Interview Guide

PROJECT
MANAGEMENT

Interview Guide
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Ace Your Interview
Senior executives and HR managers get along with other team members
recognize project management and lead them effectively? Will the
as indispensable to business candidate deliver on the project goals
success. They know that skilled and on time?
credentialed project managers are
Getting through an interview
among their most valuable resources.
successfully is both an art and a
The Project Management Institute
science. There are a lot of unknowns,
reports in a survey that in the U.S.,
but focusing on key areas or
over $122 million gets wasted for every
competencies and giving the right
$1 billion invested due to poor project
answers to the questions based on
performance. When it comes to hiring
them in the interview helps you get
qualified project managers, things
selected. This interview guide will help
get a little tricky, and candidates are
you with 35+ project management
reviewed in several ways.
interview questions and answers,
Will the candidate fit into the culture based on ten areas or competencies
of the organization? Will the candidate that are tested by interviewers.

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 Interview Guide

Scenario Based
Questions
Q. How do you define an ideal project?

A: This question, being one of the most important project management interview
questions, intends to know the type of projects you would like to take up.
By answering this question honestly, you open up an opportunity to manage
projects that excite you or those in which you can excel. Your answer should
include multiple points such as whether you like to work as part of a team or
alone, the kind of deadlines you prefer, whether you are interested in innovative
and creative projects or not, and more.

Q. Work from home has become the new normal in the post-COVID-19-
world. How well are you prepared to manage a remote team?

A: In the present world, project managers often choose their teams from a
global workforce and are expected to manage teams remotely. You should
be equipped with the knowledge and skills to work with team members
virtually. It calls for a different management technique. Your answer to this
project management interview question should clearly describe the project
management methodology you may choose to manage people and resources
in a remote environment.

Q. What is your strategy for prioritizing the tasks?

A: Regardless of its size and scope, prioritization is a critical concept that

determines the success of the project and the timely completion of it. If your
interviewer asks questions on prioritization, your answer should include how
you distinguish between urgency and importance. You can say how you
determine what is crucial and leave behind what is unnecessary. This project
management interview question is also to test how flexible and adaptable
you are while managing a project. Your answer should describe that you know
when to say no during the project.

Q. What is the most desired skill that is required to become a successful

project manager, according to your experience? Please give us a couple
of examples regarding your past projects.

A: If you are experienced in project management, you might probably know

that there is no single skill that is enough for a successful career in the field.
To be a successful project manager, you should possess multiple skillsets like
leadership skills, communication skills, negotiation skills, and time management
skills, to name a few. To answer this question promptly, you should be able

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to justify why you have chosen a particular skill. You can include a couple of
examples to substantiate your answer.

Q. Tell us about the most challenging projects you have managed so far?
What were the steps you have taken to tackle the challenges?

A: Here, the interview panel wants to know how you respond to critical challenges
and deal with conflicting situations in a project. It would be best if you did not
refer to examples where you had to manage tough team members or lack of
support from management. As a project manager, you should be smart enough
to handle such occurrences. Instead, focus on external factors like a situation
where the project was unexpectedly called off, or funding was reduced in the
middle of an extensive project. Also, you should explain how you tackled the
challenges and managed the team during tough situations.

Q. Suppose the project has gone off the rails. What steps would you take
to get it back on track?

A: Once you realize a project is not going as per the pre-planned time, budget,
scope or goals, the next top priority is to get it back on the track. The project
manager should be efficient enough to take the necessary steps to resolve
the discrepancy between actual progress and planned progress. Your answer
for this project management interview question may include re-adjusting
resource management, finding the real cause of off-tracking, putting in extra
effort, and more.

Q. Which was one of the biggest mistakes you have committed in your
past projects? How has it impacted your approach to work?

A: To err is human, they say. It is how you deal with the errors that define your
skills. By asking this project management interview question, the interviewer
intends to check your honesty and whether you take the responsibility of
mistakes you have made in your past projects. Rather than giving a ‘no’ for the
answer, you can mention a couple of mistakes. Make sure you show that you
take responsibility for the mistake as it is a way to reveal your maturity level.
Also, you can explain how you had resolved it.

Q. Can you tell us an example of a failed project? Have you had any such
experiences?

A: Success and failure are part of your career as a project manager. It is not
wise to answer ‘no’ to this question as well. Instead, you can think of an event
or phase in your previous projects where you have experienced failure. This
project management interview question aims to check your experience in
managing risk too. You need to include how you have handled the issue.

Q. Suppose the customer is not happy about the quality of the project
outcomes. How do you handle the situation? What is your way of

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handling an unhappy stakeholder?

