PMP Process — Managing Technical Aspects Practice Question
During project execution, a key team member resigns. The project manager needs to fill the position quickly. What is the FIRST step the project manager should take?
⚠ Common exam trap
PMI often tests the misconception that the project manager should immediately escalate or take reactive action (like hiring or redistributing work) rather than first consulting the project management plan, which is the authoritative source for process-driven decisions.
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 resource management plan and update the staffing requirements.
The project resource management plan contains the procedures for acquiring, developing, and managing the project team. When a key team member resigns, the first step is to review this plan to identify the pre-defined staffing requirements, roles, and acquisition methods (e.g., hiring, reassignment) before taking any action. This ensures alignment with the project's resource constraints and avoids ad-hoc decisions that could disrupt the project's technical execution.
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 resource management plan and update the staffing requirements.
Why this is correct
Reviewing the project resource management plan is the essential first step because it outlines the established processes for acquiring, managing, and releasing project team members. This plan details roles, responsibilities, and the procedures for addressing staffing changes, ensuring a structured approach to replacing the key team member. Subsequently, updating the staffing requirements based on the current project needs and the impact of the departure ensures that any new hire aligns precisely with the project's evolving demands and budget constraints. This systematic approach prevents impulsive decisions and maintains project stability.
- ✗
Immediately hire a replacement with similar skills.
Why it's wrong here
Immediately hiring a replacement with similar skills is a premature action that bypasses critical analysis and planning. Without first assessing the actual impact of the team member's departure on project scope, schedule, and budget, or reviewing the current skill gaps, the project risks hiring an unsuitable candidate. This rushed approach could lead to inefficient resource utilization, potential budget overruns, or a poor cultural fit, ultimately hindering project progress rather than resolving the issue effectively.
- ✗
Escalate the issue to the project sponsor for approval to hire.
Why it's wrong here
Escalating the issue directly to the project sponsor for approval to hire is generally not the initial appropriate action for a project manager. Project managers typically possess delegated authority to manage project resources, including hiring within approved budgets and plans, as defined in the resource management plan. Escalation should be reserved for situations where the required replacement significantly exceeds the approved budget, necessitates a major scope change, or falls outside the project manager's established authority, after initial assessment.
- ✗
Ask the team to redistribute the workload.
Why it's wrong here
Asking the team to redistribute the workload is a temporary mitigation strategy, not a sustainable solution for a key team member's permanent departure. While it might provide immediate relief, relying on this long-term without a replacement can lead to significant issues such as team burnout, decreased morale, reduced productivity, and potential quality compromises due to over-allocation. This approach fails to address the fundamental resource gap and the long-term impact on project success.
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Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
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