PMP People — Leading Projects Practice Question
You are managing a project using a hybrid approach. A team member has been underperforming for several weeks. You have had informal conversations and provided coaching, but there has been no improvement. What should you do next?
⚠ Common exam trap
The trap here is that candidates often jump to escalation (A) or removal (D) because they view underperformance as a functional manager issue, but the PMP exam tests the progressive discipline sequence where a formal PIP is mandatory before any escalation or termination.
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 formal meeting to discuss the performance gap, set clear expectations, and agree on a performance improvement plan
After informal coaching has failed, the next step in progressive performance management is to hold a formal meeting to document the performance gap, set clear expectations, and create a Performance Improvement Plan (PIP). This aligns with the PMBOK Guide's emphasis on addressing issues through a structured, documented process before escalating or removing a team member, especially in a hybrid approach where the project manager retains team leadership responsibilities.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Escalate to the functional manager to handle the situation
Why it's wrong here
As the project manager, it is your primary responsibility to directly address team performance issues before escalating. Escalating immediately to the functional manager bypasses the PM's direct leadership role in performance management and may be perceived as an abdication of responsibility. Formal performance management, including direct communication and a structured plan, should be attempted first to resolve the issue within the project team's immediate sphere of influence. This approach aligns with the PM's accountability for team development and conflict resolution.
- ✗
Reassign the team member to less critical tasks to minimize impact
Why it's wrong here
Reassigning the team member to less critical tasks is a temporary workaround that fails to address the underlying performance issue directly. This action avoids the necessary conversation and coaching, potentially demotivating the team member and signaling to the rest of the team that underperformance is managed by avoidance rather than resolution. It also prevents the team member from developing the skills needed for critical tasks, hindering overall project capability and individual growth.
- ✓
Schedule a formal meeting to discuss the performance gap, set clear expectations, and agree on a performance improvement plan
Why this is correct
This is the most appropriate and professional course of action for a project manager. A formal meeting allows for a direct, objective discussion of the performance gap, ensuring the team member understands the specific areas needing improvement and the impact on the project. Establishing clear expectations and collaboratively developing a performance improvement plan (PIP) provides a structured framework for remediation, accountability, and documentation, which is crucial for tracking progress and demonstrating due diligence in performance management. This approach supports team member development while safeguarding project objectives.
- ✗
Remove the team member from the project and request a replacement
Why it's wrong here
Removing a team member from the project without prior formal performance management is a drastic and premature action. This approach incurs significant costs related to recruitment, onboarding, and potential project delays, while also failing to provide the existing team member an opportunity to improve. Such a decision should only be considered as a last resort, after all structured performance improvement efforts have been exhausted and documented, demonstrating a persistent inability or unwillingness to meet project requirements.
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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.