A: As a project manager, you will be answerable when the customers are unhappy
about the project outcomes. While you answer this project management
interview question, you should be able to reveal how much you value the
customers and that you would accept their authority without being critical. You
can say that you will try to make the necessary modifications that the customer
is looking for. You can explain the steps you have taken to ensure regular
interaction with the customer throughout the project. Also, you can say that
you will communicate effectively to make the customer understand that the
outcomes are within the scope of the project.

Q. What is your strategy to deal with internal conflicts among the team
members?

A: Here, the interviewer is trying to understand your mediation skills and how
impartial you are while resolving conflicts. You can explain why there is a
necessity to listen to both the parties and understand both perspectives.
Your answer should include how you convince both the parties to come to
a conclusion that works best for the project at hand and delivers a win-win
situation. Also, it would help if you communicate how you ensure that both of
them are not benefitting at the loss of the other.

Q. Define processes and process groups in a project management

framework.

A: This project management interview question aims to understand your domain

knowledge. In a project management framework, processes refer to the
defined way of doing tasks for completing the project successfully. On the
other hand, process groups are a collection of processes that are carried out at
various stages during the project. Initiation, Planning, Executing, Monitoring &
Control and Closing are the five process groups.

Q. Can you explain the differences between risk and issues? Also, name a
few types of risks you may encounter in a project.

A: Risks refer to an uncertain event or situation in future that would bring a

negative or positive impact on the project goals. Issues apply to any event
or situation that currently impacts the project objectives. In other words, risk
focuses on future events while issues are more of present occurrences. Issues
are often considered negative, say a team member suddenly resigns from the
organization. Risks would be either positive or negative. You can include a
couple of examples to show the difference between issues and risks.

Q. Explain the concept of RAID in project management.

A: As you know, RAID is a critical tool for any project manager. It stands for Risks,
Actions, Issues and Decisions. To define it, RAID is a tool used by project
managers to track risks, actions, issues and decisions in an organized way.

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While answering the project management interview question, you should

include the definitions of these four concepts as well.

Q. What are the techniques you may use to define the scope of a project?

A: With this question, the interview panel is trying to understand your knowledge
in the concerned domain. You can explain these various concepts involved
in defining the scope of the project that include – Product Breakdown,
Requirement Analysis, Systems Engineering, Systems Analysis, Value
Engineering, Value Analysis and Alternatives Analysis.

Q. Describe the team forming process you follow in project management.

A: A project manager should possess knowledge about the various stages

that a team goes through during the project; hence, this is one of the
common questions asked in interviews and exams on project management.
Forming, Storming, Norming, Performing, and Adjourning comprises the five
development stages in team formation.

Domain Knowledge and Skills

A good project manager should have 2 features—experience, as well as an in-
depth understanding of project management theories. While one without the
other hinders performance, to be the ideal project manager, you must have a solid
foundation in project management principles. The following question is often
asked by interviewers to test the candidate’s domain knowledge and skills:

Q. What are the three key challenges for our industry today, and how can
these be tackled effectively?

A: This question will test your knowledge about the project management industry.
Not only should you describe three relevant challenges, but possible solutions
as well. Good examples can include challenges you’ve had personal experience
with, along with effective solutions that you’ve used.
Think about the top challenges of the industry in which the organization
operates. Your response will reveal your understanding of the industry, the
market, current challenges, and possible solutions. This knowledge is critical
to the success of any project manager, as you will be tackling these challenges
inside the organization if you get hired.

Clear Communication
One of the essential skills for project managers is communication. Without
this, everything else fails. Communication is the life and blood of any project.

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It is claimed at PMI® Research Conference that about 90 percent of a project

manager’s time is spent communicating. In today's siloed organizations,
communication happens between various groups and levels, including internal as
well as external groups of stakeholders.

Q. What were the communication challenges on your last project?

A: As a project manager, you’ll need to communicate with your team for all
projects effectively. Communication challenges will arise; nobody expects that
this won’t happen. What the interviewer wants to see, however, is how you’ve
handled these challenges in the past. It needs to be evident that even with
communication issues, you were still able to work with your team effectively.
For example, perhaps instead of being able to have face-to-face meetings
when necessary, you were able to put together webchat meetings. Think
of a time when something like this happened and how you dealt with the
communication challenges efficiently to ensure that the project outcome was
still a good one.

Q. What is your communication style with your team?

A: If your interviewer asks this, you’ll want to assure him or her that you are an
effective communicator who motivates others on your team. Not only should
good project managers be encouraging when delegating to their team, but
they should also be clear in their expectations. Make sure you point out that
you understand the significance of being an effective communicator as a
project manager.
While the first question helps the interviewer assess how effectively you can
handle communication in challenging situations, the second question helps
understand how you engage with others, whether you demonstrate good
sense and judgment and are able to use language effectively.

