List of 30 Project Manager Interview Questions & Answers
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1.
What kind of experience do you have managing budgets?
How to Answer
It's imperative that project managers know how to manage money so they don't end up overspending. Give the interviewer examples of times when you've successfully managed budgets. Discuss the tools you use to keep track of project costs and what you do if part of a project costs more than anticipated.
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Anonymous Answer
"On my last project, we had a very strict budget coupled with some uncertain requirements. This made budget management and forecasting critical to project success. To ensure an adequate budget the project used burn rates for each iteration to ensure that we had sufficient funds available to complete the project."
Amanda's Response
Using an example is often a good way to give your response more impact. However, with this question, you can make your answer stronger by giving a wider view. Talk more about your years of experience managing budgets, the sheer number of project budgets you've managed (i.e. 16 high-value projects over the last 7 years), and the size of those budgets (i.e. $50K - $2M) to give the interviewer a better idea of the depth and breadth of your budget management experience.
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2.
How do you handle conflict between team members?
How to Answer
As a project manager, you need to know how to create, lead, and manage teams. This includes effectively handling any conflict that arises, whether it be between team members or with the project's stakeholders or vendors, so it doesn't derail the project. Tell the interviewer how you try to prevent conflict and how you manage it if it occurs.
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Anonymous Answer
"Conflict is inevitable when dealing with multiple resources, but I like to treat it as a learning experience where through compromise and dialog we can understand each other points of view and therefore gain knowledge. Generally, a private meeting between the parties to discuss what the issues are and act as a facilitator with the goal to get everyone back to being productive project team members."
Amanda's Response
This is a solid foundation you can build on by relating an example of a time when you helped to resolve conflict on your team. Discuss what the problem was, how you approached resolving it, how you were able to work it out, and what the positive outcome was. Using a real-world example shows the interviewer that you have actually put your conflict resolution skills to work in real scenarios.
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3.
How experienced are you in using RAID analysis?
How to Answer
Project managers commonly use RAID analysis at the beginning of projects to assess risks and issues. You will want to show the interviewer that you know what it is and, if possible, walk them through a past project when you used RAID analysis. In addition, mention any software that you use to run this type of analysis.
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Anonymous Answer
"Where possible a RAID analysis is always a valuable process to undertake before the project gets too far down the tracks. While this effort can sometimes be time-consuming it will result in a more informed project team including stakeholders who will have a greater understanding of the challenges that may be encountered during the project and how to effectively mitigate them. I generally make it a requirement for any project that I am managing, especially if I am leading this project from the start."
Amanda's Response
Your answer shows the interviewer that you know what a RAID analysis is and why it's valuable. Consider strengthening your answer by sharing how often you use a RAID analysis or by estimating how many projects you've utilized to show the interviewer your level of experience with RAID analysis.
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4.
Tell me about any experience you have overseeing remote teams.
How to Answer
Nowadays it is very common for a project manager to work with teams who are located elsewhere. The interviewer wants to know that you are capable in this area. Provide examples of times when you've successfully led remote workers. If you haven't yet done this, talk about how you would handle it. Be sure to mention how you would communicate with and oversee this kind of employee.
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Anonymous Answer
"Remote teams are very common in today's environment and I have been managing a remote team for the past 7 years. A key aspect of managing a remote team is to ensure that work tasks are assigned via online project management tools such as JIRA, and I found having a daily touchpoint meeting with the team helps keep everyone connected to each other, and aware of upcoming deliverables. We set everyone up on MS Teams so no matter their location everyone can communicate with each other. Obviously, managing timezone differences can be a challenge, but with proper planning, these challenges can be mitigated."
Amanda's Response
Fantastic! Your answer shows confidence in your experience and ability to manage remote teams using innovative tools and clear communication.
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5.
How do you keep a project on track when you feel overwhelmed?
How to Answer
Running a complex project can be very stressful and the interviewer recognizes this. Discuss how you proactively manage stress, anxiety, and distractions to ensure they don't negatively impact projects. Show that you can deal with these kinds of feelings while also keeping yourself motivated.
