Interview Guide for

Project Manager

This comprehensive Project Manager Interview Guide is designed to help hiring teams identify top talent through a structured, consistent, and effective evaluation process. With carefully crafted questions focusing on past behaviors, project management methodologies, and real-world challenges, this guide will help you assess candidates based on essential competencies while ensuring fairness and objectivity in your hiring decisions.

How to Use This Guide

This guide serves as your roadmap to conducting high-quality, comprehensive interviews for Project Manager candidates. To make the most of it:

Customize for your needs - Adapt the questions and exercises to align with your company's specific requirements, industry, and project management approaches
Prepare thoroughly - Review the guide before interviews and consider which areas require deeper exploration based on your specific needs
Maintain consistency - Use the same structure and core questions with all candidates to enable fair comparison
Utilize follow-up questions - Dig deeper into candidate responses to get beyond rehearsed answers and understand their true capabilities
Score independently - Have each interviewer complete their scorecard without discussing the candidate until the debrief meeting
Focus on past behavior - As noted in our blog on why hypothetical interview questions don't work, questions about past experiences are more predictive than hypotheticals

Job Description

Project Manager

About [Company]

[Company] is a [industry] leader dedicated to delivering innovative solutions that transform how our clients operate. With a culture that values collaboration, excellence, and continuous improvement, we're looking for talented professionals who can help drive our mission forward.

The Role

As a Project Manager at [Company], you'll play a pivotal role in ensuring successful delivery of complex projects that directly impact our business growth and client satisfaction. You'll lead cross-functional teams, manage resources effectively, and ensure projects are completed on time, within scope, and budget while maintaining exceptional quality standards.

Key Responsibilities

Lead the planning, execution, and closing of projects using appropriate methodologies (Agile, Waterfall, or hybrid approaches)
Develop comprehensive project plans including timelines, resource allocation, risk assessments, and communication strategies
Manage cross-functional teams and coordinate with stakeholders at all levels
Monitor project progress, identify potential issues, and implement solutions to keep projects on track
Create and maintain project documentation, status reports, and presentations
Facilitate effective meetings to drive project momentum and ensure alignment
Manage project budgets and resource allocation effectively
Conduct post-project evaluations to identify successes and lessons learned
Build and maintain strong relationships with clients, team members, and stakeholders

What We're Looking For

5+ years of experience in project management, preferably in [industry] or related field
Strong understanding of project management methodologies (Agile, Scrum, Waterfall, etc.)
Excellent communication, leadership, and relationship-building skills
Proven ability to lead cross-functional teams to successful project completion
Strong problem-solving skills and ability to adapt to changing priorities
Experience with project management tools and software
PMP certification or equivalent preferred
Bachelor's degree in business, management, or related field (or equivalent experience)
Exceptional organizational skills and attention to detail
Demonstrated ability to manage multiple projects simultaneously

Why Join [Company]

At [Company], we offer the opportunity to work on meaningful projects that make a real difference. Our collaborative culture encourages innovation, continuous learning, and career growth. We value work-life balance and provide a supportive environment where your contributions are recognized and rewarded.

Competitive salary range: [Pay Range]
Comprehensive benefits package including health, dental, and vision insurance
401(k) matching program
Professional development opportunities
Flexible work arrangements
Paid time off and holidays
Collaborative and inclusive work environment

Hiring Process

We've designed our hiring process to be thorough yet efficient, giving you a clear understanding of the role while helping us assess your fit:

Initial Screening Interview - A 30-minute conversation with our recruiter to discuss your background and interest in the role.
Technical Project Management Interview - A 45-minute discussion with the hiring manager about your project management approach and experience.
Project Management Simulation - A 60-minute exercise to demonstrate your skills in planning and managing a sample project.
Competency Interview - A 45-minute behavioral interview focusing on your leadership and problem-solving capabilities.
Final Team Interview - Meet with potential teammates to ensure mutual fit (45 minutes).

Ideal Candidate Profile (Internal)

Role Overview

The Project Manager serves as the driving force behind successful project delivery, balancing the competing demands of scope, time, and budget while maintaining quality standards. This role requires exceptional organizational skills, strong leadership abilities, and the versatility to adapt to changing priorities. The ideal candidate will have a proven track record of leading projects from inception to completion, with the ability to navigate complex stakeholder relationships and overcome obstacles to achieve project goals.

Essential Behavioral Competencies

Planning and Organization - Establishes detailed project plans with clear milestones, effectively allocates resources, prioritizes competing demands, and maintains organized documentation that enables team productivity and project visibility.

Leadership - Inspires and motivates team members, provides clear direction, delegates effectively, manages conflicts constructively, and creates an environment where team members can perform at their best.

Problem-Solving - Identifies issues early, analyzes complex problems methodically, develops creative solutions, implements effective risk mitigation strategies, and adapts plans when necessary to overcome obstacles.

Stakeholder Management - Builds and maintains strong relationships with diverse stakeholders, communicates effectively across all levels, manages expectations proactively, and ensures alignment throughout the project lifecycle.

Results Orientation - Demonstrates persistent focus on achieving project objectives, maintains accountability for outcomes, drives teams to meet deadlines and quality standards, and consistently delivers successful project completions.

Desired Outcomes

Successfully deliver assigned projects on time, within scope and budget while meeting quality standards
Develop and maintain comprehensive project plans that effectively manage resources, risks, and dependencies
Build and lead high-performing project teams that consistently meet milestones and objectives
Establish trusted relationships with stakeholders and ensure their needs and expectations are met
Implement process improvements that enhance project delivery efficiency and effectiveness

Ideal Candidate Traits

Adaptable professional who can switch between different project management approaches based on project requirements
Excellent communicator who can translate complex technical concepts for diverse audiences
Proactive problem-solver who anticipates challenges and develops contingency plans
Detail-oriented organizer who can track multiple workstreams without losing sight of the big picture
Resilient leader who maintains composure and effectiveness under pressure
Collaborative team player who builds strong relationships across departments
Analytical thinker who makes data-driven decisions while considering qualitative factors
Continuous learner who stays current with project management best practices
Customer-focused professional who prioritizes delivering value

Screening Interview

Directions for the Interviewer

This initial screening interview aims to quickly assess if the candidate has the basic qualifications and potential to succeed in the Project Manager role. Focus on understanding their project management background, methodology knowledge, and key competencies. This is also an opportunity to explain the role in more detail and assess cultural fit. Be sure to take notes on their responses to discuss with the hiring team, and reserve 5-10 minutes at the end for candidate questions. Look for evidence of past performance, project complexity, leadership abilities, and problem-solving skills. Red flags may include vague answers, inability to provide specific examples, or a lack of experience with relevant project management methodologies.

Directions to Share with Candidate

"Today we'll spend about 30 minutes discussing your project management experience, approach, and interest in this role. I'll ask you several questions about your background and give you an opportunity to ask questions about the position and our company. This helps us understand if there's a good mutual fit before moving to more in-depth interviews. Feel free to ask for clarification if needed."

Interview Questions

Tell me about your most recent project management role and the types of projects you led.

