​How to ask and respond to common project manager interview questions

Looking for a project manager to take your business forward? Or are you looking for a role in project management? We outline some of the common interview questions associated with project manager roles and how to respond to them as a jobseeker.

9 mins read
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about 1 year ago

Project managers are responsible for the daily management of project work and need to have the skills to handle the scope, schedule, budget, risk and quality of any project.

Project manager roles can be very stressful and time-sensitive, so interviews for this kind of role can be challenging. Although every interview is different, it is likely that similar questions will be asked that focus on interpersonal skills, technical knowledge and examples from specific situations.

Here are some common project manager interview questions that you can ask as an employer and how to answer them as a candidate.

Tell me about yourself

Employer: This is a common question to start most interviews, and it is a good way to learn more about a candidate’s background, previous experiences and skills they have learned from other roles. This question can also be used to try and learn more about the candidate’s personality and how they would fit in as a project manager at the company.

Candidate: There are several ways to approach this question that will satisfy the interviewer. A simple and effective way to structure a response is to start with your current role and what you do, then move on to past experiences that are relevant to the role you applied for and finish with what kind of role you are looking for next and why you are interested in this opportunity.There are several ways to approach this question that will satisfy the interviewer. A simple and effective way to structure a response is to start with your current role and what you do, then move on to past experiences that are relevant to the role you applied for and finish with what kind of role you are looking for next and why you are interested in this opportunity.

What’s your prior experience in this industry?

Employer: It’s important to know if a candidate has experience in your industry because they may already have the knowledge and understand the methods that your company uses to manage projects successfully. If they don’t, try to assess if they have strong project management skills that can apply to your industry, such as using project management software or having a good knowledge of how the industry works.It’s important to know if a candidate has experience in your industry because they may already have the knowledge and understand the methods that your company uses to manage projects successfully. If they don’t, try to assess if they have strong project management skills that can apply to your industry, such as using project management software or having a good knowledge of how the industry works.

Candidate: Being prepared to talk about the industry is essential. Make sure you can talk about any experiences you have had in the industry - from either a professional or academic perspective. If you don’t have any direct experience, talk about what you know from market research, what interests you about the industry and what you plan to bring to it. It may be helpful to mention any skills or knowledge that are transferable as well.Being prepared to talk about the industry is essential. Make sure you can talk about any experiences you have had in the industry - from either a professional or academic perspective. If you don’t have any direct experience, talk about what you know from market research, what interests you about the industry and what you plan to bring to it. It may be helpful to mention any skills or knowledge that are transferable as well.

What was your most successful project?

Employer: Scenario-based interview questions are a good way to understand how candidates have achieved success in different situations. This question will help to identify a candidate’s passion for their work, any proven successes as a project manager and how they measure success.Scenario-based interview questions are a good way to understand how candidates have achieved success in different situations. This question will help to identify a candidate’s passion for their work, any proven successes as a project manager and how they measure success.

Candidate: This question gives you a great opportunity to show your strengths as a project manager. Focus on your role - what did you do to make sure the project stayed on track to meet the deadline? Think about the key decisions you and the team made that led to its success. Remember, projects can be successful not only for meeting goals and deadlines, but also if they introduced change and developed new strategies.This question gives you a great opportunity to show your strengths as a project manager. Focus on your role - what did you do to make sure the project stayed on track to meet the deadline? Think about the key decisions you and the team made that led to its success. Remember, projects can be successful not only for meeting goals and deadlines, but also if they introduced change and developed new strategies.

"Although you may be concerned about a career decision, or some possible skill gaps a candidate might have, be mindful to not rule anyone out or make any snap judgements before the end of the interview so you can get the full picture and give the candidate a fair chance."

Scott Nevett- Recruitment Director, Reed

Describe a difficult project and how you handled it

Employer: The purpose of this question is to evaluate how candidates cope with challenges. Obstacles are common when managing projects, but you want to find out how they solved them in the past to understand how they deal with real-life situations. This question also gives an insight into the person’s project management style, and how they lead teams and resolve conflicts that may occur.

Candidate: Facing unexpected challenges is a key part of being a project manager, so ideally you’ll have a few examples to pick from. The best way to answer this question is to first explain the situation and what the challenge was. Then, describe how you found a solution to overcome the situation. Next, tell what you did, and how you did it. Finish by sharing the result and what you learned from the experience.

How do you prioritise tasks on a project?

Employer: Knowing exactly what to prioritise is essential for any project. To be successful, a good project manager or project management office (PMO) is going to help manage small and large-scale projects that have an impact on the business and customers. This question will explore the candidate’s thought process and how they make time and task management decisions. It’s also worth finding out how the candidate would handle multiple projects at once.

