25 Scenario Based Project Manager Interview Questions & Answers
Below is a list of our Scenario Based Project Manager interview questions. Click on any interview question to view our answer advice and answer examples. You may view 5 answer examples before our paywall loads. Afterwards, you'll be asked to upgrade to view the rest of our answers.
Table of Contents
Adaptability
1. A project manager has left and their project is now in your hands. How do you handle this transition?
How to Answer
Taking over a project that's already off the ground is a unique challenge especially if you don't get a chance to get a download from the previous project manager. If you have experienced this, highlight the main problems you had to solve and the time it took to get comfortable. If you have never experienced this, you will want to list concrete steps in getting the most up-to-date information, and team members you plan to reach out to. A successful answer will focus on moving the project along.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"When I applied at ABC agency, I knew that I would be managing a campaign already in progress. By then, the PM had already been gone for weeks. My first step was to connect with the business development strategist who scoped and closed the contract with the client. I needed to understand the contract, billables, and the client's goals. Next, I reviewed the project tracker and other documentation to understand the targets, deadlines, and manage the team moving forward. Lastly, I met with the team for introductions and clearly asserted myself as the project manager. In about two weeks, I was pretty confident about being the main point of contact."
Written by M Cheryl Harkins on September 5th, 2021
Communication
2. After a few project meetings, you're finding that there aren't any concrete steps from stakeholders, just a lot of ideas. How will you manage execution?
How to Answer
It's the PM's job to paint a realistic picture of the project's needs and requirements. With this question, the interviewer is gauging your ability to devise an implementation plan amidst a sea of ideas. To answer this question successfully, outline how you would trim down to the essentials without discouraging stakeholders from sharing their ideas. Ultimately you will want to demonstrate how you can come out with an actionable plan.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"My first step would be to meet with each stakeholder. In these meetings, I will use a whiteboard to visualize the plan and list deliverables. I'll ask for specific steps, owners, and targets to complete each deliverable. Let's say the plan is to build a relationship with small business owners in the state. So, if the first task is to obtain a list of small business owners, then we need to identify to whom we assign the research and create the criteria for entry. Then, we need to set a target date for getting this list together. After that, we can establish a target percentage of businesses to contact. In my experience, visualizing a project plan with all the requirements and time involved will force the bad ideas out. Each stakeholder will realize which actions align with the goal, and which are not."
Written by M Cheryl Harkins on September 5th, 2021
Communication
3. What is your communication style? Cite an example of how it helped move a project along.
How to Answer
The project manager is the glue that holds the project together. Depending on the industry and the nature of projects, your communication effectiveness will play a major role in keeping team members informed and accountable throughout the process. Show the interviewer that you can adapt the way you communicate with team members based on the needs of the project. Provide an example or examples in which you used effective communication to resolve an issue or manage risk.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I like to over-communicate to ensure that nothing gets lost in the fold. For example, after sending post-meeting action items through email, I will assign tasks through the project tracker with clear notes. Then, I will continue to reach out to the task owners for real-time updates. Once, I had a team member whose deliverable was due in a day but was unresponsive. I sent a note through the project tracker and followed up through email, but still couldn't get a hold of them. I decided to call their personal phone and found out they lost their internet connection for the day and wouldn't be able to make the deadline. I made the call to re-assign to another team member immediately."
Written by M Cheryl Harkins on September 5th, 2021
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Communication
4. During on-boarding at a new company, you find out that the project management office strictly adheres to a specific methodology. However, you think a different approach will fit your first project better. What do you do?
How to Answer
This question is aimed to assess your negotiation skills. To effectively answer this, show that you can present facts to support your case. The interviewer will also expect you to outline a tangible plan to ensure clients or stakeholders that you have the project's best interest in mind. On the technical side, you're also being assessed on your knowledge of project management methodologies, so craft your answer with accurate terms.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"This has happened to me before at XYZ where they only followed the waterfall method because they need budgeting to be predictable. I was assigned to manage the in-house development of a workforce management system. Because this was going to be their first development project for the company, I thought that it would be best to keep the process agile. Even though I was hired for my experience in software development, that doesn't mean that I can predict an exact timeline. I still needed to familiarize myself with the company's specific needs. So, I mocked up an agile workflow with regular budget reviews and presented it to the team. I included projected outcomes. Fortunately, I was able to convince everyone to run agile just for this project."