Areas to Cover

Size and complexity of projects managed
Industries or business domains involved
Project methodologies used
Team size and composition
Budget responsibility
Key deliverables and outcomes
Duration of typical projects

Possible Follow-up Questions

How were these projects important to the organization?
What was your specific role in these projects?
How did you measure success on these projects?
What was the most challenging aspect of managing these projects?

Walk me through your approach to creating a project plan for a new initiative.

Areas to Cover

Steps taken in the planning process
Stakeholder engagement during planning
Tools or templates used
Risk assessment approach
Resource allocation methods
Timeline development process
How they handle dependencies

Possible Follow-up Questions

How do you ensure your project plan is realistic?
How do you gain buy-in from stakeholders on your project plan?
How do you handle changes to the project plan once execution begins?
Can you share an example of when your planning process helped avoid a major issue?

Describe how you typically manage project stakeholders and their expectations.

Areas to Cover

Communication strategies
Methods for identifying stakeholders
Frequency and formats of updates
How they manage conflicting stakeholder priorities
Techniques for managing difficult stakeholders
Documentation of stakeholder requirements
Approach to managing scope changes

Possible Follow-up Questions

Tell me about a time when you had to manage a particularly challenging stakeholder.
How do you ensure stakeholders remain engaged throughout the project?
How do you communicate bad news to stakeholders?
How do you handle last-minute changes from key stakeholders?

What project management methodologies have you used, and how do you determine which to apply to a specific project?

Areas to Cover

Experience with Agile, Waterfall, Scrum, Kanban, hybrid approaches
Comfort level with different methodologies
Decision factors for methodology selection
Experience adapting methodologies to fit project needs
Tools used to support different methodologies
Training or certifications in methodologies

Possible Follow-up Questions

What do you see as the strengths and weaknesses of each methodology?
Can you give an example of when you shifted methodologies mid-project?
How do you train team members who are unfamiliar with a particular methodology?
How do you handle stakeholders who prefer a different methodology than what you've selected?

Tell me about a time when you had to recover a troubled project. What was the situation and what actions did you take?

Areas to Cover

Nature of the project issues
Assessment process to diagnose problems
Actions taken to address issues
Stakeholder communication during recovery
Team management during crisis
Results of recovery efforts
Lessons learned

Possible Follow-up Questions

What early warning signs did you miss that could have prevented the troubles?
How did you keep the team motivated during the recovery?
What would you do differently if faced with a similar situation?
How did you rebuild trust with stakeholders after the project was stabilized?

How do you manage multiple projects simultaneously while ensuring each stays on track?

Areas to Cover

Prioritization techniques
Time management approaches
Tools used for tracking multiple projects
Delegation strategies
Communication methods across multiple teams
Resource allocation across projects
Methods for identifying at-risk projects

Possible Follow-up Questions

How do you handle competing deadlines across projects?
What's your approach when you realize you don't have enough bandwidth for all projects?
How do you ensure quality doesn't suffer when managing multiple projects?
Can you share an example of when you had to reprioritize your projects due to changing business needs?

Interview Scorecard

Project Management Experience

0: Not Enough Information Gathered to Evaluate
1: Limited experience with simple projects or small teams
2: Moderate experience with projects of average complexity
3: Solid experience managing complex projects with multiple stakeholders
4: Extensive experience leading a variety of complex projects across multiple areas

Methodology Knowledge

0: Not Enough Information Gathered to Evaluate
1: Familiar with only one methodology with limited application
2: Working knowledge of multiple methodologies but limited flexibility
3: Strong knowledge of various methodologies with appropriate application
4: Expert in multiple methodologies with proven ability to adapt and customize

Planning and Organization Skills

0: Not Enough Information Gathered to Evaluate
1: Basic planning abilities with minimal structure or detail
2: Adequate planning skills with standard approaches
3: Strong planning abilities with comprehensive and adaptable methods
4: Exceptional planning capabilities with innovative approaches to complex scenarios

Problem-Solving Ability

0: Not Enough Information Gathered to Evaluate
1: Reactive problem-solver with limited analytical approach
2: Able to solve standard problems using established methods
3: Proactive problem-solver with strong analytical skills
4: Exceptional problem-solving with innovative approaches to complex issues

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: Unlikely to consistently deliver projects successfully
2: Likely to deliver projects with some issues or missed targets
3: Likely to deliver projects successfully meeting most objectives
4: Likely to exceed project delivery expectations across all metrics

Outcome: Build and lead high-performing project teams that consistently meet milestones and objectives

0: Not Enough Information Gathered to Evaluate
1: Unlikely to build strong, effective teams
2: Likely to build adequate teams with mixed performance
3: Likely to build strong teams that meet objectives
4: Likely to develop exceptional teams that consistently exceed expectations

Outcome: Establish trusted relationships with stakeholders and ensure their needs and expectations are met

0: Not Enough Information Gathered to Evaluate
1: Unlikely to establish strong stakeholder relationships
2: Likely to maintain adequate stakeholder relationships
3: Likely to build strong stakeholder relationships
4: Likely to excel at stakeholder management and become a trusted advisor

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Project Management Simulation

Directions for the Interviewer

This simulation assesses the candidate's practical project management skills in a controlled environment. The candidate will be presented with a project scenario relevant to our business and asked to develop a project plan, identify risks, and create a stakeholder communication strategy. This exercise evaluates their approach to planning, problem-solving, and communication in a realistic context. Look for their methodology knowledge, attention to detail, risk assessment capabilities, prioritization skills, and communication clarity. Pay attention to both their process and the final deliverables. Allow 60 minutes total - 10 minutes to review instructions, 40 minutes for the exercise, and 10 minutes for questions and discussion.

Directions to Share with Candidate

"In this exercise, you'll demonstrate your project management skills by working through a realistic scenario. You'll have 40 minutes to review the provided information and prepare your deliverables. Focus on developing a practical approach rather than a perfect solution. After you complete the exercise, we'll discuss your approach and reasoning. Feel free to ask clarifying questions before beginning."

Project Simulation Scenario: You've been assigned to manage the implementation of a new [product/system] for an important client in the [industry] sector. The project has a 3-month timeline and a budget of [$amount]. Your team consists of 5 members with different skills. The client has emphasized the importance of minimal disruption to their operations during implementation.

Your tasks:

Create a high-level project plan with key milestones and deliverables
Identify potential risks and develop mitigation strategies
Develop a stakeholder communication plan
Outline your approach to managing scope and change requests
Describe how you would handle a specific challenge (to be provided during the exercise)

Use the provided templates or create your own format. We're evaluating your approach and reasoning, not your knowledge of specific tools.