Candidate: When asked questions about prioritisation, providing examples of how you organise your day, plan your work and set deadlines shows the interviewer that you’re able to monitor and keep on top of work. According to the 2021 Project Management Report, 59% of project managers run between two and five projects at any given time, so make sure your answer includes a combination of deadlines, stakeholder needs and business-critical tasks.

What tools/software do you like to use to help plan, track and evaluate a project?

Employer: A project manager will use tools to plan, track and evaluate their work. Take the time to get a sense of how well the candidate knows different project management tools and how they use them.

Candidate: It would be helpful to list the project management tools you’ve used in previous roles, from Trello to Basecamp to Asana. Mention what you enjoy about the tools, and how they could be improved – it would be a great bonus to find out what tools the company uses and start a conversation on that.

How do you manage budgets for your projects?

Employer: Most projects, regardless of the size, usually require some budgeting, which is why it may be useful to ask questions specifically about budget management. Asking questions about budgets allows employers to gain a deeper understanding of what experience the candidate has with project management processes.

Candidate: The employer, more often than not, will want to hear examples of when you’ve managed a budget for previous projects. Try to talk about situations when you’ve given cost estimates, allocated funds, kept track of money spent, and how you’ve planned for unforeseen costs. If you don’t have much experience, share what you know about budget planning, or, if relevant, talk about budgeting in your personal life. Our specialist recruiters can help you conduct the perfect interview.

Have you worked with remote teams?

Employer: Because of the pandemic – and the rapid growth of digital project management tools – projects being done and worked on remotely have increased significantly. Knowing how the candidate has worked with people and resources remotely can show you how they adapt to changes in working conditions, and provides valuable insight into their leadership style.

Candidate: Employers will want to know how you’ve successfully worked with remote teams. Often, they will want to hear possible challenges faced when working with a remote workforce, and how you dealt with any issues quickly and effectively. Showing how you’ve been flexible and adaptable to changes in working conditions – such as using communication software like Microsoft Teams – is also a huge positive for businesses in the current situation.

How would you handle a difficult stakeholder?

Employer: This question aims to gain clarity into a candidate’s stakeholder management skills and how they deal with issues. How they communicate with executives, project sponsors and stakeholders requires a different tone than what is used with team members – use this question to understand what approach they’d take to handle this situation.

Candidate: Working with stakeholders is never easy, but it’s a vital part of being a successful project manager. Being able to showcase your ability to manage stakeholder needs is crucial. Focus on a previous example, describing the situation, before presenting your solution and the result will stand you in good stead. Your communication and negotiation skills will be an important part of your answer.

If you are looking for the next top professional for your business or looking for your next role, get in touch with one of our expert consultants today.

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Top tips for helping employees manage ADHD at work
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  1. Article

Top tips for helping employees manage ADHD at work

​People with ADHD will, more often than not, have challenges in the workplace, which may lead to them leaving a job. However, with tailored support and understanding around their strengths and talents, they are likely to flourish and become a great asset to your organisation.

It’s important to remember that everyone with ADHD is different, and the condition affects people in different ways, but they have the same broad range of skills, interests and intelligence as the rest of society. Open communication with your employees is key so that you can find out what support would help them most.

What is ADHD?

ADHD is a neurodevelopmental condition which affects brain structure and neurotransmission, which is the way in which messages are communicated around the brain and how different areas of the brain are activated.

It has three core traits which affects people with differing degrees:

  • Inattention

  • Impulsiveness

  • Hyperactivity

Traits of ADHD are present from childhood, but recently, an increasing number of adults are being diagnosed with ADHD for the first time, as the condition becomes more widely understood. Even without an official diagnosis, which can take years to obtain, employers have a duty of care to their employees and must offer reasonable adjustments.

A review by the Attention Deficit Disorder Association found that adults with ADHD are nearly 60% more likely to be let go from a job role, 30% more likely to have chronic or ongoing employment challenges, and three times more likely to quit a job.

So how can you support your employees with ADHD?

Promote awareness and understanding

Educating the wider workforce about ADHD can help create an inclusive environment which better understands the needs of neurodivergent employees. For your senior leadership team and managers, consider hosting training sessions or workshops to help you and your workforce understand ADHD and how neurodivergent traits impact people in the workplace.

This awareness can reduce stigma and encourage open conversations that can lead to increased empathy, support and cohesion at work. This way, your employees with ADHD can adopt strategies that work for their neurotype.

Encourage regular check-ins

Encourage regular check-ins where employees can express any challenges relating to their ADHD. When a colleague has ADHD, it’s important to understand that they intend to get tasks done in a timely manner, however, there are obstacles that might be getting in their way.

