A project manager receives an urgent request from a key stakeholder to implement a significant change that would add new features to the product. The project team is already working at maximum capacity to meet the current scope and schedule. What is the BEST initial action for the project manager to take?
- AImmediately inform the stakeholder that the change cannot be accommodated due to resource constraints.
- BNegotiate with the stakeholder to prioritize the new features against existing scope elements or defer them to a later phase.
- CConvene an urgent meeting with the team to assess the impact of the change on the current scope, schedule, and resources.
- DInitiate the formal change control process by documenting the request and submitting it to the change control board.
Show answer & explanationAnswer & explanation
Correct answer: B. Negotiate with the stakeholder to prioritize the new features against existing scope elements or defer them to a later phase.
Immediately rejecting (A) or assessing impact (B) or formal change control (C) without initial discussion with the stakeholder can be premature. The best initial action is to negotiate (D) with the stakeholder. This demonstrates collaboration and a proactive approach to managing expectations, exploring options to accommodate the change (e.g., swapping features, deferring), before engaging the team in a full impact analysis or formal change process.
Why the other options are wrong
- A. Immediately rejecting the request without understanding the stakeholder's priorities or exploring options can damage the relationship and miss potential solutions.
- C. While impact assessment is necessary, it's more effective after an initial negotiation with the stakeholder to understand their priorities and explore trade-offs.
- D. Initiating formal change control is a later step. The best initial action is to engage the stakeholder in a negotiation to manage expectations and explore options before a formal process.
Collaborate with Stakeholders
Working jointly with stakeholders to achieve common goals, manage expectations, and make informed decisions that benefit the project.
- Fosters trust and mutual understanding.
- Ensures alignment of goals and expectations.
- Proactively addresses concerns and manages changes.
Memory trick: Collaborate first, then deliberate.