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Anonymous Answer
"Large projects can often be complex and require a level-head to manage. This task can feel overwhelming at times, but utilizing the project management tools at my disposal I can keep track of deliverables, tasks, upcoming milestones, and so on which help me focus on those crucial items that are on the critical path. As a project manager, I sometimes hold myself to unrealistic standards, but through experience, I have come to understand that through effective planning and effective team communication we can keep even the most stressful project on track. I had a situation on my last project where a deadline was fast approaching, and several items had failed the previous testing cycle which placed our budget and schedule in jeopardy which was very stressful, however, as a team, we worked hard to identify the key issues and worked to resolve it resulting in an on-time release."
Amanda's Response
Excellent! You've answered well by sharing that when you feel overwhelmed you face it head-on and use the resources available to transform that stress into action, successfully turning a negative into a positive, to accomplish your goal. You've also given your answer greater impact by sharing a recent example of how you overcame that feeling to achieve a positive result.
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6.
Do you prefer to handle things yourself or to delegate to others?
How to Answer
This is the interviewer's way of finding out if you are a micromanager or not. Most likely, the interviewer is looking for someone who is comfortable delegating tasks to others because trying to do everything by oneself is a recipe for disaster, particularly during a large project. You want to show that you are a leader who puts together strong teams and then allows others to do their jobs so you can do yours.
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7.
Tell me about the types of projects you've handled in the past.
How to Answer
It's important to do some research prior to the interview so you know what kinds of projects you'll be working on if this company hires you. You will want to customize your response to show that the skills you have are relevant to the types of projects they'll potentially have you working on. Practice your response to this question before the interview so you can really sell yourself.
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Anonymous Answer
"I’ve managed many different kinds of projects at this point in my career and have created a standardised process that I typically follow no matter the project topic. However, I worked on a project where my team and I helped our client with a new system roll-out (PeopleSoft to Success Factor). This entailed putting in place new processes, data migrations, creating test scripts. I will be able to use the same skills that enabled me to successfully complete that project within budget and under the deadline in this position as well."
Rachelle's Response
When the interviewer asks about the projects you have handled and you state, 'I’ve managed many different kinds of projects...' this isn't very helpful for the hiring authority's discovery process. Try unpacking this sentence further by giving concrete examples. The ultimate goal is to show a connection between the projects you've managed throughout your career and the projects present in this new role. Your story of the new system roll-out is a specific example that allows the interviewer to picture you in action in the workplace. Be sure that the connection between this project and the hiring company's project needs is crystal clear.
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"I have managed a wide variety of projects throughout my career, but I have extensive experience managing software development projects in the financial technology space. Recently I managed a project developing a custom Pension Administration and Actuarial application that allowed the business to integrate 3 separate business process streams into one application. It also allowed the business to become more proactive with their customers, allowing them to add value-added services such as predictive communications based on upcoming member events such as retirement, while also providing new functionality such as a Self Serve Member Portal. In addition to several financial software development projects, I have led several infrastructure-related projects as well."
Amanda's Response
Well done! You've done a great job sharing a broad overview of the kind of projects you've worked on as well as more specific detail about your most recent project. It gives the interviewer a clearer idea of your level of expertise while leaving room for follow-up questions.
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8.
Tell me how you communicate with others. What kind of communicator are you?
How to Answer
It is vital that a project manager be able to effectively communicate with many different kinds of people, including stakeholders, vendors, and employees, among others. Prior to the interview, brush up on the various kinds of communication styles out there (for example: passive, aggressive, assertive, passive-aggressive, analytical, intuitive, functional, personal) and identify which relate to you. If possible, provide an example of a time when you used your communication skills to resolve an issue.
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"I believe I am a strong communicator and part of being a good communicator is tailoring your style to the audience at hand. The messaging to your sponsor and stakeholders need to be more formal and less detailed, whereas communication to the project team needs to have a lot more detail and be less formal. I try to not take an authoritarian approach, and instead take a personal approach with a focus on being functional with a dash of directness."
