According to the PMBOK® Guide, specifically the Monitor Risks and Manage Team processes, the loss of a key resource is a common project risk that should be identified and planned for during the planning phase.
Risk Management Framework: When a key resource leaves, an identified risk has been triggered (it has become an Issue). The first step for a project manager is to consult the Risk Register to see if this specific event was anticipated. If it was, the register will contain a pre-approved Risk Response Plan (such as a contingency plan or fallback plan).
Using the Plan: The response plan might include specific steps, such as hiring a contractor, cross-training existing staff, or utilizing a specific secondary resource. Following the established plan ensures that the project manager acts based on the strategy previously agreed upon by stakeholders and the sponsor, rather than reacting impulsively.
If the Risk was Unidentified: If the risk was not in the register, the project manager would then perform a " workaround " —an unplanned response to an emergent issue. However, in PMI ' s " best practice " scenario, the PM should always check the formal risk documentation first.
Analysis of other options:
Option A: Submitting a change request for budget is a potential result of a risk response, but it is not the next step. You must first determine if you have a plan or if the budget is actually needed.
Option B: Consulting a functional manager is a common action in a matrix organization, but this is a tactical step. The PM should first consult the project ' s own management artifacts (the Risk Register) to understand the overall strategy for such an event.
Option C: Distributing work to others (crashing or increasing the load) can lead to team burnout and decreased quality. This should only be done if it was the agreed-upon risk response or if no other options are available.
Per PMI standards, the project manager is expected to be proactive. By consulting the risk register, the PM ensures that the response to the team change is systematic, authorized, and aligned with the project ' s risk management strategy.