Consistency and Integrity

Honesty and trustworthiness are of utmost importance in the world of business.
Project managers manage critical responsibilities and resources such as material,
money, and human resources. They also represent the organization to employees,
customers, and vendors. They are role models for their team members. Any lack of
consistency and integrity can cost the organization a lot more than money.

Q. How do you communicate bad news?

A: It’s likely you’ve had to deliver bad news in the past as a project manager, and
your interviewer wants to see how, exactly, you go about doing so. They want
to see that you’re considerate and upfront with everyone, that you have all of
the facts first, and that you’ve thought about how this news will impact all of
your team members—not just the person you’re delivering the bad news to
directly.

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Q. How have you handled disgruntled employees?

A: The interviewer wants to see that you’re a critical thinker and effective problem
solver. Even if you don’t have a specific example to talk about, explain that you
always care about your team members and would want to uncover the root of
the problem, and find out why, exactly, they’re unhappy. While it may not be
possible to please every disgruntled employee, the interviewer just wants to
see that you would make an effort to rectify the situation and be professional
about everything.

Q. What are some examples of times you’ve kept your promise even when
that might have been difficult?

A: Think about a time when you reluctantly agreed to a challenging request,

because as a project manager, you’re expected to make things happen. Explain
to the interviewer how you managed to juggle your tasks and effectively
manage your time to ensure that you would be able to follow through with
an ambiguous promise. Even though you may have had a lot on your plate,
interviewers want to hear specific examples that show you were still successful
in accommodating additional requests.

Customer Orientation
Project managers are responsible for understanding the needs of the customer
and responding in a timely, efficient manner in ways that meet customer
expectations. They are also responsible for establishing and maintaining effective
relationships and gaining the trust and respect of customers. Here are a few
questions that are usually asked to gauge the candidate's customer orientation:

Q. How do you ensure you and your team deliver or exceed customer
expectations?

A: In a nutshell, the interviewer wants to see how, in detail, you’re able to succeed
as a project manager. After all, meeting (or exceeding) customer expectations
when it comes to project delivery is your ultimate goal. It’s important not to be
vague and give a generalized answer; you’ll want to give precise examples and
details about your process.

Q. What are some best practices you’ve used to develop excellent

customer relationships?

A: Current clients make the best repeat customers, and it’s important to maintain
excellent relationships, beyond just delivering them what they paid for. The
person interviewing you wants to know you feel this way also, so as you explain
the ways you’ve maintained excellent customer relationships, be sure to stress
the importance of always having a very happy customer.

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Developing Others
A project manager relies on the team to execute activities to achieve the desired
results. It is crucial that a project manager can assess talent, contribute actively
towards developing, mentor, and coach team members, and offer constructive
feedback to them. Responses to the following questions will reveal if you are
someone who can motivate the members of a team:

Q. How do you go about managing the performance of your team?

A: It’s important to show that you have leadership skills when you answer this
question. Be thorough about your daily tasks when it comes to managing
your team’s performance—for example, perhaps you hold weekly strategy
discussions and meetings. You’ll also want to provide specific examples of how
your management style has resulted in positive team performance.

Q. How do you motivate team members?

A: It’s crucial as a leader to not only ensure your team stays on the right track
but also gets motivated about the projects they’re working on. Maybe you
give praise for a job well done as a form of motivation. As long as you can
demonstrate past examples of how you’ve motivated team members, there’s
not a right or wrong answer here.

Q. What are some of the tools and resources you’ve used to develop your
team?

A: This is your chance to show your knowledge on some of the many different
technologies that project managers use these days. Be sure to name any
software programs, online tools, and other things that you’ve used to complete
your daily tasks. Be sure also to explain that you are always open and eager to
learn new tools or programs.

Effective Delegation
One of the key success factors for a project manager is effective delegation. How
effectively can you get work done through others? The delegation must happen
through empowerment without interference or loss of control. The following
questions will determine if you are good at delegating:

Q. What is your delegation style?

A: This is a question that is designed to ask about leadership skills. Explain what
has been best for you and use examples of how your delegation style has
worked well in the past. Even if you’ve never technically led a team before, it’s

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important to find an example of how you might’ve delegated in the past.

Q. How easily do you delegate responsibility?

A: Easily delegating responsibility is an essential quality of any project manager.

Be sure to discuss a relevant example that assures the interviewer that
delegating responsibility comes naturally to you.

Q. How do you monitor and review the delegated responsibilities?

A: As a project manager, it’s important to routinely stay on top of your

team members’ tasks and responsibilities. Discuss how you do this with
specific examples—whether it’s by scheduling brief meetings, using project
management software, and so on.

