-team dependencies”

✅ FLASHCARD 13

Front: What tools help identify dependencies?
Back: Network diagrams, dependency logs, integrated schedule.
Memory Hook: Visualize to identify.
Trigger Words: “sequence,” “connections”

❇️ FLASHCARD 14

Front: What causes dependency-related project delays?
Back: Poor communication, unclear ownership, or unrealistic sequencing.
Memory Hook: Unowned dependency = delay.
Trigger Words: “handoff missed,” “blocked progress”

🔹 INTEGRATED CHANGE CONTROL (PMI MUST-KNOW)

❇️ FLASHCARD 15

Front: What is Integrated Change Control?
Back: A framework for evaluating and approving changes across the entire project.
Memory Hook: One change affects many areas.
Trigger Words: “approval,” “impact analysis”

❇️ FLASHCARD 16

Front: What is the correct change sequence?
Back: Identify → Document → Analyze → Approve/Reject (CCB) → Update Plans → Communicate.
Memory Hook: Never act before analysis.
Trigger Words: “change request,” “baseline updates”

❇️ FLASHCARD 17

Front: Who approves updates to the project management plan?
Back: Change Control Board (CCB) or authorized sponsor.
Memory Hook: CCB = authority gate.
Trigger Words: “baseline change,” “formal approval”

🔹 INTEGRATION TOOLS & TECHNIQUES

❇️ FLASHCARD 18

Front: What is the project charter’s role in integration?
Back: Provides high-level direction that all plans must align with.
Memory Hook: Charter = alignment anchor.
Trigger Words: “project authorization,” “high-level scope”

❇️ FLASHCARD 19

Front: What is configuration management?
Back: Identifying, controlling, tracking, and validating changes to documents or deliverables.
Memory Hook: Version control in project management.
Trigger Words: “document control,” “baseline tracking”

❇️ FLASHCARD 20

Front: What is the PMIS (Project Management Information System)?
Back: Software and tools that support planning, tracking, collaboration, and reporting.
Memory Hook: PMIS = digital integration engine.
Trigger Words: “project software,” “dashboard,” “tracking tool”

🔹 AGILE / HYBRID INTEGRATION

❇️ FLASHCARD 21

Front: How is planning integrated in Agile?
Back: Through backlog refinement, iteration planning, and continuous feedback.
Memory Hook: Agile = rolling wave every sprint.
Trigger Words: “backlog,” “iteration,” “inspect & adapt”

❇️ FLASHCARD 22

Front: How is hybrid planning managed?
Back: Combine predictive baselines for stable work with Agile cycles for evolving work.
Memory Hook: Hybrid = predictable core + adaptive edges.
Trigger Words: “mixed method,” “dual planning”

❇️ FLASHCARD 23

Front: What should PM do when Agile teams conflict with predictive teams on timelines?
Back: Facilitate integration meetings and align dependencies and delivery cadence.
Memory Hook: Bridge Agile↔Predictive gaps.
Trigger Words: “cadence conflict,” “integration risk”

🔹 TROUBLESHOOTING INTEGRATION ISSUES (PMI EXAM LOGIC)

❇️ FLASHCARD 24

Front: What should PM do when plans contain contradictory assumptions?
Back: Facilitate alignment session to reconcile and standardize assumptions.
Memory Hook: Correct contradictions early.
Trigger Words: “inconsistent assumptions,” “misalignment”

❇️ FLASHCARD 25

Front: What is the PM’s response when stakeholders pressure the team to skip planning?
Back: Push back and explain risks of poor planning and misalignment.
Memory Hook: Rushed planning = guaranteed rework.
Trigger Words: “skip planning,” “jump to execution”

🔹 CHANGE CONTROL FOUNDATIONS

✅ FLASHCARD 1

Front: What is the purpose of change control?
Back: To manage, evaluate, and approve changes in a structured and controlled way.
Memory Hook: Uncontrolled change = chaos.
Trigger Words: “change request,” “formal process”

✅ FLASHCARD 2

Front: What triggers a change request?
Back: Defects, stakeholder requests, risk events, scope changes, variance.
Memory Hook: Change always starts with a trigger.
Trigger Words: “new requirement,” “deviation,” “problem found”

