Team Member Missing Deadlines: First Step as Project Manager
A team member consistently misses deadlines, causing delays in dependent tasks. During a one-on-one meeting, the team member admits to feeling overwhelmed and unsure how to prioritize work. What should the project manager do FIRST?
Quick Answer
The correct first step is to provide coaching and training on time management and prioritization techniques. This is because the team member’s admission of feeling overwhelmed and unsure how to prioritize reveals a skill gap, not a lack of motivation or willful noncompliance; as a project manager, your responsibility under the PMP framework is to address the root cause through supportive leadership rather than punitive measures. On the Project Management Professional PMP exam, this scenario tests your understanding of the Manage Team process within the Executing process group, where the project manager must first apply interpersonal and team skills like coaching to resolve performance issues before escalating. A common trap is jumping to reassign tasks or notify the sponsor, but the PMBOK Guide emphasizes that formal escalation is a last resort when coaching fails. Memory tip: when a team member says “I don’t know how,” think “Coach first, escalate last.”
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
✓
Provide coaching and training on time management and prioritization techniques
The team member's issue stems from feeling overwhelmed and lacking prioritization skills. The project manager should first address the root cause by providing coaching or training on time management and prioritization, which aligns with the PM's role as a servant leader and coach. Option A is incorrect because reassigning tasks without addressing the underlying problem does not help the team member develop and may cause further issues. Option C is incorrect because escalating to the sponsor is premature and should be considered only after the PM has taken appropriate actions to support the team member. Option D is incorrect because documenting in the performance record is punitive and not a first step; the PM should first offer support.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Reassign the team member's tasks to other team members to avoid further delays
Why it's wrong here
This does not address the root cause and may overload others. The PM should provide support first.
- ✓
Provide coaching and training on time management and prioritization techniques
Why this is correct
Helping the team member develop skills addresses the root cause and aligns with the PM's role in team development.
- ✗
Inform the project sponsor that a team member is underperforming and may need to be replaced
Why it's wrong here
The PM should first attempt to resolve the issue within the team before escalating to the sponsor.
- ✗
Formally document the issue in the team member's performance record
Why it's wrong here
Performance issues should be addressed through coaching and support before formal documentation.
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Same concept, more angles
3 more ways 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. A team member consistently misses deadlines, causing delays in the project. The project manager has had informal conversations with the team member, but the issue persists. What is the BEST next step?
medium- A.Reassign the team member to a less critical task to minimize impact
- B.Escalate the issue to the team member's functional manager immediately
- ✓ C.Schedule a private meeting with the team member to discuss the issue, identify root causes, and create a performance improvement plan with clear expectations
- D.Remove the team member from the project and replace them with a more reliable resource
Why C: The correct action because it directly addresses the performance issue collaboratively, aiming to understand root causes and set clear expectations through a documented performance improvement plan. This aligns with PM best practices for managing team member performance. Option A is incorrect because reassigning without addressing the root cause may shift the problem rather than solve it. Option B escalates prematurely before attempting direct resolution. Option D is punitive and may damage team morale without understanding underlying issues.
Variation 2. A team member consistently misses deadlines, causing delays for the rest of the team. You have already spoken to the team member informally, but the behavior continues. What is the BEST next step?
easy- A.Remove the team member from the project
- B.Escalate the issue to the team member's functional manager
- ✓ C.Have a formal meeting with the team member to discuss expectations and consequences
- D.Reassign the team member to less critical tasks
Why C: The PM should address performance issues formally by documenting the issue and discussing it with the team member, setting clear expectations and consequences. This follows a progressive discipline approach.
Variation 3. A team member consistently misses deadlines, causing delays in the sprint. The project manager has had informal conversations, but the issue persists. What is the BEST next step?
medium- A.Reassign the work to other team members to avoid delays.
- ✓ B.Schedule a formal meeting to discuss the issue, set clear expectations, and document the conversation.
- C.Escalate the issue to the team member's functional manager for disciplinary action.
- D.Remove the team member from the project and request a replacement.
Why B: The PM should follow the performance management process, starting with a documented conversation. Option B is correct. Option A is a workaround that avoids addressing the root cause of the performance issue; Option C is premature escalation, as the PM should first attempt to resolve the issue directly and formally; Option D is too drastic and a last resort.
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.