Professional Responsibility & Stakeholder Communication Flashcards

A project manager discovers that a team member has been sharing confidential client data with an unauthorized third party. What is the FIRST action the PM should take?

Answer: Document the incident and report it to the appropriate authority within the organization

The PM must document the breach and escalate it through proper internal channels before taking further action.

Which communication approach is MOST effective when delivering bad news to executive stakeholders about a significant project delay?

Answer: Schedule a dedicated meeting, present facts clearly, and include a mitigation plan

Executives need timely, direct communication paired with a recovery plan to make informed decisions.

A stakeholder requests a change that would benefit their department but add risk and cost to the overall project. A project manager's BEST response is to:

Answer: Submit the change through the formal change control process for evaluation

All changes, regardless of source, must be evaluated through the formal change control process to assess overall impact.

During project execution, a PM learns that a vendor is using subcontractors not approved in the contract. What is the ethically correct response?

Answer: Notify the vendor in writing that it is a contract violation and escalate to procurement

Using unapproved subcontractors is a contract violation that must be formally addressed through written notice and procurement escalation.

What does the principle of 'stakeholder engagement' require a project manager to do beyond simply identifying stakeholders?

Answer: Actively involve stakeholders in relevant decisions and manage their expectations throughout the project

True stakeholder engagement is continuous, involving relevant parties in decisions and proactively managing their expectations.

A team member informs the PM that they lack the skills required for a critical task but are afraid to tell management. What should the PM do?

Answer: Coach the team member and arrange appropriate training or support, escalating only if necessary

A PM's responsibility includes supporting team development by providing coaching and resources while protecting the project's integrity.

A conflict arises between two key stakeholders who hold opposing views on project scope. Which resolution approach aligns BEST with professional responsibility standards?

Answer: Facilitate a structured discussion focused on project objectives and documented requirements

A PM should act as a neutral facilitator, guiding stakeholders toward alignment using objective project data.