Written by M Cheryl Harkins on September 5th, 2021
Competency
5. You have been tasked to manage market expansion into a completely new location. What are your first steps?
How to Answer
The two main considerations in starting a project are resources and timeline. When crafting your answer, cover these two items first, and then you can talk about defining the project milestones. The interviewer will look for your expertise in project scoping. Drawing on previous experience can help make your answers more realistic.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"First, I would ask the project sponsors about the budget for this expansion and the target launch date. Then, I will look for any precedents -- any previous projects that may have similar milestones. This will also help me make better decisions based on the project outcomes. If none, I can start from scratch by identifying and meeting with the main stakeholders and build the project scope from there."
Written by M Cheryl Harkins on September 5th, 2021
Competency
6. You're managing the launch and implementation of a new operational process for the entire business. You're told to focus on doing things right, versus doing things fast. How will you oversee quality in your plan?
How to Answer
Quality assurance is paramount to the success of a project, especially in this scenario in which the project ultimately impacts the way the business is run. To successfully answer this question, provide examples of quality management throughout your project plan. For this role, the interviewer is looking for someone who can ensure that project deliverables meet the standards established at the beginning of the project. Assure the interviewer that you are knowledgeable in setting SMART goals (specific, measurable, achievable, relevant, and time-bound) goals.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"Because the CEO emphasized quality, I will take my time to carefully plot the milestones. With every milestone, I will work with stakeholders to identify corresponding measures of success. In the rollout plan, I will start by testing the new system with two small departments. I'll make sure that the test has realistic and measurable targets. Based on the outcomes for the first couple of tests, I will refine the rollout plan for the other departments. If we're not confident to move forward based on the initial outcomes, then I'll propose to run the test again with another group."
Written by M Cheryl Harkins on September 5th, 2021
Competency
7. You're reviewing bids for a building's new wing. You find that the most competent firm is also the most expensive. In fact, hiring them would take the project over the budget. Would you persuade leadership to hire them? Why or why not?
How to Answer
Going over budget is something inevitable for some projects. In your answer, stress how you would ensure that your budget projection is realistic and that you have a contingency plan, whether you choose to persuade your superiors or not. An effective answer would also clearly outline the reasons you think your choice of contractor is the best for the job.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I would create a table comparing the cost evaluation from each bid. In my experience, the highest bidder is usually a firm that has built its own contingency plans and included them in the budget. So, if I find this to be the case, then I will put it front and center. In my experience, the low bidders don't account for unforeseen costs. I would also show items from my top firm's portfolio and feature ones that are similar to our project. In short, I won't directly persuade them my way, but I will present them with enough information to make them feel good about their decision."
Written by M Cheryl Harkins on September 5th, 2021
Conflict
8. It's your first hour at work and you're bombarded with heated emails between your client and one of your colleagues. It looks like the client is expecting a deliverable that's outside of the contract. How would you proceed?
How to Answer
If the PM role involves client relationship management, conflicts between the client and your internal team will be inevitable. The interviewer wants to know whether you can stick to facts while resolving the conflict, and not be overcome by emotion. Show that you have the skill to uphold your company's interest without losing the client's confidence.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"My first step would be to reach out to my colleague and let them know I will be handling the matter moving forward. As the project manager, I think it's important that my internal team runs information by me first, before addressing the client directly. Next, I would get back to the client right away to let them know that I'm reviewing the project scope and to expect my call before the day ends. When I speak with them, I will not assume that the client knowingly went beyond the scope. Instead, I'll explain clearly what is within the scope and why my colleague reacted the way they did. Then, depending on the contractual agreement, I can give the client options. For example, we may be able to give them what they want for as long as they pay for the billable hours."
