TOPIC: Free PMP® Exam Sample Question

A team member volunteered to provide the project status update in a weekly presentation to the key stakeholders. After the first meeting has taken place, feedback from the stakeholders suggests that the presentation was not very engaging.

What is the best way for the project manager to address this situation with the team member?

A. Discuss the issue with the team member
B. Prepare a formal written document
C. Utilize formal verbal communication
D. Send an email to the team member

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HINT: Among the available options, which is the most personal form of communication?

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Answer and Explanation:
The correct answer is A.

The project manager has to decide on the appropriate choice of media to use while addressing the situation with the team member. The choice of media includes formal versus informal communication and written versus verbal communication.

There is nothing in the scenario to suggest that the situation is recurring or severe, warranting formal communication (either written or verbal). The team member has volunteered. Having an informal discussion with the team member will allow the project manager to set appropriate expectations in a personal and less threatening manner than the other forms of communication. Such a discussion is an example of informal verbal communication.

Note the correct answer choice, "discuss the issue with the team member", does not specify whether the discussion is formal or informal. However, it is reasonable to assume that such a discussion would be informal. Regardless, whether the discussion is formal or informal, of the choices provided, discussing the issue with the team member is the best answer to the question asked.

Details for each option:

A. Correct. A discussion will allow the project manager to set appropriate expectations in a personal and less threatening manner than the other forms of communication. Informal verbal communication would be the most appropriate form of communication in this scenario.

B. Incorrect. A formal written document would likely be required if disciplinary action was being taken. In this case, a team member volunteered to take on the responsibility suggesting that this duty is not a job requirement. Therefore, it would not be reasonable to prepare formal documentation in this situation.

C. Incorrect. An example of formal verbal communication would be the hosting of the project status conference call, which is not an appropriate type of communication when addressing a performance issue with an individual project team member.

D. Incorrect. Sending an email to the team member is an example of informal written communication. The project manager is dealing with a performance issue which requires a more personal approach. A conversation would allow better two-way communication and allow for the use of body language and tone. A sensitive topic, such as poor performance on an optional task for which the team member has volunteered, should be addressed in a more personal manner.

Reference: A Guide to the Project Management Body of Knowledge (PMBOK^® Guide) – Sixth Edition, Project Management Institute Inc., 2017, Page(s) 361, 381