PMP Practice Exam Question

During the execution phase of a project, the project manager notices that a few team members are struggling to meet their deadlines due to a lack of clear direction and a high workload. These team members have expressed frustration about the project requirements, and their morale is beginning to drop. As the project manager, what would be the most effective approach to address this situation?

A) Increase the team members' responsibilities to encourage a sense of ownership over the project’s outcome.

B) Schedule a one-on-one meeting with each team member to understand their specific challenges and adjust the workload or provide guidance as necessary.

C) Remind the team members of the project’s deadlines and the importance of adhering to the project schedule.

D) Address the entire team in a meeting, explaining that meeting the deadlines is crucial and motivating them to work harder to stay on track.

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Best Answer: B) Schedule a one-on-one meeting with each team member to understand their specific challenges and adjust the workload or provide guidance as necessary.

Explanation:

The most effective approach here is to hold individual meetings with each team member to understand their challenges and provide tailored support. This is a key leadership approach that promotes both open communication and a supportive work environment, ensuring that team members feel heard and valued. Here’s a breakdown of why option B is the best choice and why the other options are less effective:

1. Option B (One-on-one meetings): This approach embodies the servant leadership style, where the project manager seeks to support team members in overcoming their specific challenges. By meeting individually, the project manager can pinpoint unique issues, such as lack of clarity in requirements, task overload, or personal development needs. This individualized support can improve morale by showing team members that their well-being is a priority. Adjusting workloads or offering additional guidance can directly address the issues, making it more likely that deadlines are met without compromising quality or team morale. This approach not only boosts morale but also strengthens trust and engagement, which are essential for sustained team productivity.
2. Option A (Increase responsibilities): Increasing responsibilities may seem motivating in some contexts, but in this case, it would likely exacerbate stress, further reducing team morale and performance. Without addressing the underlying causes of frustration, adding more responsibilities could demoralize team members who are already struggling, potentially leading to burnout or reduced quality in their work.
3. Option C (Remind team members of deadlines): Simply reiterating deadlines without addressing the specific issues causing delays is unlikely to motivate the team. This approach lacks empathy and can come across as dismissive of the team’s challenges. It might put additional pressure on team members, but it does not provide any practical solution for their struggles, potentially damaging the manager’s rapport with the team.
4. Option D (Addressing the entire team): Addressing the whole team without focusing on individual concerns might motivate some team members, but it doesn’t resolve the specific issues at play here. When team members are struggling, a generalized meeting is less likely to provide the targeted support needed. Furthermore, focusing solely on the project timeline could lead to a perception that meeting deadlines is valued over team well-being, which could reduce morale further.

Summary: The best answer, Option B, demonstrates strong leadership by addressing each team member’s individual challenges. This strategy not only resolves the current issues but also reinforces a supportive, collaborative team culture, where the project manager is seen as an ally who listens and responds to concerns. By proactively understanding and alleviating workload issues or clarifying requirements, the project manager ensures that team members can perform to the best of their abilities, creating a more resilient and committed team.