Written by M Cheryl Harkins on September 5th, 2021
Conflict
9. Two project team members are not seeing eye to eye on a decision point. How will you handle the conflict to keep the project on track?
How to Answer
As a project manager, you are expected to keep the team on track. As with any activity that involves teamwork, differing opinions could get in the way. When positioning your answer, clearly express that you can mediate when conflict arises before it can impact the project's success. Cite an example of a time when you had to mediate between team members. Include ways in which you were able to respond calmly and objectively.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"As a project manager at XYZ, I managed the development of a client's new website. The creative director and web developer had a disagreement about the website menu design. I met with them separately to understand their points of view. In the end, was able to find a middle ground between aesthetics and function. I did this by tying everything back to the target metrics we set with the client at the beginning of the build."
Written by M Cheryl Harkins on September 5th, 2021
Customer Service
10. The client or project sponsor is unhappy with the initial outcome of the project. How will you move forward and keep their confidence in you as the project manager?
How to Answer
As a project manager, you are expected to keep your external and internal customers satisfied. In your answer, you should be able to demonstrate a certain level of care for your customer's satisfaction and a willingness to address their needs. The interviewer will want to hear how you can keep the client or project sponsor happy while sticking to facts and keeping within the constraints of the project, such as budget limitations and schedule.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"Sometimes, I do get too caught up with goals and results that I forget to put myself in the shoes of my client. The good news is that this is only the initial outcome, which means I still have a chance to deliver the next few milestones well. I'd trace my steps back to find out if I have misinterpreted my client's instructions. Then, I will ask them exactly what they don't like about this particular deliverable and assure them that I care about their approval. If their feedback is overly subjective, then I will try my best to tie it back to the target metrics that we've identified for the project. From there, I should be able to negotiate with the client without sacrificing the timeline or our quality of work."
Written by M Cheryl Harkins on September 5th, 2021
Diligence
11. You're given a chance to pick a failed project and do it over. Walk me through your plan for success.
How to Answer
There is a multitude of reasons a project fails. In this question, the interviewer is assessing your ability to remove yourself from a situation to analyze it thoroughly. When positioning your response, think about how you would remain objective in your analysis. A successful answer should illustrate that you don't take failure personally and can instead focus on self-improvement.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I would pick a previous project that failed because of the lack of prioritization. At the onset, leadership told us that this was going to be an open-ended pet project. They also had a few creative ideas for us to explore. I would assign team members tasks, but those tasks kept getting pushed down to prioritize other projects that were more profitable for the company. It finally got shoved after several months. In retrospect, I should have put my foot down at the beginning and asked for an ROI analysis to see if it was worth starting the project at all. There was no business case or clear goals. The problem was that I was too new to the company that I didn't feel very confident in asserting myself. I've since learned to bring up any disagreements I had with leadership, as long as I'm able to justify my position using facts."
Written by M Cheryl Harkins on September 5th, 2021
Diligence
12. Your project is slated to have three phases over three years. Each phase will have the same milestones, just different locations. Stakeholders are likely to change. How will you ensure consistency across three phases?
How to Answer
In this example, consistency will rely heavily on a repeatable process. In this question, your competence in documenting processes is being assessed. Assure the interviewer that you understand the importance of process documentation, specifically process mapping. You will want to identify the parts of a process map and provide other process documentation examples as required.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"Because each phase has the same project milestones, it will be much easier for me to plan for consistency. As I work with the stakeholders in building the project plan, I will extract elements for process mapping. My objective would be to document the process based on Phase 1. I can identify actions, decision points, expected input, output, as well as owners. During the course of the project, I can take out elements that won't need to be repeated for Phases 2 and 3. At the end of the project, I can expound on the map and write a playbook."