Time can be a challenge for someone with ADHD, which affects their perception of how long something will take them, and also can cause them to overestimate the length of time until a deadline. Those employees with ADHD may benefit from the routine of regularly check-ins to help keep them on track and accountable. Without these interactions with their managers or team leaders, they may unintentionally lose their way on certain tasks. This is especially true for tasks that offer no reward, novelty or interest, or have many steps to them.

Implement flexibility

Flexibility can be crucial for employees with ADHD. It takes time and patience to understand their needs and you have to get to know them as people to figure out what strategies truly work for them to help them thrive in their job role.

Consider options such as remote work, flexible hours and locations, and if possible, adjustable deadlines. These arrangements allow employees to work when they feel most productive and help to minimise distractions.

People with ADHD can meet workplace demands in an environment that helps them focus, stay on task, and be productive.

Create a structured environment

A structured work environment can greatly benefit employees with ADHD. This type of environment will help them establish routines and set clear expectations of what is expected of them.

Use project management and technology tools to help them break tasks into manageable steps and encourage the use of calendars and reminders to stay organised.

There are a number of apps which can assist people with ADHD and other neurodivergent conditions that impact executive function: i.e. working memory, attention, time management, organisation, planning and prioritisation, self-regulation, task initiation and completion, and self-monitoring.

However, not every app works for everyone, so be open to trying multiple options. Some potentially helpful apps include:

  • To do list reminders / scheduling apps (e.g. Todoist, Wunderlist, Trello)

  • Aids if reading and writing are a problem (e.g. Captivoice.com, Google Docs Voice Typing, Apple Dictation)

  • Blockers to eliminate distractions from social media / smart phones during tasks (e.g. Cold Turkey)

  • White noise / ambient noise apps (e.g. Coffivity, Focusatwill)

  • Note taking apps (e.g. To Do, Microsoft OneNote)

Provide clear instructions and feedback

Clear, concise instructions can help reduce overwhelm in employees with ADHD, allowing them to better focus on their tasks. The use of bullet points, visuals, or checklists to communicate expectations can be highly effective.

Helping your employees with ADHD succeed doesn’t stop once changes in the workplace have been made to meet their needs. You may need to consider providing and receiving feedback so both parties know how the changes are working.

As an employer, you can also tell them about their progress at work and the areas they might need to work on. Regular feedback helps them stay on track and make the necessary adjustments. Positive reinforcement can also increase motivation due to the brain’s response to reward, creating dopamine, which is a neurotransmitter that is unstable in people with ADHD.

Encourage breaks and physical activity

Regular breaks and physical activity can enhance focus and productivity, potentially reducing overwhelm or stress from their workload.

Encourage employees to take short breaks to recharge, and consider implementing wellness programmes that promote physical activity, mindfulness, or relaxation techniques.

Standing desks can benefit people with ADHD by allowing them to get up when they are feeling hyperactive and need to move. Fidget toys and footrests can also help them keep moving and the repetitive movements can help them stay regulated and focused. Walking meetings are also helpful for people with the hyperactive type of ADHD.

By implementing active initiatives, businesses can create an environment that encourages and supports physical activity and regular movement, including fidgeting or ‘stimming’, ultimately improving employee satisfaction and leading to better retention rates.

Set realistic goals and help them conquer tasks

Help employees set achievable goals that align with their strengths and capabilities. If you request something from an employee with ADHD, it can be helpful to ask them what timeframe makes sense for them to provide you with what you need.

Once this is agreed, it may be helpful to ask for regular updates before the work is due just to make sure it remains at the top of their to-do list. Be constructive with any conversations around goals and don’t be afraid to discuss with them what will help them get work done in a timely fashion. Often, switching strategies helps keep professionals with ADHD engaged, through renewed novelty.

If you notice mistakes are being made regularly, it could be that they haven’t processed the instructions properly. You can assist by asking what their preferred communication type is. People with ADHD often benefit from multiple forms, such as an email with action points following a phone call, or live captions.

As with any employee, but especially those who thrive on reward, be sure to celebrate their accomplishments to help boost motivation and confidence.

Useful resources

ADHD Works https://www.adhdworks.info/

ADDitude magazine https://www.additudemag.com/

Access to work ADHD https://www.adhd-360.com/access-to-work-adhd/

Watch our webinar 'Empowering workplaces: navigating ADHD'.

The importance of ADHD understanding in education
4 mins read
  1. Article

The importance of ADHD understanding in education

​​Attention Deficit Hyperactivity Disorder (ADHD) is a neurodevelopmental condition that affects both children and adults. It is characterised by symptoms of inattention, hyperactivity, and impulsivity, which can significantly impact daily life and functioning.

