PMP People — Leading Projects Practice Question
In a large-scale digital transformation project, the executive sponsor has been bypassing you and giving direct instructions to the development team. The team is confused about priorities and feels caught between the sponsor's requests and the project plan. What should the project manager do FIRST?
⚠ Common exam trap
Many candidates choose Option C (sending a clarifying email) because it seems direct and authoritative, but PMI emphasizes that the first step in stakeholder conflict is always a private, respectful conversation to avoid public confrontation and preserve relationships.
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
✓
Schedule a private meeting with the sponsor to discuss the issue and agree on a proper communication channel
The first step in resolving a conflict with a powerful stakeholder like an executive sponsor is to address the issue privately and collaboratively. By scheduling a private meeting, the project manager can discuss the impact of the bypassing behavior, clarify the confusion it causes, and agree on a proper communication channel that respects both the sponsor's authority and the project's governance. This aligns with PMI's principle of engaging stakeholders proactively and using conflict resolution techniques like 'confronting' or 'collaborating' to find a mutually acceptable solution.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Update the stakeholder engagement plan to include a communication protocol and ask the sponsor to review it
Why it's wrong here
This action is primarily administrative and reactive, failing to address the immediate behavioral issue of the sponsor bypassing established communication channels. While updating project documentation is a valid process, it is not the most effective first step to resolve an active conflict or deviation. It defers the necessary direct conversation with the sponsor, which is crucial for understanding their motivations and collaboratively re-establishing proper communication protocols. This passive approach risks prolonging the issue and further undermining project governance.
- ✓
Schedule a private meeting with the sponsor to discuss the issue and agree on a proper communication channel
Why this is correct
This is the most appropriate and effective first step, demonstrating proactive stakeholder management and conflict resolution. A private meeting allows the project manager to respectfully engage the sponsor, understand their perspective, and reiterate the importance of adhering to established communication protocols. This direct, diplomatic approach facilitates a collaborative discussion to realign expectations and agree on a mutually acceptable communication channel, thereby preserving the professional relationship and maintaining project control.
- ✗
Send an email to the sponsor and the team clarifying that all instructions must go through you
Why it's wrong here
This approach is overtly confrontational and public, carrying a high risk of embarrassing the project sponsor and escalating the conflict unnecessarily. A public directive undermines the collaborative spirit essential for effective stakeholder engagement and can severely damage the professional relationship between the project manager and the sponsor. Such a formal, top-down communication should be considered a last resort, not an initial response, when dealing with high-level stakeholders who require diplomatic handling.
- ✗
Advise the team to ignore the sponsor's instructions and follow the project plan
Why it's wrong here
Directing the project team to disregard instructions from the project sponsor is highly inappropriate and creates an untenable ethical and operational dilemma for the team members. This action places the team in a direct conflict between two authority figures, which can severely damage team morale, loyalty, and productivity. The project manager's responsibility is to resolve such high-level communication and authority conflicts diplomatically with the sponsor, not to delegate the burden of conflict resolution to the project team.
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Related to this question
Learn chapter
Introduction to the PMP Exam and Project Management Basics
Key term
Conflict Resolution
Conflict resolution is the process of addressing and resolving disagreements between team members or stakeholders to maintain a productive and collaborative project environment.
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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