Written by M Cheryl Harkins on September 5th, 2021
Leadership
13. Your team is starting to lose confidence. How do you show them that you have their back?
How to Answer
With this question, the interviewer is assessing your leadership and motivational skills. As with any other issue that arises in a project, you are expected to analyze the root cause of the problem. An effective answer will demonstrate how well you can gather the necessary information from the team. In your answer, demonstrate how you can motivate your team by providing specific examples of actions that will boost their morale.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I'll immediately gather everyone for a team meeting. In this meeting, I'll give everyone the time and space to air out their challenges and concerns. I'll listen and empathize with them and assure them that I will do everything I can to get them what they need to complete their tasks. I'll also ask them for feedback about my performance as a leader and act on that feedback. As tasks are completed, I'll post shoutouts in the group chat to boost their morale. I'll also hold individual catch-ups regularly, even if it's just for 15 minutes at a time so that we can put out small fires before they catch on."
Written by M Cheryl Harkins on September 5th, 2021
Management
14. Team member A is waiting for a deliverable from team member B. After following up with team member B, they still miss their deadline. What are your next steps?
How to Answer
Project management requires working with a variety of personalities while overseeing a lot of moving parts. By asking this question, the interviewer is assessing your ability to juggle between task management and people management. To successfully answer this question, show how well you can empathize with task owners while keeping the end goal in mind.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"My favorite line as a project manager is, 'What can I do to get you closer to the finish line?' In this situation, I would meet with team member B to learn what's hampering their ability to finish the task. Further, I'll offer my help by asking if there's any information I can gather for them, or if they need an extra pair of hands. As a project manager, I prefer to be the facilitator, rather than the taskmaster."
Written by M Cheryl Harkins on September 5th, 2021
Management
15. Can you give an example of a successful project kickoff meeting?
How to Answer
The success of a project hinges a lot on how it begins, and the project manager is responsible for meeting facilitation throughout the project lifecycle. The interviewer will want to hear that you can prepare a solid agenda. Depending on the industry and project goals, kickoffs generally cover an introduction, a high-level discussion of project logistics, and how the team will measure the project's success. Further, you should consider adding key takeaways as the final part of the meeting. For extra points, you may want to describe a positive tone and atmosphere when facilitating the meeting.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"One of my most successful kickoffs was for a software implementation project. The agenda had three parts: introductions, project discussion, and action items. First, I introduced stakeholders and team members to each other to establish rapport, and keep everyone aware of each other's responsibilities. The second part was the longest: we had a high-level discussion about the project scope and the timeline. We also identified possible risks and established general key performance metrics. During this part, I also managed expectations around the project meetings, and how project milestones will be tracked. Lastly, I listed action items with their corresponding owners and turnaround times. I made sure to keep the discussion at a high level and saved the deep-diving for later."
Written by M Cheryl Harkins on September 5th, 2021
Problem Solving
16. At the beginning of a project, you missed a major stakeholder in the project plan. Now, the project is well underway and you have to catch them up. How do you ensure they get involved?
How to Answer
Identifying the right stakeholders and engaging them is crucial for project success. However, there are stakeholders that may not be obvious until you are further down in the process.
The interviewer would like to determine that you can inspire confidence in your stakeholders. Discuss how you would engage the newly identified stakeholder and how you plan to get their commitment. A noteworthy answer will also show that you plan to follow through after the initial conversation.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I've found that with some projects, you start with a lot of unknowables. In this situation, I would reach out to the new stakeholder right away. Instead of overwhelming them with details and updates about the project during the first meeting, my focus would be to discuss the project at a high level. I will show them that they are a vital part of the project and clearly explain their role. My second meeting with them would be focused on identifying the different milestones that they will own. Throughout the process, I'll assure them that I will be their main point of contact, should they need information or help in completing their tasks. I will also make sure that communication lines are open between the stakeholders and everyone has eyes on our collective progress."