🔹 CHANGE CONTROL PROCESS

✅ FLASHCARD 3

Front: What is the correct change control sequence?
Back: Identify → Document → Analyze Impact → Submit to CCB → Approve/Reject → Update Baselines → Communicate.
Memory Hook: Never skip impact analysis.
Trigger Words: “process,” “step-by-step”

✅ FLASHCARD 4

Front: What is the PM’s first step when a stakeholder requests a change?
Back: Document the request and begin impact analysis.
Memory Hook: Write first, assess second.
Trigger Words: “new request,” “change asked”

❇️ FLASHCARD 5

Front: Who approves changes to baselines?
Back: Change Control Board (CCB) or authorized sponsor.
Memory Hook: CCB = gatekeeper.
Trigger Words: “approval authority,” “baseline change”

🔹 IMPACT ANALYSIS

❇️ FLASHCARD 6

Front: What must be evaluated during impact analysis?
Back: Impact on scope, schedule, cost, quality, risk, resources, procurement.
Memory Hook: Impact all areas, not just one.
Trigger Words: “cross-impact,” “ripple effect”

❇️ FLASHCARD 7

Front: What should PM do if change benefits outweigh costs?
Back: Recommend approval with documented justification.
Memory Hook: Positive value → support change.
Trigger Words: “value add,” “enhancement”

❇️ FLASHCARD 8

Front: What should PM do if change is harmful or unnecessary?
Back: Recommend rejection and communicate rationale.
Memory Hook: Reject wasteful change.
Trigger Words: “no value,” “high risk”

🔹 CHANGE DOCUMENTATION & COMMUNICATION

❇️ FLASHCARD 9

Front: What documents must be updated after change approval?
Back: Baselines, project management plan, subsidiary plans, registers, and reports.
Memory Hook: Approval → update everything affected.
Trigger Words: “plan updates,” “baseline shift”

❇️ FLASHCARD 10

Front: What is the PM’s role in communicating changes?
Back: Ensure all stakeholders understand impacts and updated responsibilities.
Memory Hook: Communicate to align.
Trigger Words: “notify stakeholders,” “communication plan”

🔹 CONFIGURATION MANAGEMENT

❇️ FLASHCARD 11

Front: What is configuration management?
Back: Process for identifying, controlling, tracking, and auditing versions of project documents/deliverables.
Memory Hook: Version control for project artifacts.
Trigger Words: “document versioning,” “change tracking”

❇️ FLASHCARD 12

Front: What is a configuration item?
Back: Any document, deliverable, or component that is subject to version control.
Memory Hook: If it changes, it needs configuration control.
Trigger Words: “controlled item,” “baseline artifacts”

❇️ FLASHCARD 13

Front: What is the difference between change control and configuration control?
Back: Change control = approving changes; configuration control = managing versions.
Memory Hook: Approve vs track.
Trigger Words: “version,” “baseline,” “approval”

🔹 PREVENTING UNCONTROLLED CHANGES

❇️ FLASHCARD 14

Front: What is scope creep?
Back: Unauthorized change to scope without formal approval.
Memory Hook: Creep = sneaky change.
Trigger Words: “just add this,” “no approval”

❇️ FLASHCARD 15

Front: What should PM do when team implements changes without approval?
Back: Stop work immediately, enforce process, and review with CCB.
Memory Hook: Unapproved = stop now.
Trigger Words: “gold plating,” “unauthorized changes”

🔹 MANAGING MULTIPLE CHANGE REQUESTS

❇️ FLASHCARD 16

Front: How should PM prioritize multiple changes?
Back: Evaluate impact, urgency, risk, and alignment with strategic goals.
Memory Hook: Impact + value = priority.
Trigger Words: “prioritize,” “multiple changes”

❇️ FLASHCARD 17

Front: What must PM do when change requests contradict each other?
Back: Facilitate negotiation and alignment among stakeholders.
Memory Hook: Resolve conflicts before approval.
Trigger Words: “conflicting changes,” “negotiation”

❇️ FLASHCARD 18

Front: What should PM do when accumulated changes threaten baseline stability?
Back: Re-baseline only with CCB approval and justification.
Memory Hook: Big impact = re-baseline.
Trigger Words: “major deviation,” “new baseline”