Interview Scorecard

Project Planning Approach

0: Not Enough Information Gathered to Evaluate
1: Disorganized plan with significant gaps or unrealistic timelines
2: Basic plan that addresses major elements but lacks detail or cohesion
3: Comprehensive plan with logical sequencing and reasonable timelines
4: Exceptional plan demonstrating strategic thinking, appropriate detail, and consideration of all critical factors

Risk Management

0: Not Enough Information Gathered to Evaluate
1: Minimal risk identification with inadequate mitigation strategies
2: Identified obvious risks with basic mitigation approaches
3: Thorough risk assessment with practical, effective mitigation strategies
4: Comprehensive risk analysis with innovative prevention and contingency plans

Stakeholder Management

0: Not Enough Information Gathered to Evaluate
1: Basic communication plan missing key stakeholders or appropriate frequency
2: Adequate communication plan covering major stakeholders
3: Comprehensive stakeholder analysis with tailored communication strategies
4: Sophisticated stakeholder management approach showing exceptional understanding of influence and engagement

Problem-Solving

0: Not Enough Information Gathered to Evaluate
1: Ineffective or overly simplistic solution to the challenge
2: Workable solution that addresses basic requirements
3: Strong solution demonstrating clear analysis and practical approach
4: Innovative solution showing exceptional insight and comprehensive thinking

Scope Management

0: Not Enough Information Gathered to Evaluate
1: Weak approach to scope and change management
2: Basic scope management process with standard controls
3: Clear scope management strategy with effective governance and controls
4: Sophisticated approach balancing flexibility and control with clear decision criteria

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: Unlikely to deliver projects successfully based on demonstrated approach
2: May deliver with some compromises to timeline, scope, budget, or quality
3: Likely to deliver successfully meeting all basic requirements
4: Highly likely to deliver exceptional results exceeding standard expectations

Outcome: Develop and maintain comprehensive project plans that effectively manage resources, risks, and dependencies

0: Not Enough Information Gathered to Evaluate
1: Unlikely to develop sufficiently comprehensive plans
2: Likely to create adequate plans with potential gaps
3: Likely to develop strong, comprehensive plans
4: Likely to create exceptional plans that anticipate needs and optimize resources

Outcome: Implement process improvements that enhance project delivery efficiency and effectiveness

0: Not Enough Information Gathered to Evaluate
1: Unlikely to identify or implement meaningful improvements
2: May suggest basic improvements with limited impact
3: Likely to implement effective process improvements
4: Likely to drive significant innovations in project delivery approaches

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Chronological Interview

Directions for the Interviewer

This interview is designed to explore the candidate's career progression and project management experience in depth. You'll walk through their relevant work history chronologically, gaining insights into their growth as a project manager, the complexity of projects they've managed, and how they've developed their leadership skills over time. Focus on understanding the context of their achievements, the specifics of how they've overcome challenges, and how they've adapted their approach over time. Pay particular attention to consistency in performance, progression of responsibilities, and lessons learned. Allow approximately 60 minutes for this interview, leaving time for candidate questions at the end.

Directions to Share with Candidate

"In this interview, we'll take a chronological approach to understanding your career as a project manager. We'll start with your earlier relevant roles and work forward to your current position. For each role, I'll ask about your responsibilities, key projects, challenges, and accomplishments. This helps us understand how your career has evolved and how your experiences have shaped your project management approach. Feel free to provide specific examples that illustrate your skills and achievements."

Interview Questions

To begin, tell me what initially attracted you to project management as a career path.

Areas to Cover

Motivation for entering the field
Initial interest or aptitude for project management
Early career influences or mentors
Alignment between personal strengths and project management requirements
Career goals and aspirations

Possible Follow-up Questions

How has your perception of project management changed since you started?
What aspects of project management have you found most rewarding?
What skills did you find you needed to develop to be successful?
How has your career path compared to what you initially expected?

Starting with [earlier relevant role], tell me about your responsibilities and the types of projects you managed.

Areas to Cover

Primary duties and scope of responsibility
Size and budget of typical projects
Team size and composition
Industries or business units served
Project methodologies used
Reporting structure
Key metrics and how performance was measured

Possible Follow-up Questions

What was your most significant achievement in this role?
How did this role prepare you for future project management positions?
What was the most challenging project you managed and how did you handle it?
How did you grow professionally during this time?

Describe a particularly challenging project from this period. What made it difficult and how did you address those challenges?

Areas to Cover

Project scope and complexity
Specific obstacles encountered
Actions taken to overcome challenges
Resources utilized
Stakeholder management approach
Results achieved despite difficulties
Lessons learned

Possible Follow-up Questions

How did you maintain team morale during this challenging project?
What would you do differently if you could manage this project again?
How did you communicate challenges to stakeholders?
What systems or processes did you implement as a result of this experience?

How did your project management approach evolve as you moved from [earlier role] to [later role]?

Areas to Cover

Changes in methodology or framework usage
Development of personal management style
New techniques or tools adopted
Evolution of stakeholder management approach
Leadership style development
Growth in strategic thinking
Adaptation to different organization cultures

Possible Follow-up Questions

What prompted these changes in your approach?
How did these changes impact your effectiveness as a project manager?
What resources or training helped you evolve your approach?
How did you help teams adapt to your changing management style?

In your most recent role at [company], what have been your biggest contributions as a project manager?

Areas to Cover

Key projects led and their outcomes
Process improvements implemented
Team development achievements
Client or stakeholder relationship successes
Recognition or awards received
Metrics showing impact (time/cost savings, quality improvements, etc.)
New methodologies or technologies introduced

Possible Follow-up Questions

How did these contributions align with company objectives?
What obstacles did you have to overcome to achieve these results?
How did you measure the impact of these contributions?
How did these achievements compare to your peers?

Throughout your career, how have you handled conflicting priorities between projects or stakeholders?

Areas to Cover

Decision-making process for prioritization
Communication strategies with affected parties
Resource allocation approaches
Escalation processes used
Negotiation techniques
Documentation of decisions
Follow-up procedures

Possible Follow-up Questions

Can you share a specific example where you had to make a difficult prioritization decision?
How do you maintain relationships with stakeholders whose projects are deprioritized?
What frameworks or tools do you use to help make prioritization decisions?
How do you ensure transparency in your prioritization process?

Looking across your career, what would you say is your greatest strength as a project manager, and how has this developed over time?

Areas to Cover

Core competencies or skills
Examples demonstrating this strength
How this strength has evolved with experience
Feedback received from others about this strength
How this strength has contributed to project success
Recognition received related to this strength

Possible Follow-up Questions

How do you leverage this strength when facing new challenges?
In what types of projects or situations is this strength most valuable?
How do you help develop this strength in team members or other project managers?
Are there any situations where this strength might become a limitation?

Of all the jobs you've held, which one do you think best prepared you for the Project Manager role at [Company]?

Areas to Cover

Relevant experience and skills gained
Similarities in project types or complexity
Comparable stakeholder environments
Industry knowledge or domain expertise
Team leadership experience
Methodology alignment
Problem-solving approach

Possible Follow-up Questions

What aspects of our role are you most confident about based on your experience?
What areas do you think might be new challenges for you?
How would you apply what you learned in that role to our environment?
What did you enjoy most about that role that you hope to find here?