Written by M Cheryl Harkins on September 5th, 2021
Problem Solving
17. Tell me about the most notable risk you have identified in a project?
How to Answer
Risk management is a vital skill in project management. The interviewer will want to learn about how well you can identify risks ahead of time, and use your resources to mitigate these risks. In positioning your response, recall at least one instance and explain why you think it shows your competence in risk management.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"My most memorable example of risk management is the first time I encountered scope creep in a software development project. The development team had an internal meeting without my knowledge and the lead developer made the decision to add a feature. Unfortunately, this wasn't part of the original plan and therefore wasn't budgeted. Once I found out, I reviewed the requirements with the lead developer right away and we identified that we couldn't afford the time and money it would take to implement this feature. We made a compromise to revisit the feature for version 2. As a result, we were able to deliver version 1 on time."
Written by M Cheryl Harkins on September 5th, 2021
Problem Solving
18. You're halfway through a project and notice that you definitely missed a significant milestone. You realize you will probably need to rework the entire project. How do you proceed?
How to Answer
This question aims to assess your accountability and your ability to make quick decisions. In your answer, emphasize your desire to move forward and not dwell on the time you can't get back. A successful answer demonstrates a level of self-awareness. More importantly, it should also list realistic, achievable steps you would take to avoid further delay and mitigate any negative impact on the project.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I try to avoid being the cause of delay at any cost, but this is something I encountered and have learned from earlier in my career. What I did was I immediately communicated with my team and built a Plan B and Plan C with them. I then came clean to the project sponsors and presented Plan B and Plan C. My mistake caused us to miss the deadline by a couple of weeks, but it would have been longer, had I not come up with options."
Written by M Cheryl Harkins on September 5th, 2021
Problem Solving
19. It's three days before launch and your co-worker announces that they aren't able to deliver, and in fact have not worked on their last few deliverables. What would you do?
How to Answer
Project delays can be caused by a variety of factors. The interviewer will want to hear a concrete plan to solve the issue at hand in order to avoid further delays. When crafting your response, be specific in your next steps. An effective answer will directly address the root cause.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I would first determine how much time is needed to complete the deliverables and see if there's anything we can do to salvage the situation. If needed, I'll assign additional personnel or ask for the team to put in more work hours to deliver as agreed. If it's impossible to deliver by launch, then I'll run an impact assessment with a new estimated timeline. Then, I'll present this plan to the stakeholders and project sponsors immediately."
Written by M Cheryl Harkins on September 5th, 2021
Scenario Based
20. You're working on a confidential project. There's a task that can only be completed by an employee who isn't allowed to learn about the details of the project. What will you do to complete the task?
How to Answer
A project may be sensitive due to its foreseen impact on the company's workforce, or it may be kept confidential to protect the company's competitive position in the market.
An effective answer will address how well you can manage the communication flow throughout the project's lifecycle by facilitating information with varying levels of sensitivity. A mature project manager should be able to get information without alluding to one specific project. The interviewer will want to hear your step-by-step plan in speaking with the employee.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"First, I would establish a communication plan with a timeline for information milestones. My approach with the employee will depend on where we are in the project timeline. When we meet, I will use hypothetical scenarios or inquire in general terms. Let's say that I need their help in hiring personnel. Instead of saying, 'I need to know how to hire sales representatives for a new account,' I would say, 'I'd like to look at process maps or any process documents for different sales positions.' I can divulge general information from the communication plan, as in 'we are looking to open more branches next year' or 'we're expecting to win more accounts in the next few months.' Otherwise, I can say that it's a general process improvement initiative."
Written by M Cheryl Harkins on September 5th, 2021
Scenario Based
21. The project you're assigned to has undefined target metrics. Explain how you would proceed and how your plan will benefit the project.
How to Answer
A project's success should be measured in definite terms. In positioning your reply, think about why target metrics are important to you and to your internal and external clients. Cite examples of success measures that you have either initiated or implemented. Finally, explain how hitting these target metrics positively impacts the project.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I once worked on a business development project in which the client kept the service level agreement loose. At first, they didn't care how long it took for us to complete the deliverables. All they cared about was that we didn't make too many mistakes. I knew it was only a matter of time until they complain about results. So, I listed a few key performance indicators, and we started to report on them weekly. The main ones were average handling time and a simple quality score. Soon after, they worked with us in setting targets for productivity and defining the quality components. Because of this initiative, we were able to win more projects from the same client."
