TOPIC: Free PMP® Exam Sample Question

A team member volunteered to provide the weekly project status updates to the key stakeholders. Although the team member was well prepared, the delivery was lacking, and 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: Of the available options, which is the most personal form of communication?

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Answer and Explanation
The correct answer is A.

In this situation, the project manager must decide on the appropriate choice of media, which includes formal versus informal communication and written versus verbal communication. A discussion is an example of informal verbal communication. There is not enough information in the question to determine whether the project manager will work with the team member to develop better presentation skills or replace the team member with another presenter. Either way, an informal discussion will allow the project manager to set appropriate expectations in a personal and less threatening manner than the other forms of communication. Note, the correct answer choice, "discuss the issue with the team member", does not specify whether the discussion is formal or informal. However, as we are always looking for the best answer among the choices given, of the available options, discussing the issue with the team member is the best answer to the question asked.

Details for each option:

A. Discuss the issue with the team member
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. Prepare a formal written document
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. Utilize formal verbal communication
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. Send an email to the team member
Incorrect. Sending an email to the team member is an example of informal written communication. The project manager is dealing with a performance issue that 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