Interview Scorecard

Project Complexity Growth

0: Not Enough Information Gathered to Evaluate
1: Career shows limited progression in project complexity or responsibility
2: Moderate growth in project complexity and responsibility over time
3: Clear progression handling increasingly complex projects and responsibilities
4: Exceptional growth trajectory with rapid advancement to managing highly complex projects

Leadership Development

0: Not Enough Information Gathered to Evaluate
1: Limited evidence of leadership growth or team management abilities
2: Some development as a leader with basic team management skills
3: Strong leadership development with proven ability to build effective teams
4: Exceptional leadership progression with demonstrated ability to inspire and develop others

Problem-Solving Evolution

0: Not Enough Information Gathered to Evaluate
1: Basic problem-solving approach with limited growth over time
2: Adequate problem-solving development showing increased capabilities
3: Strong evidence of enhanced problem-solving abilities and approach
4: Sophisticated problem-solving evolution demonstrating innovative approaches to complex challenges

Stakeholder Management Progress

0: Not Enough Information Gathered to Evaluate
1: Limited development in stakeholder management capabilities
2: Moderate improvement in handling stakeholder relationships
3: Significant growth in ability to manage diverse stakeholder groups effectively
4: Exceptional progression in building and leveraging strategic stakeholder relationships

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: Career history suggests inconsistent delivery of successful projects
2: Track record indicates ability to deliver projects with some compromises
3: Consistent history of successfully delivering projects meeting requirements
4: Exceptional track record of project delivery exceeding expectations

Outcome: Build and lead high-performing project teams that consistently meet milestones and objectives

0: Not Enough Information Gathered to Evaluate
1: Limited evidence of building effective teams
2: Some success in team leadership with mixed results
3: Strong history of building effective teams that meet objectives
4: Proven ability to develop high-performing teams that consistently exceed expectations

Outcome: Establish trusted relationships with stakeholders and ensure their needs and expectations are met

0: Not Enough Information Gathered to Evaluate
1: Career history shows minimal focus on stakeholder relationships
2: Some development of stakeholder management capabilities
3: Strong progression in establishing effective stakeholder relationships
4: Exceptional growth in becoming a trusted advisor to diverse stakeholders

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Leadership Competency Interview

Directions for the Interviewer

This interview focuses on evaluating the candidate's leadership capabilities and behavioral competencies essential for project management success. The questions are designed to elicit specific examples that demonstrate how the candidate has applied these competencies in past situations. Focus on understanding not just what they did but how they approached challenges, the reasoning behind their decisions, and the results they achieved. Look for evidence of self-awareness, adaptability, and growth mindset. Take detailed notes on the examples provided, as these will be valuable for the debrief discussion. Allow 45-60 minutes for this interview, including time for candidate questions at the end.

Directions to Share with Candidate

"In this interview, I'll be asking questions about specific situations you've encountered in your project management career. For each question, please share detailed examples from your past experience, describing the situation, your actions, and the results. We're interested in understanding your approach to leadership challenges and how you've applied your skills in real-world scenarios. There are no right or wrong answers – we want to learn about your authentic experiences and how they've shaped your project management approach."

Interview Questions

Tell me about a time when you had to lead a project team through a significant change or challenge. How did you keep the team motivated and focused? (Leadership)

Areas to Cover

Nature of the change or challenge
Impact on team morale and productivity
Leadership approach used
Communication strategies employed
Methods for maintaining momentum
How resistance or concerns were addressed
Results achieved through leadership
Team feedback on the approach

Possible Follow-up Questions

How did you identify which team members needed additional support?
What was most challenging about maintaining team motivation?
How did you adapt your leadership style for different team members?
What would you do differently if faced with a similar situation?

Describe a complex project with multiple workstreams that you had to plan and organize. How did you approach the planning process and ensure all elements were properly coordinated? (Planning and Organization)

Areas to Cover

Project scope and complexity
Planning methodology used
Tools and techniques employed
How dependencies were managed
Resource allocation approach
Timeline development process
Documentation and tracking methods
Coordination mechanisms

Possible Follow-up Questions

How did you balance detail with the big picture in your planning?
What challenges did you encounter during planning, and how did you address them?
How did you communicate the plan to stakeholders and team members?
How did you track progress against the plan and make adjustments?

Tell me about a time when you faced a significant obstacle or unexpected problem during a project. How did you approach solving it? (Problem-Solving)

Areas to Cover

Nature of the problem and its impact
Initial assessment process
Root cause analysis approach
Options considered and evaluation criteria
Decision-making process
Implementation of the solution
Results achieved
Lessons learned

Possible Follow-up Questions

How did you involve others in the problem-solving process?
What resources or tools did you use to help analyze the problem?
How did you communicate about the problem to stakeholders?
How did this experience change your approach to risk management?

Share an example of when you had to manage conflicting priorities or demands from different stakeholders on a project. How did you navigate this situation? (Stakeholder Management)

Areas to Cover

Nature of the conflicting demands
Stakeholders involved and their perspectives
Analysis of priorities and trade-offs
Negotiation or mediation approach
Communication strategies used
Resolution process
Relationship management during conflict
Long-term impact on stakeholder relationships

Possible Follow-up Questions

How did you ensure all stakeholders felt heard even if their priorities weren't addressed?
What techniques did you use to find common ground?
How did you document and communicate the final decisions?
What did you learn about stakeholder management from this experience?

Describe a project where you had to deliver results despite significant constraints (e.g., limited resources, tight timeline, scope changes). How did you ensure the project still achieved its objectives? (Results Orientation)

Areas to Cover

Project context and constraints
Prioritization approach
Resource optimization methods
Trade-off decisions made
Team motivation during challenging conditions
Stakeholder expectation management
Adaptations made to overcome constraints
Final outcomes against objectives

Possible Follow-up Questions

How did you decide which aspects of the project could be compromised and which couldn't?
What creative solutions did you implement to work within constraints?
How did you keep the team focused on results despite the challenges?
What early warning systems did you use to identify potential impacts on delivery?

Interview Scorecard

Leadership

0: Not Enough Information Gathered to Evaluate
1: Shows limited ability to inspire and direct teams
2: Demonstrates adequate leadership with some team motivation techniques
3: Exhibits strong leadership skills that effectively motivate and guide teams
4: Displays exceptional leadership abilities that inspire high performance and commitment

Planning and Organization

0: Not Enough Information Gathered to Evaluate
1: Shows basic planning skills with gaps in coordination or detail
2: Demonstrates adequate planning with standard organizational approaches
3: Exhibits strong planning capabilities with comprehensive and well-structured approaches
4: Displays exceptional planning skills with innovative methods for complex scenarios

Problem-Solving

0: Not Enough Information Gathered to Evaluate
1: Uses simplistic problem-solving approaches with limited analysis
2: Applies standard problem-solving techniques with adequate results
3: Demonstrates strong analytical skills and effective problem resolution
4: Shows exceptional problem-solving abilities with innovative approaches to complex issues

Stakeholder Management

0: Not Enough Information Gathered to Evaluate
1: Manages stakeholders reactively with limited strategic approach
2: Shows adequate stakeholder management with basic relationship building
3: Demonstrates strong stakeholder engagement and effective expectation management
4: Exhibits exceptional stakeholder management with strategic relationship cultivation

