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.”
⚠ Common exam trap
PMP often tests the instinct to escalate or document performance issues immediately, but the correct first step is almost always to coach, mentor, or address the root cause before taking formal action.
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
When a team member is overwhelmed and unsure how to prioritize, the root cause is a skill/ability gap, not willful non-performance. PMP's resource management approach (per PMBOK Guide's 'Develop Team' process) directs the PM to first address the underlying cause through coaching, mentoring, or training before escalating or replacing. This is a supportive, servant-leadership response that preserves the team and addresses the actual problem.
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
Reassigning the tasks removes the symptom while leaving the member's prioritisation problem unresolved and dependent tasks still exposed. It is tempting because it protects the schedule immediately, and it would be correct if the member lacked the required skill and no development path existed.
- ✓
Provide coaching and training on time management and prioritization techniques
Why this is correct
The team member has disclosed feeling overwhelmed and unable to prioritise, so coaching and training on time management directly addresses the stated capability gap. This is the first step before considering schedule changes or escalation, since the individual has self-identified the development need.
- ✗
Inform the project sponsor that a team member is underperforming and may need to be replaced
Why it's wrong here
Escalating to the sponsor frames the member as underperforming before any coaching or workload adjustment has been attempted. It is tempting because sponsor visibility matters when deadlines slip, and it would be correct if the member had already refused support or repeated the failure after intervention.
- ✗
Formally document the issue in the team member's performance record
Why it's wrong here
Documenting the issue in a performance record addresses conduct and consequences, not the prioritisation difficulty the member disclosed. It is tempting because persistent missed deadlines normally warrant formal performance management, and that would be correct after coaching and support had already failed to improve delivery.
Go deeper
Related to this question
Learn chapter
Leading Teams and Empowering Team Members
Key term
Project Team Management
Project Team Management is the process of leading, coordinating, and supporting a group of people to complete project tasks and achieve project objectives.
Key term
Organizational Change Management
Organizational Change Management (OCM) is the structured approach to preparing, supporting, and guiding people through changes in an organization to ensure lasting success.
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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 PMP prefers direct, constructive intervention before escalation or removal. Since informal conversations have failed, the next step is a formal private meeting to identify root causes and establish a documented performance improvement plan with clear expectations and consequences — this aligns with the Manage Team process and progressive discipline.
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 and reviewed by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
Last reviewed September 2026 · checked against the official PMI exam blueprint
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.