First Action When a Key Team Member Resigns Unexpectedly
During a project, a key team member resigns unexpectedly. The project manager needs to fill the role quickly. What is the first action the project manager should take?
Quick Answer
The answer is to review the project management plan to determine resource requirements and update the staffing plan. This is correct because the project management plan contains the approved resource management plan, which defines the specific roles, responsibilities, and skill sets needed for each position, ensuring any replacement aligns with the project’s budget and scope rather than being an ad-hoc decision. On the PMP exam, this scenario tests your understanding of the Resource Management knowledge area and the principle that planning documents always guide corrective actions before execution. A common trap is jumping straight to recruiting or reassigning a team member, which violates the process-driven approach the exam rewards. Remember the memory tip: “Plan before you fill” — always consult the plan first to confirm what the role actually requires before taking any staffing action.
⚠ Common exam trap
The trap here is that candidates may jump to immediate recruitment or reassignment actions (options B, C, or D) without first consulting the project management plan, which is the mandatory first step per PMI’s process-driven approach to resource management.
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Review the project management plan to determine resource requirements and update the staffing plan.
The project manager must first refer to the project management plan to identify the documented resource requirements, roles, and responsibilities for the vacant position. This ensures that any replacement aligns with the approved staffing management plan and avoids ad-hoc decisions that could violate budget or skill specifications. Updating the staffing plan is the foundational step before initiating any recruitment or reassignment actions.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✓
Review the project management plan to determine resource requirements and update the staffing plan.
Why this is correct
Proper planning before recruitment ensures right fit.
- ✗
Contact the former employee to negotiate a return.
Why it's wrong here
Unlikely to be successful and delays action.
- ✗
Ask the sponsor to reassign someone from another project.
Why it's wrong here
Sponsor may not have authority; PM should initiate process.
- ✗
Immediately post a job opening for the same role.
Why it's wrong here
Should first assess if the role is still needed or can be restructured.
Go deeper
Related to this question
Learn chapter
Introduction to the PMP Exam and Project Management Basics
Key term
Training and Development
Training and Development is the process of enhancing team members' skills, knowledge, and competencies to improve project performance and achieve career growth.
Key term
Project Management Plan
A formal, approved document that defines how a project is executed, monitored, controlled, and closed, serving as the single source of truth for the project team.
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Same concept, more angles
1 more way this is tested on PMP
These questions test the same concept from different angles. Work through them to make sure you can recognise it however the exam phrases it.
Variation 1. During a project transition, a key team member resigns unexpectedly. The project manager needs to ensure knowledge transfer and minimize impact. Which THREE actions should the project manager take? (Choose three.)
medium- ✓ A.Redistribute the departing member's tasks among the team based on capacity and skills, and update the work breakdown structure
- ✓ B.Arrange for the departing member to document key processes and create a handover document
- C.Ask the remaining team members to absorb the departing member's tasks
- D.Immediately hire a replacement with similar skills
- ✓ E.Conduct an exit interview with the departing team member to document knowledge
Why A: Redistributing the departing member's tasks based on team capacity and skills (A) is a proactive resource management action that maintains project continuity and minimizes impact. Updating the work breakdown structure (WBS) ensures the project scope and task assignments are accurately reflected. Arranging for the departing member to document key processes and create a handover document (B) is crucial for formal knowledge transfer, especially during a transition. Conducting an exit interview focused on documenting knowledge (E) provides another opportunity to capture critical information and insights from the departing team member. These three actions collectively address both minimizing immediate impact and ensuring knowledge transfer, leveraging existing resources and capturing vital information before the member departs. Options C and D are less effective; simply 'absorbing tasks' (C) without considering capacity can lead to overload, and 'immediately hiring' (D) is not a quick fix for immediate knowledge gaps or task continuity due to the time required for recruitment and onboarding.
JA
Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
This PMP practice question is part of Courseiva's free PMI certification practice question bank. Courseiva provides original exam-style practice questions with explanations, topic-based practice, mock exams, readiness tracking, and study analytics to help learners prepare for the PMP exam.