Results Orientation

0: Not Enough Information Gathered to Evaluate
1: Shows limited focus on outcomes with inconsistent follow-through
2: Demonstrates adequate results focus with standard achievement levels
3: Exhibits strong commitment to results with consistent goal achievement
4: Displays exceptional drive for results with consistent overachievement

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: Examples suggest difficulty consistently meeting project objectives
2: Evidence indicates ability to meet most project requirements with some compromises
3: Past performance demonstrates consistent ability to meet project objectives
4: History shows exceptional ability to exceed project delivery expectations

Outcome: Build and lead high-performing project teams that consistently meet milestones and objectives

0: Not Enough Information Gathered to Evaluate
1: Examples suggest limited team leadership effectiveness
2: Evidence indicates ability to lead teams to adequate performance
3: Past performance demonstrates consistent ability to build effective teams
4: History shows exceptional team development and leadership capabilities

Outcome: Implement process improvements that enhance project delivery efficiency and effectiveness

0: Not Enough Information Gathered to Evaluate
1: Examples suggest limited process improvement initiatives
2: Evidence indicates some improvement efforts with moderate impact
3: Past performance demonstrates consistent implementation of valuable improvements
4: History shows exceptional innovation in process enhancement with significant impact

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Technical Competency Interview

Directions for the Interviewer

This interview is designed to assess the candidate's technical project management knowledge, methodologies, and tools expertise. The questions focus on practical application of project management techniques, adaptability to different methodologies, and proficiency with relevant tools. Look for evidence of both breadth and depth of knowledge, along with the ability to select appropriate approaches for different project contexts. Note how the candidate articulates technical concepts and whether they can explain their reasoning for different methodological choices. This interview should help determine if the candidate has the technical foundation needed to succeed in our project environment. Allow 45-60 minutes for this interview, including time for candidate questions.

Directions to Share with Candidate

"In this interview, we'll focus on your technical project management knowledge, experience with different methodologies, and proficiency with project management tools and techniques. I'll ask you to describe how you've applied these in various situations and your reasoning behind different approaches. Please provide specific examples from your experience whenever possible. This helps us understand not just what you know, but how you apply that knowledge in practical project scenarios."

Interview Questions

Tell me about your experience implementing different project management methodologies (e.g., Agile, Waterfall, Hybrid). How do you determine which methodology is most appropriate for a given project?

Areas to Cover

Experience with specific methodologies (Scrum, Kanban, Waterfall, etc.)
Criteria used for methodology selection
Examples of projects where different methodologies were applied
Adaptations made to standard methodologies
Experience transitioning between methodologies
Team training approaches for new methodologies
Stakeholder management during methodology implementation

Possible Follow-up Questions

How have you handled resistance to a particular methodology?
What challenges have you encountered when implementing Agile in traditionally Waterfall environments?
How do you measure the effectiveness of a chosen methodology?
Can you share an example of when you had to adapt a methodology to fit unique project requirements?

How do you approach project risk management? Describe your process for identifying, assessing, and mitigating risks.

Areas to Cover

Risk identification techniques
Risk assessment framework
Prioritization approach
Mitigation strategy development
Risk monitoring methods
Documentation and communication
Escalation procedures
Examples of successful risk management

Possible Follow-up Questions

How do you engage team members in risk identification?
How do you handle risks that become issues despite mitigation efforts?
How do you balance risk management with progress and avoiding analysis paralysis?
Can you describe a situation where your risk management process prevented a significant issue?

Describe your approach to resource management on projects. How do you handle resource conflicts, constraints, or unexpected changes?

Areas to Cover

Resource planning techniques
Capacity assessment methods
Resource allocation strategies
Conflict resolution approach
Handling resource constraints
Contingency planning
Tools used for resource management
Stakeholder communication regarding resources

Possible Follow-up Questions

How do you assess team member capabilities when assigning tasks?
How do you handle competing priorities across multiple projects?
What techniques do you use to optimize resource utilization?
How do you address skill gaps on project teams?

What tools and technologies have you used to support project management? How do you select and implement appropriate tools for different project needs?

Areas to Cover

Specific tools experience (e.g., MS Project, Jira, Asana, etc.)
Criteria for tool selection
Integration with other systems
Team adoption strategies
Customization experience
Reporting capabilities utilized
Tool limitations and workarounds
ROI assessment for tool implementation

Possible Follow-up Questions

How do you ensure team members properly use the selected tools?
How do you handle stakeholders who prefer different tools?
What manual processes have you automated using project management tools?
How do you balance the benefits of a tool with the learning curve?

Explain your approach to project budgeting and cost management. How do you ensure projects stay within financial constraints?

Areas to Cover

Budget development process
Cost estimation techniques
Tracking and monitoring methods
Variance analysis approach
Cost control measures
Financial reporting
Handling budget constraints
Examples of successful budget management

Possible Follow-up Questions

How do you handle unexpected costs that arise during a project?
What techniques do you use to estimate costs for uncertain elements?
How do you communicate budget status to stakeholders?
Can you describe a time when you had to readjust a project due to budget constraints?

How do you manage project quality? Describe your process for defining quality standards, ensuring adherence, and measuring outcomes.

Areas to Cover

Quality planning approach
Standard setting methods
Quality assurance techniques
Quality control processes
Testing and validation approaches
Documentation practices
Continuous improvement methods
Examples of quality management success

Possible Follow-up Questions

How do you balance quality requirements with timeline and budget constraints?
How do you address quality issues when discovered?
What metrics do you use to measure quality objectively?
How do you foster a quality mindset across the project team?

Interview Scorecard

Methodology Knowledge and Application

0: Not Enough Information Gathered to Evaluate
1: Limited knowledge of methodologies or rigid application
2: Working knowledge of multiple methodologies with adequate selection criteria
3: Strong understanding of various methodologies with thoughtful application
4: Expert knowledge with sophisticated adaptation and optimization of methodologies

Risk Management

0: Not Enough Information Gathered to Evaluate
1: Basic reactive approach to risks with limited planning
2: Standard risk management practices with adequate planning
3: Comprehensive risk approach with proactive identification and mitigation
4: Sophisticated risk management system with innovative mitigation strategies

Resource Management

0: Not Enough Information Gathered to Evaluate
1: Simplistic resource allocation with minimal planning
2: Adequate resource management with standard allocation techniques
3: Strong resource optimization with effective conflict resolution
4: Exceptional resource management with innovative approaches to constraints

Tool Proficiency

0: Not Enough Information Gathered to Evaluate
1: Limited experience with basic tools and minimal customization
2: Comfortable with standard tools and basic customization
3: Proficient with multiple tools and effective implementation
4: Advanced expertise with sophisticated tool customization and integration

Financial Management

0: Not Enough Information Gathered to Evaluate
1: Basic budget tracking with limited control mechanisms
2: Standard budgeting practices with adequate monitoring
3: Strong financial management with effective cost control
4: Exceptional budgeting expertise with sophisticated financial optimization