🔹 AGILE & ADAPTIVE CHANGE MANAGEMENT

❇️ FLASHCARD 19

Front: How is change managed in Agile?
Back: Change is expected; captured in backlog and prioritized by Product Owner.
Memory Hook: Agile = embrace change.
Trigger Words: “backlog,” “refinement,” “customer feedback”

❇️ FLASHCARD 20

Front: What happens to change requests during an active Agile sprint?
Back: They are logged and deferred until next sprint unless critical.
Memory Hook: No mid-sprint scope change.
Trigger Words: “sprint boundary,” “freeze scope”

❇️ FLASHCARD 21

Front: What should PM do when hybrid project receives change requests?
Back: Apply predictive change control to fixed components + Agile backlog for flexible components.
Memory Hook: Hybrid = dual handling.
Trigger Words: “mixed approach,” “hybrid governance”

🔹 CHANGE MANAGEMENT TROUBLESHOOTING (PMI EXAM LOGIC)

❇️ FLASHCARD 22

Front: What should PM do when sponsor tries to bypass CCB?
Back: Respect the governance process and require formal review.
Memory Hook: No shortcuts—even for sponsor.
Trigger Words: “executive override,” “policy”

❇️ FLASHCARD 23

Front: What should PM do when customer insists on urgent change?
Back: Begin impact analysis immediately but still follow formal approval.
Memory Hook: Urgent ≠ skip process.
Trigger Words: “urgent change,” “rush request”

❇️ FLASHCARD 24

Front: How should PM handle repeated changes from the same stakeholder?
Back: Review root cause—unclear requirements, poor communication, or planning gaps.
Memory Hook: Solve the cause, not just the symptoms.
Trigger Words: “frequent changes,” “repeated requests”

🔹 PROCUREMENT FUNDAMENTALS

✅ FLASHCARD 1

Front: What is procurement management?
Back: Process of acquiring goods/services from outside the organization.
Memory Hook: Buy vs build decisions.
Trigger Words: “external vendor,” “acquisition”

✅ FLASHCARD 2

Front: What is the first step in procurement planning?
Back: Conduct make-or-buy analysis.
Memory Hook: Decide internal vs external first.
Trigger Words: “outsource,” “internal capability”

🔹 PROCUREMENT PLANNING

❇️ FLASHCARD 3

Front: What is included in the Procurement Management Plan?
Back: Procurement strategy, contract types, timelines, vendor selection process, roles & responsibilities.
Memory Hook: Plan how to buy + from whom + when.
Trigger Words: “procurement approach,” “strategy”

❇️ FLASHCARD 4

Front: What should PM do when procurement affects schedule?
Back: Align procurement lead times with schedule baseline and adjust dependencies.
Memory Hook: Procurement delay = schedule delay.
Trigger Words: “lead time,” “long delivery”

🔹 CONTRACT TYPES (EXAM MUST KNOW)

❇️ FLASHCARD 5

Front: What is a Fixed-Price (FP) contract?
Back: Vendor delivers for a set price; highest risk to seller.
Memory Hook: Fixed price = buyer safety.
Trigger Words: “cost certainty,” “seller risk”

❇️ FLASHCARD 6

Front: What is a Cost-Reimbursable (CR) contract?
Back: Buyer pays actual costs + fee; highest risk to buyer.
Memory Hook: Buyers pay more if cost grows.
Trigger Words: “uncertain scope,” “flexible cost”

❇️ FLASHCARD 7

Front: What is a Time and Materials (T&M) contract?
Back: Hybrid contract where buyer pays hourly/day rate; moderate risk.
Memory Hook: Time-based = open-ended cost.
Trigger Words: “consultants,” “services,” “rate card”

❇️ FLASHCARD 8

Front: When to use FP contracts?
Back: When scope is well-defined and stable.
Memory Hook: Clear scope = fixed price.
Trigger Words: “predictable work”

❇️ FLASHCARD 9

Front: When to use CR contracts?
Back: When scope is uncertain or research-based.
Memory Hook: Unknown scope = cost reimbursable.
Trigger Words: “R&D,” “uncertainty”

