98. During the course of a project, the project manager's immediate director is communicating directly with the client to approve changes without the project manager's knowledge. This is causing confusion in the project team where the scope is changing in the background, but only being mentioned in project meetings. What should the project manager do?
Answer: B
Communicate directly with the director and inform them of the communications management plan.
To resolve the confusion arising from the director's direct communication with the client regarding scope changes, the project manager should address the issue by communicating directly with the director and reiterating the established communications management plan.
A) Discuss the issues with the project team and let them know that the project manager will handle scope changes
While discussing the issues with the project team is important for maintaining team alignment, it does not address the root cause of the problem, which is the director's direct communication with the client. This option fails to resolve the miscommunication at the organizational level.
B) Communicate directly with the director and inform them of the communications management plan
This option is correct because it directly addresses the issue of unauthorized communication and reinforces the established processes for managing project communications. By informing the director of the communications management plan, the project manager can help ensure that future scope changes are handled appropriately and within the established structure.
C) Review the stakeholder engagement plan and put in place any existing actions accordingly
Reviewing the stakeholder engagement plan may provide some insights into managing stakeholders, but it does not directly address the immediate issue of the director's communication with the client. This option lacks urgency and does not contribute to resolving the current confusion regarding scope changes.
D) Communicate directly with the client stating that any scope changes must go through the project manager
This option could escalate the situation by creating tension between the project manager and the client, as well as disregarding the director's role. It is more effective for the project manager to address the issue with the director first to prevent further miscommunication.
Conclusion
Option B is the most effective response, as it directly confronts the issue by communicating with the director and reinforcing the established communications management plan. This approach helps clarify roles and responsibilities regarding scope changes, ensuring that the project manager remains informed and in control of project modifications. Other options either fail to address the core issue or could complicate the situation further.