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: Technical approach suggests difficulty meeting delivery expectations
2: Methods indicate ability to meet basic project requirements
3: Technical knowledge suggests consistent successful delivery
4: Sophisticated approaches likely to result in exceptional project delivery

Outcome: Develop and maintain comprehensive project plans that effectively manage resources, risks, and dependencies

0: Not Enough Information Gathered to Evaluate
1: Planning approach appears inadequate for comprehensive management
2: Methods suggest ability to create functional plans with some limitations
3: Technical knowledge indicates ability to develop strong project plans
4: Advanced planning approaches likely to produce exceptional comprehensive plans

Outcome: Implement process improvements that enhance project delivery efficiency and effectiveness

0: Not Enough Information Gathered to Evaluate
1: Limited technical knowledge suggests minimal improvement capability
2: Standard knowledge base indicates ability to implement basic improvements
3: Strong technical foundation suggests effective process enhancement capability
4: Advanced technical expertise indicates exceptional improvement potential

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Team Interview (Optional)

Directions for the Interviewer

This interview gives potential teammates an opportunity to assess the candidate's collaboration style, cultural fit, and technical compatibility with the team. The focus is on understanding how the candidate would integrate with existing team dynamics, their communication approach, and their ability to navigate team-based challenges. Each interviewer should focus on different aspects based on their role and interaction with the Project Manager position. Take note of the candidate's listening skills, thoughtfulness in responding to questions, and how they engage with various team members. Allow 45 minutes total, with 5-10 minutes at the end for the candidate to ask questions of the team.

Directions to Share with Candidate

"Today you'll be meeting with potential teammates from different functional areas who work closely with the Project Manager role. This is an opportunity to learn more about our team dynamics and working environment, while also helping us understand how you collaborate and communicate with different stakeholders. Feel free to ask questions about our team processes, culture, and expectations as well."

Interview Questions

How do you typically build relationships with new team members when joining a project that's already in progress?

Areas to Cover

Integration approaches for established teams
Relationship building techniques
Knowledge acquisition methods
Respect for existing team dynamics
Communication style adaptation
Value addition without disruption
Examples from past experiences

Possible Follow-up Questions

How do you balance learning about existing processes with suggesting improvements?
How do you handle team members who may be resistant to a new project manager?
What information do you prioritize gathering when joining a team mid-project?
How do you ensure continuity while potentially making necessary changes?

Tell us about a time when you had to navigate differing opinions within a project team to reach consensus on an important decision.

Areas to Cover

Conflict resolution approach
Facilitation techniques
Active listening methods
Objectivity maintenance
Decision-making framework
Stakeholder management
Follow-up and implementation
Team cohesion maintenance

Possible Follow-up Questions

How did you ensure quieter team members were heard?
What techniques do you use to depersonalize disagreements?
How do you handle situations where consensus isn't possible?
How did you document and communicate the final decision?

How do you adapt your communication style when working with team members from different functional areas (e.g., technical teams, business stakeholders, leadership)?

Areas to Cover

Communication style flexibility
Understanding of different functional perspectives
Technical vs. non-technical communication
Communication frequency and format adjustments
Vocabulary and terminology adaptation
Visual communication tools
Active listening techniques
Feedback solicitation methods

Possible Follow-up Questions

How do you ensure technical concepts are understood by non-technical stakeholders?
What techniques do you use to verify understanding across different groups?
How do you balance detailed communication with executive summaries?
How do you handle communication when there are knowledge gaps?

Describe a situation where you received constructive feedback from a team member. How did you respond and what did you learn?

Areas to Cover

Openness to feedback
Initial reaction and processing
Follow-up actions taken
Relationship with feedback provider
Self-reflection process
Behavioral changes implemented
Growth mindset demonstration
Ongoing development approach

Possible Follow-up Questions

How do you solicit feedback proactively?
What types of feedback do you find most valuable?
How do you distinguish between feedback to act on versus set aside?
How do you create an environment where team members feel comfortable providing feedback?

What's your approach to developing team members and helping them grow their skills while still meeting project deadlines?

Areas to Cover

Balance of development with delivery
Skill assessment methods
Development opportunity identification
Coaching and mentoring techniques
Delegation strategies
Performance feedback approach
Recognition methods
Long-term development planning

Possible Follow-up Questions

How do you identify development needs in team members?
What techniques do you use to provide constructive feedback?
How do you ensure development activities don't impact critical timelines?
Can you share an example of successfully developing someone while maintaining project momentum?

Interview Scorecard

Team Collaboration

0: Not Enough Information Gathered to Evaluate
1: Shows limited collaboration skills or team-oriented mindset
2: Demonstrates adequate team collaboration with standard approaches
3: Exhibits strong collaborative abilities and team-building skills
4: Displays exceptional collaboration capabilities with proven ability to unite diverse teams

Communication Effectiveness

0: Not Enough Information Gathered to Evaluate
1: Limited communication adaptability across different audiences
2: Adequate communication with basic audience adjustment
3: Strong communication skills with effective stakeholder adaptation
4: Exceptional communication abilities with sophisticated tailoring to diverse audiences

Conflict Resolution

0: Not Enough Information Gathered to Evaluate
1: Shows basic conflict handling with potential avoidance tendencies
2: Demonstrates standard conflict resolution approaches
3: Exhibits strong mediation skills and constructive conflict management
4: Displays sophisticated conflict transformation abilities that strengthen relationships

Receptiveness to Feedback

0: Not Enough Information Gathered to Evaluate
1: Shows limited openness to feedback or defensive tendencies
2: Demonstrates adequate acceptance of feedback with some implementation
3: Exhibits strong feedback reception with constructive application
4: Displays exceptional growth mindset with proactive feedback solicitation

Cultural Fit

0: Not Enough Information Gathered to Evaluate
1: Limited alignment with team values and working style
2: Adequate compatibility with team culture
3: Strong alignment with organizational values and team dynamics
4: Exceptional cultural fit with potential to enhance team environment

Outcome: Build and lead high-performing project teams that consistently meet milestones and objectives

0: Not Enough Information Gathered to Evaluate
1: Team interaction suggests limited ability to build effective teams
2: Demonstrates potential to build adequate performing teams
3: Shows strong capability to develop effective, cohesive teams
4: Demonstrates exceptional team leadership potential

Outcome: Establish trusted relationships with stakeholders and ensure their needs and expectations are met

0: Not Enough Information Gathered to Evaluate
1: Interaction suggests challenges in building stakeholder relationships
2: Shows adequate stakeholder management capabilities
3: Demonstrates strong relationship-building abilities
4: Exhibits exceptional interpersonal skills for building trusted partnerships

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Executive Interview (Optional)

Directions for the Interviewer

This interview allows senior leadership to assess the candidate's strategic thinking, organizational alignment, and leadership potential. Focus on understanding how the candidate approaches project management from a business perspective, their ability to communicate with executives, and how they align project outcomes with organizational objectives. This conversation should help determine if the candidate can operate effectively at a strategic level while also managing tactical execution. Allow 30-45 minutes for this conversation, including time for the candidate to ask questions about the organization's direction and leadership expectations.