Amanda's Response
This question helps give the potential employer insight into your level of self-awareness and helps them determine how well you’d fit within a particular team or department. It's clear that you're a thoughtful communicator. Remember, communication isn’t just about the information you send out, but also how you actively listen or take information in. As with many other interview questions, it’s important to be able to provide an example or share the benefits or drawbacks of your particular style. This demonstrates you’ve taken the time to consider how you communicate with others as well as your own preferences around being communicated with.
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9.
What would you do if a client was unhappy with the project's end result?
How to Answer
There are going to be times when a customer isn't happy with certain aspects or outcomes of a project, although a project manager can minimize this likelihood by maintaining open lines of communication throughout the duration of the project. Explain how you would avoid this situation in the first place and what you would do if it did happen. Emphasize how important the customer's satisfaction and happiness is to you.
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Anonymous Answer
"Unfortunately, no project is ever 100% successful despite the best efforts of the project team(s). In my past project due to regulatory deadlines, we had to deliver the project in phases and due to this some functionality that certain stakeholders deemed essential was delayed. This required strong communication of the project plan detailing when these concerns would be mitigated. Additionally, I decided to hold a release review after each iteration so this stakeholder and others would have the opportunity to voice their opinion on what they liked from the process and what they didn't. It also allowed me to effectively communicate what the next release would include so as to better-set expectations."
Amanda's Response
Fantastic! You've shared a great example of how you respond when a stakeholder is unhappy and how you take action to set clear expectations in order to avoid surprising a client negatively.
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10.
What project management methodologies do you follow?
How to Answer
There are many different project management methodologies out there. You will want to discuss the ones that you personally use and explain why you choose to follow them. Try to give an example or two of the times you've used various methodologies. Show that you are knowledgeable in this area and that you understand that some methodologies work better in certain situations than others.
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11.
What is the biggest mistake you ever made during a project?
How to Answer
Everyone makes mistakes so be truthful and tell the interviewer about a time when you messed up. It's important, however, to emphasize what you learned from the mistake you made and what you do now to ensure you don't repeat it. Own the error and explain how you resolved it.
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Anonymous Answer
"Earlier in my career, I took over a project mid-flight and trusted that the project plan including change management was properly thought out. Well, no more than 3 weeks in a big issue occurred. A key stakeholder demanded a change and when I went to enforce the change management process I found that there was none. Additionally, the project schedule had no baseline, and as such, I did not notice that this situation had already happened several times and was the main reason the project was in the red. Needless to say, from that point on verifying and reviewing the project artifacts already in place is a pre-requisite when taking over a new project."
Amanda's Response
Excellent answer! You've shared what happened, how it impacted the project, and how you've ensured that error doesn't impact future projects.
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12.
How do you go about defining the scope of a project?
How to Answer
One of the most important responsibilities of a project manager is to determine the scope of projects. If this isn't done correctly, it can negatively impact the project's budget, resource usage, and timeline. Explain to the interviewer what techniques you use to define a project's scope and how this helps guarantee its success.
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Anonymous Answer
"Defining project scope is critical, as without it delivering a product or service that the customer wants within budget and on time is almost impossible. Generally, I sit down with all stakeholders and the project team to document from their perspective(s) what is important to be delivered as part of this project. By asking questions and having a dialogue we try to separate the wants from the needs in order to drill down to a definable, trackable, and deliverable scope for the project."
Amanda's Response
This answer illustrates that you know why clearly defining project scope is so important to successful project management. Consider enhancing your answer further by talking about a specific example that showcases your skill in accurately defining the scope of a project in order to achieve your deliverables on time and within budget.
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13.
What kinds of risks do you encounter during projects and how do you handle them?
How to Answer
A risk is an event or condition that may cause problems for the project in the future. It is different than an issue, which currently exists and presently impacts the project. Talk to the interviewer about different risks that commonly affect projects. If possible, give examples of times when you've dealt with risks, and explain how one might avoid, mitigate, or handle them.
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14.
What is the most important skill that a project manager needs to be successful?
