Civil Service Fast Stream Online Tests PrepPack (2026)

Consider the following scenario:

You and your team have been assigned a new project that must be completed within two weeks. The project is scheduled to begin in one week’s time. You arrange a team meeting to introduce the project, outline the required tasks, and discuss how the work will be allocated.

To ensure the project is completed on time, you initially propose that each of the six team members takes responsibility for one of the six tasks. During the discussion, Katie explains that she is already struggling to meet the deadlines associated with her current responsibilities and does not feel able to take on additional work. Jake reminds you that he has previously approved annual leave and will be abroad during the project period. Lisa also informs the team that she will be on leave during that time because her children are on school holiday.

Using the rating scale (1 = Effective, 2 = Partially Effective, 3 = Ineffective, 4 = Counterproductive), rate the effectiveness of the following actions:

• Ask the team to help Katie complete her current tasks before next week and delegate the six tasks between the four available team members.
• Encourage your team to share their thoughts on the project and propose possible solutions to the problem.
• Ask Jake and Lisa if there is any flexibility with the dates they have taken off.
• Ask the remaining members of your team if they have the capacity to take on two tasks each in order to deliver the project on time.

Each response must be rated independently, but you can use each rating more than once.

The central issue in this scenario is that the original plan of assigning one task to each team member is no longer feasible. Katie has indicated that she is already struggling with her current workload, while Jake and Lisa will be unavailable during the project period due to approved leave. This means the team does not currently have six available members to complete the six tasks as originally planned.

To address this situation effectively, the focus should be on identifying a realistic solution that allows the project to be completed within the deadline while also considering the capacity and circumstances of the team members. The most appropriate approach involves collaboration, inclusivity, and effective decision-making. This means consulting the team, considering their perspectives and workloads, and identifying solutions that are practical and supportive.

• The first response suggests asking the team to help Katie complete her current tasks before the project begins and then distributing the six project tasks among the four available team members. This response is partially effective (Rating: 2). The suggestion could help reduce Katie’s workload and potentially allow her to contribute to the new project. However, the decision is made without first consulting the team or Katie herself about whether this is feasible. Other team members may have their own deadlines or may not be familiar with Katie’s tasks, which could make this approach difficult to implement. Because it attempts to help but does not involve the team in the decision-making process, it is considered only partially effective.
• The second response involves encouraging the team to share their thoughts on the project and propose possible solutions to the problem. This response is effective (Rating: 1). It promotes open communication and allows team members to contribute their perspectives and ideas. By involving the team in the discussion, you gain a better understanding of their capacity and may identify solutions that were not previously considered. This approach demonstrates collaboration, inclusivity, and thoughtful decision-making.
• The third response suggests asking Jake and Lisa if there is any flexibility with their leave dates. This response is ineffective (Rating: 3). Both individuals have indicated that their leave has already been approved and is planned in advance. Asking them to change these arrangements may be seen as disregarding their personal commitments and could negatively affect morale. Additionally, it does not address the wider issue of how the team will realistically complete the project with the available resources.
• The fourth response proposes asking the remaining team members whether they have the capacity to take on two tasks each in order to complete the project on time. This response is effective (Rating: 1). By consulting the team and asking about their availability, this approach allows for an informed decision to be made regarding the allocation of work. It encourages teamwork and ensures that any redistribution of tasks takes into account the team members’ actual capacity and professional judgement.

Overall, the most effective responses are those that involve team input, respect individual circumstances, and focus on identifying practical solutions. Collaborative decision-making helps ensure that the workload is distributed fairly and that the project can be completed successfully within the given timeframe.

⭐️ Golden Tip: Deciding whether a response is Ineffective or Partially Effective can be tricky. A helpful approach is to first determine if one of the more extreme responses - Effective or Counterproductive - applies. If one does, then your final answer should lean closer to that. This applies to both versions of the SJQs.