Directions to Share with Candidate

"In this conversation, we'll discuss how you approach project management from a strategic perspective and align project work with business objectives. I'm interested in understanding your experience working with executive stakeholders, managing complex organizational dynamics, and ensuring projects deliver business value. This is also an opportunity for you to ask questions about our organization's strategic direction and how project management contributes to our success."

Interview Questions

How do you ensure the projects you manage align with and support broader organizational goals and strategies?

Areas to Cover

Strategic alignment process
Business case development
Value identification methods
Stakeholder alignment approaches
Progress reporting against strategic objectives
Course correction methods
Examples of strategic alignment
Business acumen demonstration

Possible Follow-up Questions

How do you handle projects where the strategic value isn't clear?
How do you communicate strategic alignment to project teams?
What do you do when organizational priorities shift during a project?
How do you measure a project's contribution to strategic objectives?

Tell me about a time when you had to navigate complex organizational politics to move a project forward. What approach did you take?

Areas to Cover

Political awareness demonstration
Stakeholder mapping techniques
Influence strategies
Coalition building
Communication approaches
Executive relationship management
Obstacle navigation
Outcome achievement despite complexity

Possible Follow-up Questions

How did you identify the key influencers in the situation?
What techniques did you use to gain support from resistant stakeholders?
How did you maintain neutrality while still advancing the project?
What would you do differently if faced with a similar situation?

Describe how you typically communicate project status, risks, and decisions to executive stakeholders.

Areas to Cover

Executive communication style
Information prioritization
Frequency and format adjustments
Visual communication techniques
Risk presentation approach
Decision framing
Business impact emphasis
Successful executive communication examples

Possible Follow-up Questions

How do you adjust your communication for time-constrained executives?
How do you present bad news or significant risks to executive stakeholders?
What techniques do you use to make complex information accessible?
How do you handle situations where executives disagree with your recommendations?

What's your approach to making difficult decisions when you have incomplete information, competing priorities, or significant uncertainty?

Areas to Cover

Decision-making framework
Risk assessment process
Stakeholder consultation approach
Prioritization criteria
Data vs. intuition balance
Documentation of rationale
Communication of decisions
Adjustment process as new information emerges

Possible Follow-up Questions

How do you determine when you have enough information to make a decision?
How do you involve others in the decision-making process?
What do you do when stakeholders disagree with your decision?
Can you share an example of a particularly difficult decision and how you handled it?

How do you approach change management when implementing projects that significantly impact business processes or employee workflows?

Areas to Cover

Change management methodology
Stakeholder impact assessment
Resistance anticipation and management
Communication strategy
Training approach
Support system development
Success measurement
Examples of effective change management

Possible Follow-up Questions

How do you identify potential resistance to change?
What techniques do you use to gain buy-in from affected stakeholders?
How do you measure the effectiveness of your change management approach?
What lessons have you learned from change initiatives that didn't go as planned?

Interview Scorecard

Strategic Thinking

0: Not Enough Information Gathered to Evaluate
1: Demonstrates primarily tactical thinking with limited strategic perspective
2: Shows adequate strategic awareness with basic alignment capabilities
3: Exhibits strong strategic understanding and effective alignment skills
4: Displays exceptional strategic insight with sophisticated business alignment

Organizational Navigation

0: Not Enough Information Gathered to Evaluate
1: Shows limited awareness of organizational dynamics
2: Demonstrates adequate political savvy and influence skills
3: Exhibits strong ability to navigate complex organizational environments
4: Displays exceptional organizational intelligence and influence capabilities

Executive Communication

0: Not Enough Information Gathered to Evaluate
1: Shows basic communication approach with limited executive tailoring
2: Demonstrates adequate executive communication with standard approaches
3: Exhibits strong executive communication skills with effective presentation
4: Displays sophisticated executive engagement with exceptional clarity and impact

Decision-Making

0: Not Enough Information Gathered to Evaluate
1: Shows limited decision-making capability under uncertainty
2: Demonstrates adequate decision approach with reasonable frameworks
3: Exhibits strong decision-making skills with effective risk management
4: Displays exceptional judgment with sophisticated handling of complexity

Change Leadership

0: Not Enough Information Gathered to Evaluate
1: Shows basic change management with limited strategic approach
2: Demonstrates adequate change leadership with standard methods
3: Exhibits strong change management capabilities with effective stakeholder engagement
4: Displays exceptional change leadership with innovative approaches and proven success

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: Strategic approach suggests potential challenges with consistent delivery
2: Demonstrates capability to deliver projects with adequate results
3: Shows strong potential to consistently deliver successful projects
4: Exhibits exceptional strategic delivery capability likely to exceed expectations

Outcome: Establish trusted relationships with stakeholders and ensure their needs and expectations are met

0: Not Enough Information Gathered to Evaluate
1: Leadership approach indicates potential challenges with stakeholder relationships
2: Shows ability to establish adequate stakeholder relationships
3: Demonstrates strong capability to build effective stakeholder partnerships
4: Exhibits exceptional stakeholder management likely to create strong advocates

Hiring Recommendation

1: Strong No Hire
2: No Hire
3: Hire
4: Strong Hire

Debrief Meeting

Directions for Conducting the Debrief Meeting

The Debrief Meeting is an open discussion for the hiring team members to share the information learned during the candidate interviews. Use the questions below to guide the discussion.Start the meeting by reviewing the requirements for the role and the key competencies and goals to succeed.The meeting leader should strive to create an environment where it is okay to express opinions about the candidate that differ from the consensus or from leadership's opinions.Scores and interview notes are important data points but should not be the sole factor in making the final decision.Any hiring team member should feel free to change their recommendation as they learn new information and reflect on what they've learned.

Questions to Guide the Debrief Meeting

Does anyone have any questions for the other interviewers about the candidate?

Guidance: The meeting facilitator should initially present themselves as neutral and try not to sway the conversation before others have a chance to speak up.

Are there any additional comments about the Candidate?

Guidance: This is an opportunity for all the interviewers to share anything they learned that is important for the other interviewers to know.

Based on our discussions, how well does the candidate demonstrate the essential competencies for this role?

Guidance: Review each of the five key competencies (Planning and Organization, Leadership, Problem-Solving, Stakeholder Management, and Results Orientation) and discuss specific examples that demonstrate strength or weakness in each area.

Is there anything further we need to investigate before making a decision?

Guidance: Based on this discussion, you may decide to probe further on certain issues with the candidate or explore specific issues in the reference calls.

Has anyone changed their hire/no-hire recommendation?

Guidance: This is an opportunity for the interviewers to change their recommendation from the new information they learned in this meeting.

If the consensus is no hire, should the candidate be considered for other roles? If so, what roles?

Guidance: Discuss whether engaging with the candidate about a different role would be worthwhile.

What are the next steps?

Guidance: If there is no consensus, follow the process for that situation (e.g., it is the hiring manager's decision). Further investigation may be needed before making the decision. If there is a consensus on hiring, reference checks could be the next step.