How to Answer
Given that project managers use and rely on many different skills, there are several ways you can answer this question. Let the interviewer know what skill you believe is most important to your job - whether it be related to organization, communication, negotiation, leadership, or time management - and back up your opinion with a related example if possible.
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Anonymous Answer
"I believe a successful project manager needs many skills, but being adept in planning and execution is crucial as these two skills can make or break the project. The planning phase list out the tasks needed to complete the project and the execution phase allows the PM to communicate project effectiveness to all stakeholders. If the PM does not carry these skills the project is bound to fail."
Stephanie's Response
It is clear that you have a strong understanding of project management and the skills needed to be successful. To improve your response, I would suggest closing out your answer with a growth mindset (for example: "If a PM has these skills, they will be successful," rather than "If the PM does not carry these skills, the project is bound to fail." Some interviewers may be specifically looking for a solution-focused response.
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"There are many skills a project manager needs to have, Attention to detail, Negotiation, Leadership, to name but a few, but the most important skill by far is communication. You can have the best plan but if you can't communicate that plan to your team or stakeholders then it will be tough to get buy-in. Also if there are problems or issues during the life of the project without being able to articulate them effectively it will be difficult for others to fully understand and take appropriate action or provide the necessary solutions."
Amanda's Response
You're right! Communication is foundational to project success and supports any other skill a manager may have.
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15.
How do you handle it when one of your team members makes a mistake?
How to Answer
It's inevitable that people on the teams you are overseeing during a project will occasionally make mistakes. Sometimes they will be distracted or lack a good work ethic. The interviewer wants to know how you, as the project manager, will manage these kinds of situations when they arise. Your answer should show them that you are professional, tactful, respectful, and ethical. You will also want to show that you can keep the project on track and the client satisfied. Provide real-life examples if possible.
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"Mistakes happen on projects, but it is important to understand why mistakes are made. Is it because instructions are unclear? Does the resource have the proper skill set? Is there a behavior problem? I would try to understand what the issue is and meet privately with the resource to try and understand the reasons why this mistake has been made. Sometimes we just make mistakes, we are human, it happens. Sometimes it is an issue with the Project tasks that need clarification, sometimes we need to take action to correct behavior. What really matters is that we approach this issue (with the resource in a private and professional manner."
Amanda's Response
Your response illustrates your expertise in drilling down to understand the root cause of a mistake and then mitigating it to ensure it isn't made again. It also shows your ability to lead with professionalism and care for others, which is important to building a thriving team.
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16.
Give me an example of a time when you successfully handled intense pressure.
How to Answer
Project managers need to have the ability to juggle urgent deadlines, various personalities, sometimes unreasonable expectations, and more during complex projects. All of these moving parts can create a lot of stress, and the interviewer wants assurance that you can effectively manage high-pressure situations. Provide an example of a time when you did so successfully.
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Anonymous Answer
"Project managers are different in a lot of ways. One of the core character traits that good project managers have is the ability to focus under pressure. Recently, due to regulatory changes our project had an urgent change request that gave the team less than 1 month to complete. This would mean that we had to understand the change, determine the action items and work packages required to implement the change, and schedule testing all with precious time slipping away. Immediate action is to create a plan once you have identified all the pertinent details, and then stress and communicate the importance to your team. Hopefully, your team is in the Performing stage as my team was at this point in the project and they delivered upon the challenge that was thrown at them."
Amanda's Response
Great job! You've shared a recent situation in which you faced intense pressure and were still able to guide your team effectively to deliver the necessary change on time.
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17.
What do you do to ensure a project doesn't go off track? If it does, how do you fix it?
How to Answer
One of a project manager's biggest responsibilities is to make sure that projects stay on track to meet their deadlines. But projects are easily knocked off course. Explain to the interviewer what tools and techniques you might use to monitor a project's progress and what you would do if something didn't go as expected.