🔹 PROCUREMENT DOCUMENTATION

❇️ FLASHCARD 10

Front: What is an RFP?
Back: Request for Proposal—used when seeking solutions and expertise from vendors.
Memory Hook: Proposal = solution.
Trigger Words: “vendor proposal,” “solution options”

❇️ FLASHCARD 11

Front: What is an RFQ?
Back: Request for Quotation—used for pricing information on well-defined items.
Memory Hook: Quote = price-focused.
Trigger Words: “price,” “commodity purchase”

❇️ FLASHCARD 12

Front: What is an SOW (Statement of Work)?
Back: Detailed description of products/services to be delivered by vendor.
Memory Hook: SOW = vendor’s scope.
Trigger Words: “deliverables,” “scope clarity”

🔹 VENDOR SELECTION

❇️ FLASHCARD 13

Front: What is the purpose of source selection criteria?
Back: Define how proposals will be evaluated—cost, quality, capability, experience.
Memory Hook: Criteria = objective comparison.
Trigger Words: “scoring,” “vendor evaluation”

❇️ FLASHCARD 14

Front: What is a bidder conference?
Back: Meeting to ensure all vendors understand requirements equally.
Memory Hook: Level playing field.
Trigger Words: “clarification,” “vendor questions”

❇️ FLASHCARD 15

Front: What should PM do when proposals vary widely?
Back: Re-examine requirements clarity and update documentation if needed.
Memory Hook: Wide variance = unclear scope.
Trigger Words: “bids mismatch,” “spec unclear”

🔹 CONTRACT ADMINISTRATION

❇️ FLASHCARD 16

Front: What is contract administration?
Back: Monitoring vendor performance, managing relationships, enforcing contract terms.
Memory Hook: Manage vendor like part of team.
Trigger Words: “performance,” “compliance”

❇️ FLASHCARD 17

Front: What should PM do when vendor performance declines?
Back: Review contract terms, issue corrective action, escalate per agreement.
Memory Hook: Contract = enforcement tool.
Trigger Words: “non-performance,” “corrective action”

❇️ FLASHCARD 18

Front: What is a procurement audit?
Back: Examines procurement processes and performance for improvements.
Memory Hook: Audit = lessons learned for buying.
Trigger Words: “process review,” “improvement”

🔹 CLAIMS & DISPUTE MANAGEMENT

❇️ FLASHCARD 19

Front: What are procurement claims?
Back: Requests for compensation due to contract disagreements or unmet obligations.
Memory Hook: Claims = conflict over contract terms.
Trigger Words: “dispute,” “contractual rights”

❇️ FLASHCARD 20

Front: What is alternative dispute resolution (ADR)?
Back: Non-legal methods (mediation, arbitration) to resolve disputes.
Memory Hook: ADR = avoid court.
Trigger Words: “conflict resolution,” “vendor dispute”

❇️ FLASHCARD 21

Front: What should PM do when vendor files a claim?
Back: Follow contract procedures, document everything, escalate to legal/procurement.
Memory Hook: Follow the contract rules.
Trigger Words: “formal claim,” “documentation”

🔹 CONTRACT CLOSURE & HANDOVER

❇️ FLASHCARD 22

Front: What is procurement closure?
Back: Confirm all work delivered, finalize payments, close contract, update records.
Memory Hook: Close contract before project close.
Trigger Words: “finalization,” “vendor offboarding”

❇️ FLASHCARD 23

Front: What must PM ensure before closing a contract?
Back: All deliverables accepted, issues resolved, documentation archived.
Memory Hook: No loose ends.
Trigger Words: “acceptance,” “closure criteria”

🔹 AGILE & HYBRID PROCUREMENT

❇️ FLASHCARD 24

Front: How does procurement work in Agile projects?
Back: Contracts emphasize collaboration, flexibility, and incremental delivery.
Memory Hook: Agile = adaptable contracts.
Trigger Words: “collaboration,” “value delivery”

❇️ FLASHCARD 25

Front: What contract type aligns best with Agile?
Back: Time & Materials with not-to-exceed caps or incremental fixed-price contracts.
Memory Hook: Flexible structure with guardrails.
Trigger Words: “iterative,” “variable scope”