Reference Checks

Directions for Conducting Reference Checks

Reference checks are a critical final step in verifying the candidate's past performance and validating the impressions formed during interviews. These calls provide valuable third-party perspectives on the candidate's capabilities, work style, and impact. Approach each reference call as an opportunity to gain deeper insights rather than just a box-checking exercise. Ask follow-up questions to get specific examples and context. Take detailed notes, especially on areas that were identified as potential concerns during interviews. Conduct at least 2-3 reference checks, ideally with direct supervisors or key stakeholders from recent roles. Use the same questions with each reference for consistency, but feel free to probe deeper in areas specific to that relationship.

Questions for Reference Checks

In what capacity did you work with [Candidate Name], and for how long?

Guidance: Establish the context of the relationship, including reporting structure, frequency of interaction, and whether they observed the candidate's work directly. This helps assess the credibility and relevance of the reference's perspective.

What were [Candidate Name]'s primary responsibilities in their role?

Guidance: Compare this description with what the candidate shared to verify consistency and better understand their actual vs. stated contributions.

Could you describe [Candidate Name]'s approach to planning and managing projects? What were their strengths and areas for development in this regard?

Guidance: Listen for specific examples of planning methodology, organization skills, and ability to coordinate complex projects. Note whether the reference describes a structured approach or more ad-hoc management style.

How would you describe [Candidate Name]'s leadership style? How effective were they at building and motivating teams?

Guidance: Look for evidence of leadership capabilities, team development, conflict management, and the ability to inspire others. Note examples of how they handled challenging team situations.

Can you share an example of a significant challenge or obstacle [Candidate Name] faced on a project and how they handled it?

Guidance: This reveals problem-solving abilities, resilience, and adaptability. Listen for the approach they took, resources they utilized, and the outcome achieved.

How did [Candidate Name] manage relationships with stakeholders at various levels? Were they effective at navigating organizational dynamics?

Guidance: Listen for communication skills, political savvy, and ability to build trust with diverse stakeholders. Note any mentions of conflict management or difficult stakeholder situations.

On a scale of 1-10, how likely would you be to hire [Candidate Name] again if you had an appropriate role? Why?

Guidance: This question often reveals more honest assessment than direct questions about strengths and weaknesses. Follow up on the reasoning behind their rating, especially if it's below 8.

What type of work environment or organizational culture do you think [Candidate Name] would thrive in?

Guidance: This helps assess cultural fit without leading the reference. Compare their description with your organization's culture to identify potential alignment or challenges.

Reference Check Scorecard

Verification of Experience and Responsibilities

0: Not Enough Information Gathered to Evaluate
1: Significant discrepancies between stated and verified experience
2: Minor discrepancies or overstatements of responsibility
3: Consistent verification of stated experience and responsibilities
4: Strong confirmation of experience with additional positive context

Planning and Organization Skills

0: Not Enough Information Gathered to Evaluate
1: References indicate significant gaps in planning approach
2: References describe adequate planning abilities with some limitations
3: References confirm strong planning and organizational capabilities
4: References highlight exceptional planning skills as a standout strength

Leadership and Team Management

0: Not Enough Information Gathered to Evaluate
1: References suggest challenges with team leadership or motivation
2: References describe adequate leadership with standard approaches
3: References confirm effective leadership and team development abilities
4: References emphasize outstanding leadership as a defining characteristic

Problem-Solving and Adaptability

0: Not Enough Information Gathered to Evaluate
1: References indicate reactive problem-solving with limited effectiveness
2: References describe adequate problem-solving with standard approaches
3: References confirm strong analytical skills and effective problem resolution
4: References highlight exceptional problem-solving as a key strength

Stakeholder Management

0: Not Enough Information Gathered to Evaluate
1: References suggest challenges managing diverse stakeholders
2: References describe adequate stakeholder management approaches
3: References confirm effective stakeholder engagement and management
4: References emphasize outstanding stakeholder management as a key strength

Outcome: Successfully deliver assigned projects on time, within scope and budget while meeting quality standards

0: Not Enough Information Gathered to Evaluate
1: References indicate inconsistent project delivery performance
2: References suggest adequate delivery with some compromises
3: References confirm consistent successful project delivery
4: References highlight exceptional delivery performance exceeding expectations

Outcome: Build and lead high-performing project teams that consistently meet milestones and objectives

0: Not Enough Information Gathered to Evaluate
1: References suggest limited effectiveness building cohesive teams
2: References describe adequate team development with standard results
3: References confirm strong team building and leadership capabilities
4: References emphasize exceptional team development as a standout strength

Frequently Asked Questions

How should I prepare the interview team to use this guide effectively?

Hold a brief preparation meeting with all interviewers to review the guide, assign specific areas of focus to each interviewer, and ensure everyone understands the essential competencies and desired outcomes for the role. Emphasize the importance of taking detailed notes and using the provided follow-up questions to dig deeper. Consider using our interview guide preparation tips for additional guidance.

How can we ensure we're evaluating candidates consistently across different interviewers?

The structured format of this guide helps ensure consistency, but you should also emphasize the importance of scoring candidates against the competencies rather than comparing candidates to each other. Have interviewers complete their scorecards immediately after each interview before discussing with others. Use the debrief meeting to calibrate assessments. Our article on using interview scorecards provides more detailed guidance.

What if the candidate doesn't have experience with our specific industry or technical environment?

Focus on transferable skills and adaptability rather than specific domain knowledge, especially for the project management fundamentals. During the technical competency interview, probe for examples of how they've quickly learned new domains or technologies in the past. The simulation exercise can also help assess how they would approach projects in your specific context despite limited prior experience.

How should we modify this guide if we're hiring for a more junior or more senior Project Manager role?

For a junior role, place greater emphasis on core project management skills, methodological knowledge, and growth potential rather than leadership experience. You might simplify the simulation exercise and focus more on specific technical skills. For a more senior role, add greater emphasis on strategic thinking, organizational navigation, and change leadership. You might also add questions about scaling project management practices and mentoring other project managers.

What should we do if different interviewers have significantly different assessments of the candidate?

Use the debrief meeting to thoroughly explore these differences. Have each interviewer share specific examples that informed their assessment. Often, different perspectives emerge because interviewers observed different aspects of the candidate's capabilities. If significant disagreement persists, consider whether additional interviews or reference checks focusing on the areas of concern might help resolve the uncertainty.

How can we use this guide for remote or virtual interviews?

The structure of this guide works well for both in-person and virtual interviews. For the project management simulation, ensure the candidate has clear instructions and access to any needed tools before the interview. Consider scheduling shorter, more focused sessions for virtual interviews to combat video call fatigue. Send calendar invites with clear information about which part of the process each interview covers.

What if we need to compress the interview process due to time constraints?

If you need a more condensed process, consider combining the technical and leadership competency interviews, and potentially making the team interview optional depending on the role. The screening interview and project simulation should remain as standalone elements as they provide distinctive types of assessment. Whatever you do, avoid rushing interviews or eliminating the debrief meeting, as these often lead to poor hiring decisions.