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What are the best ways to approach a team member who is not following project management methodology?

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Project management methodology is a set of principles and practices that guide software development teams to deliver high-quality products on time and within budget. However, not every team member may follow the methodology consistently or correctly, which can cause conflicts, delays, and errors. How can you approach a team member who is not following project management methodology without damaging the relationship or the project outcome? Here are some best ways to handle this situation.

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William H.

PMO Leader | Executive | Design Thinking | Strategist | Mentor
Jack L.

Project Director | Project Management Consultant | Project Portfolio Director | Mentor
Bharath Govindaraghavan

Tech Entreprenuer | BookWater | Au79 Consulting | Neubinary

1 Identify the problem

Before you confront the team member, you need to identify the specific problem that their behavior is causing. Is it affecting the project scope, schedule, quality, or communication? Is it violating any standards, policies, or agreements? Is it creating friction or confusion among other team members or stakeholders? You need to have clear and concrete evidence of the problem, not just vague or personal opinions.

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Aina Kristina Dilao

Senior IT Project Manager, PSM I, Business Analyst Lead, QA Lead
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This is very true, especially in remote work set-up. We should not have any preconceived notion on why our team member is having difficulties following through the process. We should not also rely solely on hearsays from other people.

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2 Choose the right time and place

Once you have identified the problem, you need to choose the right time and place to approach the team member. Avoid doing it in front of other people, as this may embarrass or anger them. Instead, find a private and quiet location where you can have a constructive conversation. Also, avoid doing it when you or the team member are stressed, busy, or emotional. Choose a time when both of you are calm, focused, and open-minded.

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3 Use a respectful and collaborative tone

When you approach the team member, you need to use a respectful and collaborative tone. Start by acknowledging their strengths and contributions to the project, and express your appreciation for their work. Then, explain the problem that you have observed, using specific examples and facts. Avoid blaming, accusing, or criticizing them, as this may make them defensive or hostile. Instead, use "I" statements to express your concerns and expectations, and ask for their perspective and feedback.

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William H.

PMO Leader | Executive | Design Thinking | Strategist | Mentor
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I agree and I also don’t think that we need to fill out forms and follow processes arbitrarily. Explain to the team member why it’s important and what the value is in following the process or doing the documentation. If you cannot explain it, then maybe the team member is right for pushing back.

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Jack L.

Project Director | Project Management Consultant | Project Portfolio Director | Mentor
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Help to surface and understand collectively areas for improvement and areas to build upon. If the team member is quiet or short in their responses look to use opening sentences that can give them the first step in sharing their views and opinions. The sessions you have need to form a level of trust and also provide a feeling (for both) of progress from having the meeting

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4 Seek to understand and solve the problem

After you have explained the problem, you need to seek to understand and solve the problem together. Listen actively and empathetically to the team member's point of view, and try to understand why they are not following the project management methodology. Is it because they are unaware, confused, or disagree with it? Is it because they have personal or professional issues that affect their performance? Is it because they have different preferences or styles of working? Try to find the root cause of the problem, and avoid making assumptions or judgments.

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Jorge Castelnuovo

Project & Program Manager | Agile | Product Owner | PO | Consultant | IT | Telecommunications | Telephony | VoIP | PMO | PMP | ACP
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I think we must show the team member what are the impacts and consequences of not following the project management methodology used in your organization, so he can understand why it is Importand to use it. Try to find specific examples to demonstrate how these practices could help him and the organization deliver much better outcomes. Try to use a buy-in approach rather than imposing a methodology without providing any justification.

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Mohit Gulati, FRM, APRM

Strategic Finance Leader | Transformation, Risk Management, Regulatory Reporting, ALM | IIM Lucknow Alumni
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2 things to check for sure - 1) is the team member aware of the process ? Was there homework done to impart required training? 2) If the answer is yes, then make team member understand the benefits and implications of non-compliance. Make everything documented and give enough opportunities to showcase the change in behaviour. Be ready to take tough decisions as last step.

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5 Agree on a plan of action

Once you have understood the problem, you need to agree on a plan of action to resolve it. Discuss the possible solutions and alternatives that can help the team member follow the project management methodology more effectively. Agree on the specific actions, deadlines, and outcomes that both of you will commit to. Also, agree on how you will monitor and evaluate the progress and results of the plan. Make sure that the plan is realistic, achievable, and mutually beneficial.

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6 Follow up and provide feedback

Finally, you need to follow up and provide feedback on the plan of action. Check in regularly with the team member to see how they are doing, and offer your support and guidance if needed. Recognize and praise their improvements and achievements, and provide constructive and timely feedback if there are any issues or challenges. Keep the communication open and honest, and maintain a positive and respectful relationship.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Bharath Govindaraghavan

Tech Entreprenuer | BookWater | Au79 Consulting | Neubinary
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A team member not following the defined project management methodology has to be dealt like any other confrontation. There is no single answer to this question. If the person feels more then deal with their emotions understanding the rationale behind their disobedience. If they are thinkers ask them hard questions on the issue. If they are data driven make them understand the rules. If they perceive things explain how the methodology works with the big picture. In my experience i found leaders who have high emotional intelligence or trained on personality models (like MBTI) are successful in resolving such conflicts. Also making project management compliance a habit with daily rigor, rubs off on team members, ensuring compliance.

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David Ansede Buján

IT Product Owner | Project Management
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First, I would schedule a private meeting to discuss their current approach and understand their perspective. I would express curiosity instead of criticism, seeking to discover any challenges or concerns they may have. I would emphasize the importance of adhering to the established project management methodology, emphasizing how it contributes to the overall success of the project. To foster a collaborative environment, I might suggest a joint review of the project management framework to address any confusion or areas of misunderstanding. Finally, I would stress ongoing support and open communication, encouraging the team member to reach out if they encounter challenges in the future.

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What are the best ways to approach a team member who is not following project management methodology?

1

2

3

4

5

6

7

1 Identify the problem

2 Choose the right time and place

3 Use a respectful and collaborative tone

4 Seek to understand and solve the problem

5 Agree on a plan of action

6 Follow up and provide feedback

7 Here’s what else to consider

Software Project Management

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What are the best ways to approach a team member who is not following project management methodology?

1

2

3

4

5

6

7

1 Identify the problem

2 Choose the right time and place

3 Use a respectful and collaborative tone

4 Seek to understand and solve the problem

5 Agree on a plan of action

6 Follow up and provide feedback

7 Here’s what else to consider

Software Project Management

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