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Anonymous Answer
"I have had the unfortunate experience of having several projects "go off the track" earlier in my career and can confidently say it is easier to prevent that occurrence than it is to fix it. I have found that with proper planning, change management practices, and regular status checks to compare our target vs actual, utilizing software to track tasks, and regular in-person status meetings I can anticipate issues and problems that have the potential to cause a project to go sideways well in advance. Once a project does go sideways the utmost importance is getting back to green which requires an action plan to remediate the issue and incorporate steps to prevent this issue(s) from occurring again."
Amanda's Response
Good! You've focused more on what you do to ensure a project stays on track or how you fix it rather than the actual problem. Keeping the focus on the positive action is important for a question like this. If possible, illustrate how you put these safeguards or solutions into practice by talking about a specific time when your safeguards helped you anticipate and mitigate a big problem early on or how you were able to salvage a project with a clear action plan. Anytime you can provide a real-world example that illustrates your ability to use your skills it gives your answer more impact, making you a more memorable candidate.
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18.
How do you facilitate the success of your teams?
How to Answer
As the person in charge of the project and all the teams who are making it happen, you need to be someone who can motivate and manage others. The interviewer wants to know how you do this. Mention the stages that all teams move through (forming, storming, norming, performing, and adjourning). Discuss how you've supported and led teams before.
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19.
What is the most successful project you've managed to date?
How to Answer
Remember that the interviewer is considering hiring you to oversee complex projects for their company. And, as they say, the proof is in the pudding. The interviewer wants assurance that you're capable of managing projects so give an example or two of past projects you've led that ended successfully. Clearly explain the details of the project, your role and actions, and the final result.
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20.
What do you hope to achieve in the next five years?
How to Answer
The interviewer wants to ensure that you are dedicated to a career path in project management. They don't want to invest in someone who is going to leave a year or two down the road. Be honest but emphasize that you plan to continue building your project management skills and progressing within the industry. Show that you are ambitious and goal-oriented, as well as passionate about project management.
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21.
Are you experienced with process development?
How to Answer
An interviewer who works for a startup might ask this question since when a company is small and growing it may have a need for more structure and processes. You will want to let the interviewer know if you have experience in this area or not. If you do, provide an example or two; if you don't, talk about how excited you are to have the opportunity to put new processes in place.
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22.
What do you do to prevent "scope creep"?
How to Answer
Scope creep can be a real problem for project managers. It occurs when the project's objectives shift as it progresses, which can lead to the project going over its budget and/or timeline. The interviewer wants to be assured that you know how to recognize and handle scope creep. Talk to them about how you would prevent it from occurring and what you would do if it did happen.
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Anonymous Answer
"Scope creep is a potential project killer. I believe that effort during the planning stages of a project should be directed to set a formal change management process, which all stakeholders should be a signatory to. This sets the expectations that when scope starts to deviate there is a clear process to be followed. Of course, over time it is common that some stakeholders may lose sight of this, and when these unapproved changes are encountered effective communication of the process along with the Schedule and Cost impacts go a long way to mitigating the risks associated with scope creep."
Amanda's Response
You've explained how you prevented scope creep very clearly. Now, give your answer even more impact by sharing an example of a time when your ability to put preventative measures in place helped you keep stakeholder expectations in check and stop a project from expanding beyond the anticipated schedule and cost.
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23.
How do you handle the escalation of an issue and when might you do this?
How to Answer
There are going to be times as the project manager when there is a conflict that you are unable to resolve. During times like these, you may have to take the issue at hand to another entity higher up the chain. Explain to the interviewer the process you follow in situations like this and what would provoke you to do so in the first place.
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24.
What kinds of project management software do you use and why?
How to Answer
Most project managers have a favorite project management program or two that they prefer to use. Talk to the interviewer about the software that you like and why. You'll also want to show that you stay current on new tools and programs so consider mentioning how you educate yourself in this area. To avoid pigeon-holing yourself in case the company uses a different program than the one you prefer, let the interviewer know you are a quick learner and comfortable using different programs.