Goal Focus
Being focused on goals is essential for project managers. You need a clear focus
to succeed. It is important for candidates to demonstrate the ability to align
resources to achieve key objectives, to plan and identify ways to improve and
achieve greater efficiency and to monitor and fine-tune execution with agility, hard
work, perseverance, and good judgment. Key questions asked in this area are:

Q. What are your career and project goals for the next six months?

A: Be honest about any short-term project goals you have currently, as this shows
the interviewer that you are enthusiastic about your projects and that you’re
goal-oriented. When it comes to discussing your career goals, be sure to
include the company you’re interviewing with as part of your goals. If you’re
interviewing with a recruiter for job placement, you may not have a specific
company in mind, and that’s okay—just be sure to be clear about what type of
role you see yourself working in.

Q. How do you set goals for your team? And how do you track these
goals?

A: Whether it’s deadline goals or overall project goals, setting goals is an

important part of being a project manager, as it motivates team members
and helps to keep projects on track. Be sure to give specific examples that
demonstrate how you’ve set goals for your team in the past and how you’ve
tracked these goals. For instance, you might have set a project completion
goal for a specific project that required everyone to complete their part by a
certain date. Perhaps you regularly checked in with team members to see if any
obstacles could stop them from meeting that deadline and if so, you offered
possible solutions.

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Managing Ambiguity and Risks

A project manager has to deal with uncertainty. It is important that you can
identify and prioritize risks and take appropriate action in ambiguous situations.
It is equally important to manage others’ concerns in changing environments. To
assess competency in this area, the following scenario-based questions are often
asked:

Q. Describe two areas in your current project, where there is a high level
of uncertainty. How do you tackle these uncertainties?

A: No project goes without a hitch, and people expect that. What your interviewer
wants to see is how you handle anything that can result in a potential setback.
An effective project manager should always have a few tricks up his or her
sleeve.

Q. How do you control changes to your project?

A: Some level of change is inevitable, but as a project manager, it’s important to

adapt to those changes quickly. Explain to your interviewer how you continue
to keep your team on track whenever any project changes pop up.

Prioritizing and Time Management

A project manager must tackle multiple tasks and issues. To be a successful
project manager, you have to choose your battles wisely. Since resources are
always limited, they need to be prioritized. Time is a valuable resource for the
project because once lost; it cannot be recovered easily. As a result, Project
time management is one of the key skills for any project manager. The following
questions are asked to assess whether you are capable of taking up the
responsibility for creating efficient ways to execute tasks:

Q. How do you ensure that your project is always on track?

A: Your interviewer wants to understand your work process and see that you’re
detail-oriented. Explain how you check in with your team throughout a project.
For example, you may want to point out that you believe effective and regular
communication is key to ensuring that a project stays on track.

Q. What tools do you use as a manager to plan your activities as well as

that of your team?

A: From meetings to project management programs and everything in between,

there’s an endless list of tools and processes that project managers use to stay
organized. Be sure to list as many tools as you can think of that you’re familiar

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with to demonstrate your knowledge of project management software and

other tools.

Proactive Decision Making

A project manager needs to be able to identify and prevent issues from impacting
the project adversely. It is important that the candidate demonstrates the ability
to take proactive steps, avoid procrastination, and not shy away from making
tough decisions. Thus, candidates are often asked to share examples and real-life
scenarios from their projects and life where they made proactive decisions. Here
are a few such questions:

Q. Give a few examples of proactive decision-making in your past projects

and your life in general.

A: It’s always important to take the initiative as a project manager, and your
interviewer wants to see just how you do that. Think of specific project
examples that include a lot of proactive decision-making, but don’t also be
afraid to include examples that don’t include the workplace.

Q. Can you give me a few examples of a time when you made a tough
decision, and it backfired?

A: This question is a tough one for candidates to handle as it tells the interviewer
how honest you are with yourself and compels you to talk about an instance
when you failed. Your interviewer wants to see how you handle setbacks
because no matter how good you are at your job, they will happen. Most
importantly, they want to know that you learned from these experiences. When
you give your examples, explain how you used those setbacks to improve as a
project manager overall.

GET AHEAD WITH SIMPLILEARN

The 11 areas mentioned above and the project management interview
questions under them are not an exhaustive list. Nonetheless, the interview
questions cover the most important project management skills and
competencies that the candidate not only will be tested on during an
interview but also will need to succeed as a project manager.
You can also hone your skills with Simplilearn’s project management
certification training programs that can help you acquire and build on
these skills further, and prepare you to get beyond the interview and land

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 Interview Guide

INDIA USA
Simplilearn Solutions Pvt Ltd. Simplilearn Americas, Inc.
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Harlkunte San Francisco, CA 94105
2nd Sector, HSR Layout United States
Bangalore: 560102 Phone No: +1-844-532-7688
Call us at: 1800-212-7688

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