Written by M Cheryl Harkins on September 5th, 2021
Scenario Based
22. You're currently handling two top-priority projects that are likely to be extended. Another one has just been assigned, and it will definitely require a lot of time and attention. How do you approach the situation?
How to Answer
High-pressure situations are common in project management. In your reply, demonstrate that you have the organizational skills and professionalism to stay composed in this type of environment. The interviewer will want to hear how you plan to decrease the pressure on yourself. People have different ways of dealing with this, but the result should be to ultimately keep the pressure from impacting the projects negatively.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"I love a good challenge, but I have to admit that this sounds like a handful. My plan would be to leverage resources that are available to me. One way I can do this is by gradually delegating certain tasks to stakeholders or team members. The two current projects should already have an established cadence, so I'll do my best to manage progress at a higher level. Another resource I can leverage is automation, such as project management software. I will automate task follow-ups so that I don't have to spend too much time getting updates from team members."
Written by M Cheryl Harkins on September 5th, 2021
Teamwork
23. A team member has just told you that they are not 100% satisfied with their deliverable and will need another week to complete. How would you handle this situation?
How to Answer
In project management, perfection is the enemy of completion. By asking this question, the interviewer is finding out your ability to negotiate with team members when the project timeline starts to get compromised. Provide concrete examples of how you would reason with the team member without coming off as bureaucratic.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"This has happened to me a few times. I successfully handled it by conducting a work session with the designer to understand where they were coming from. Their concern was that the work was inadequate in their eyes and not representative of our quality of work. I let them know that I agree about the quality. I then continued to explain that if we aim for perfection, we wouldn't only miss the deadline, we would also incur costs we couldn't afford at the time. So, we reached a middle ground where we would get the deliverable to at least 60% of the designer's usual quality and set a hard deadline. We still went past the due date, but only by two days."
Written by M Cheryl Harkins on September 5th, 2021
Teamwork
24. You're managing the marketing and sales project for a new product. It's now two months before launch, and you have yet to see a prototype from the development team. How do you proceed?
How to Answer
This is an example of a project that's part of a larger program, which means you will need to work with other project managers. By asking this question, the interviewer is testing your ability to see how well you work with other teams, while effectively managing your own team. Understanding what you can and cannot control will spell the difference between failure and success. A successful answer will address your previous experience communicating with other team members and the know-how and experience to get a project back on track.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"My first step would be to meet with the project manager or managers in charge of the product build. I will ask to be updated on the build so I can adjust my project timeline as necessary. I will also emphasize my need to plan my team's resources well before launch. What I can do to follow through would be to schedule a regular meeting to keep an eye on activities that are consequential to marketing and sales."
Written by M Cheryl Harkins on September 5th, 2021
Time Management
25. After completing your standard employee on-boarding at a new role, you find out that you won't be assigned a project for another two weeks. What do you do with your time?
How to Answer
The interviewer wants to find out where your priorities lie. Assure the interviewer that you understand how every company is different and therefore, you may need to learn a lot of new systems and processes before you can take on a project. Telling the interviewer what you would want to learn and your reasons for wanting to learn will show that them your project management competence, but also your willingness to learn.
Written by M Cheryl Harkins on September 5th, 2021
Answer Example
"It's rare to be given some time to learn the ropes before jumping into a new project, so I definitely appreciate it. The first thing I would find out is the PM tool that we will be using and allocate time to learn it. If I'm already familiar with it, I'll ask for company templates. Another item on my list would be to look at any process maps and/or documentation that exist so I can get an idea of how well the project management office operates. Lastly, if there are any project meetings or kickoffs that I can be a part of, I would also want to observe so I can see what the standards are for project managers."
Written by M Cheryl Harkins on September 5th, 2021