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Anonymous Answer
"Part of the benefit of being an Independent contractor is working in different environments and businesses that use a wide variety of Project Management Software. I have used a wide variety of tools throughout my work experience, but I particularly like JIRA due to its integrated project management tools in addition to its defect and release management capabilities, which I find extremely useful for Agile / Lean projects. Additionally, Smartsheets is another favorite as it looks and feels like Excel, however, it does a great job of organizing tasks, and allows me to not only manage the day-to-day tasks on the project but also provides solid reporting tools for Stakeholders."
Amanda's Response
I'm very impressed! You are doing such a great job answering these questions thoroughly and with specific examples while remaining concise. With this answer, the interviewer should be able to tell that you're comfortable using multiple software tools, which showcases your adaptability and makes it clear that you're a valuable candidate.
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25.
How do you manage customers and stakeholders?
How to Answer
Project managers interact with and oversee many different groups during projects, ranging from vendors and teams to customers, executives, and stakeholders. The interviewer wants to know how you change your communication style and approach depending on who your audience is, particularly when the person or group you're addressing has authority over the project. Discuss how you convey the project's objectives, costs, and timelines to customers and stakeholders.
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Anonymous Answer
"It is very important to have effective communication with Customers and Stakeholders. Having them on board is critical to project success. Whether it is via regular project status updates or direct one-on-one discussions as a project manager you need to keep them in the loop. Each stakeholder is different so you need to tailor your communication strategy to that person, but generally regular and focused communication regarding the project in my experience has resulted in favorable outcomes."
Amanda's Response
Good job! Clear, timely communication is vital to partnering successfully with customers and stakeholders. You can make this response more memorable by talking about a recent project that required you to manage multiple stakeholders. Share how you tailored your communication to each stakeholder, how you built a trusting relationship, and how that helped you to overcome obstacles or tackle challenges effectively to achieve project deliverables on time and within budget.
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26.
Tell me about your typical relationship with project sponsors.
How to Answer
It's imperative that project sponsors be kept in the loop throughout the entirety of the project since they provide resources that the project needs to be completed. In addition, project sponsors can provide valuable feedback to project managers as the project progresses. Talk to the interviewer about how often you typically contact sponsors and in what manner.
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Anonymous Answer
"I have been fortunate to have some great leaders in the position of Project Sponsor in my projects. I feel it is important to have a bi-directional exchange with my sponsors so that if issues arrive that require their assistance or input, they are well informed and can provide pertinent advice or direction."
Amanda's Response
It sounds like you prefer a collaborative relationship that supports dialogue and information exchange. This is a good opportunity to showcase your communication and relationship-building skills by telling the interviewer how you build strong relationships and how that has benefited your projects. Do you agree on expectations of their involvement at the beginning, meet regularly to provide updates, or ask the sponsor for feedback to ensure the project remains aligned in scope and deliverables? If you've had a really positive experience with a specific sponsor, consider talking about how that strong relationship translated into a positive outcome for the project.
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27.
What is the last project you worked on?
How to Answer
The interviewer is considering you as someone who might one day run projects for their company. As a result, they want to hear more about how you manage projects. Share details about the last project you worked on and, if possible, try to relate what you worked on with their company/industry. Show that the skills you have are transferrable to their open position.
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28.
What are some risks and issues you've dealt with in the past during projects?
How to Answer
Project risks commonly involve resources, time, scope, communication, and cost. They tend to refer to a condition or event that may impact the project in the future, whereas an issue is an existing problem that is currently affecting the project. The interviewer wants to know that you're familiar with risks and issues because as a project manager you need to be able to prevent, mitigate, and manage any risks or issues that arise during a project.
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29.
What experience do you have in our industry?
How to Answer
Project managers work in many different industries. Fortunately, if you don't have direct experience in the interviewer's industry, you can discuss the skills you've gained in other industries that will transfer over and still be applicable. Many methods, tools, and skills that project managers use are standardized and used in multiple industries.
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30.
Do you prefer to work on one project or multiple projects at the same time?
How to Answer
Consider what the company will likely need from you. If you think this company/industry will require you to juggle multiple projects at once, go in that direction with your answer. Be truthful but thoughtful.
Answer Example
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