PMI Updated PMP Exam Questions and Answers by milly

When faced with a situation where a contractor stops participating in meetings and fails to submit reports, the project manager should take the following steps:

1.Assess the Situation as a Risk: The project manager should view this issue as a risk to the project. Lack of communication and reporting can impact project progress, quality, and stakeholder satisfaction. By identifying it as a risk, the project manager can proactively address it.

2.Reach Out to the Contractor: The project manager should communicate with the contractor to understand the reasons behind their behavior. It’s essential to have an open conversation to uncover any underlying issues or challenges the contractor is facing.

3.Identify the Origin of Resistance: The project manager should inquire about the specific reasons why the contractor finds these activities time-consuming. Is there a valid concern, such as workload or conflicting priorities? Or is it a matter of misunderstanding or misalignment?

4.Explore Solutions: Based on the contractor’s feedback, the project manager can explore potential solutions. This might involve adjusting the reporting frequency, streamlining the reporting process, or clarifying expectations. The goal is to find a balance that ensures project progress while respecting the contractor’s workload.

5.Reinforce Commitments: Remind the contractor of their initial commitment to submitting reports and attending meetings. Emphasize the importance of timely communication and collaboration for project success.

6.Document the Interaction: Regardless of the outcome, document the conversation with the contractor. This documentation can serve as evidence if further actions are needed.

References:

•Chapter 4: Understanding and Meeting Client Expectations – Project Management

•Client Management: How to Win and Retain Clients - ProjectManager

•How to understand your clients’ needs and challenges | Mural

•5 client management skills that every project manager needs - Birdview PSA

The situation described involves a key external stakeholder requesting a halt to project activities pending a status report. This indicates a need for regular and systematic communication with stakeholders to manage their expectations and keep them informed about project progress. According to the PMBOK® Guide, effective stakeholder engagement is crucial for project success and involves regular communication and updates1. Sending weekly status update reports is a proactive approach to stakeholder engagement that can prevent surprises and ensure stakeholders are continuously aware of the project’s status, thus avoiding the need for work stoppages21.

References:

• PMBOK® Guide – Sixth Edition
• “Planning effective stakeholder management strategies to do the same thing!” - PMI1
• “Project Stakeholder Management According to the PMBOK” - Bernie Roseke2

 In an agile project, it is important to respect the team’s decision-making process. If a decision is made by a majority vote, as agreed upon by the team, the project lead should note their disagreement and the reasons for it but allow the team to proceed with the decision. This approach aligns with agile principles, which emphasize team collaboration and empowerment1. It is also consistent with the PMBOK Guide’s guidance on stakeholder engagement and managing project teams2.

References:

• The PMP Examination Content Outline, which provides a framework for the role of the project manager and the importance of team decision-making processes1.
• The PMBOK Guide, which includes guidelines on stakeholder engagement and project team management2.
• Professional in Business Analysis Reference Materials, which support the use of documentation to record project decisions and the rationale behind them3.

The project manager should first revisit the project charter and assess if the project goals and objectives can be met with other alternatives. This could include re-evaluating the project requirements, researching other suppliers and/or re-designing the project in order to reduce the cost. If all other alternatives are exhausted, then the project manager should seek approval from the project sponsor or the CEO to proceed with the purchase order.