As a well-recognised condition, October is the month focused on increasing awareness and support available for those affected. The exact cause of ADHD is not fully understood, but it is believed to be a combination of genetic and environmental factors.

It is a lifelong condition that you are born with, and is often diagnosed in childhood, however, as awareness increases, many adults now find themselves seeking diagnosis.

ADHD classifications

There are three clinically recognised types of ADHD, these are:

Inattentive type (ADHD-I)

Symptoms: Difficulty sustaining attention, easily distracted, forgetfulness, and trouble organising tasks. Individuals may appear daydreamy and slow to process information.

Common in: More frequently diagnosed in girls, who may not exhibit hyperactive behaviours.

Hyperactive-impulsive type (ADHD-HI)

Symptoms: Excessive fidgeting, difficulty staying seated, talking excessively, and acting without thinking. These individuals are often described as being “on the go” and may struggle with waiting their turn.

Common in: More commonly diagnosed in boys, who may display more hyperactive behaviours.

Combine type (ADHD-C)

Symptoms: A combination of inattentive and hyperactive-impulsive symptoms. This is the most common type of ADHD, where individuals exhibit a mix of both sets of symptoms.

Common in: Both boys and girls, as it encompasses a broader range of behaviours.

However, what you must remember is that though these are ‘typical’ definitions, each type presents differently in individuals. For example, a student might frequently lose their homework, forget to bring the necessary materials to class, and have difficulty following through on instructions. Or one of your teaching colleagues could find it challenging to manage their time effectively and miss important deadlines or forget they have meetings.

Whatever the symptoms, in my experience, if supported with the right understanding, tools and resources, those with ADHD can thrive, just as well, if not more, than those that don’t have it.

Why is raising awareness so important in education?

Raising awareness of ADHD in schools is crucial for fostering an environment where both staff and students can thrive. When educators have a deeper understanding of ADHD, they are better equipped to provide the necessary support for students who live with the condition. Too often, these students face challenges that, without proper awareness, go unrecognised or misunderstood.

Educators who are informed about ADHD can tailor their approach, offering strategies such as breaking down instructions, simplifying tasks, and providing more consistent feedback. These small yet impactful adjustments can make a significant difference in a student’s academic experience, ensuring they have the same opportunities for success as their peers.

Another benefit of increased awareness is the potential for early identification of ADHD. Many students go through their school years undiagnosed, struggling with focus, organisation, or impulsive behaviours that are misinterpreted as behavioural issues. When ADHD is identified early, schools can work in partnership with parents and specialists to intervene before these struggles manifest into more significant academic or social difficulties. Early intervention gives students the tools they need to manage their symptoms effectively, which can positively impact their long-term success and mental well-being.

Equally important is addressing the stigma that still surrounds ADHD - it’s getting better, but we are a long way off yet. Far too often, students with ADHD are labelled as ‘lazy’, ‘disruptive’ or ‘difficult’, when they’re grappling with neurological differences that affect their ability to concentrate and regulate their behaviour. Raising awareness helps dismantle these harmful stereotypes, replacing them with empathy and understanding.

As schools become more inclusive and accepting of diverse learning needs, students with ADHD will feel more supported and less isolated. This shift in perspective not only benefits the individuals with ADHD but also enriches the school culture, creating a more compassionate and collaborative community.

Beyond the classroom, raising awareness among students is just as vital. When pupils understand ADHD, particularly those who are diagnosed with it, they can better advocate for themselves. Self-awareness allows them to take charge of their learning, request the support they need, and develop coping strategies that can serve them throughout their educational journey and into adulthood. Empowering students in this way builds their confidence and fosters resilience.

Ideas to help raise awareness in your school

October is ADHD Awareness Month, a prime time for pupils and staff alike to focus on ADHD in your school or Trust.

Why not celebrate the achievements of those with ADHD in an assembly, get an expert to come into school and explain what ADHD is to staff and pupils, perhaps you could encourage children to create a short play on the topic, or even write an essay or short story.

Whatever you chose to do, remember that a school culture which embraces an understanding of ADHD ultimately becomes stronger, more compassionate, and better equipped to nurture every learner and staff member.

Watch our webinar 'Empowering workplaces: navigating ADHD'.

Alex Partridge, Founder of UNILAD and LADbible, on ADHD at work
5 mins read
  1. Featured

Alex Partridge, Founder of UNILAD and LADbible, on ADHD at work

​​When Alex was diagnosed with ADHD at 34, it was a moment that put the rest of his life – and career – in context. In our webinar, Alex reflected on that career, the challenges he faced, and how simple accommodations in the workplace can make a massive difference.

“I got diagnosed with ADHD about a year and a half ago at age 34,” Alex said, explaining how the condition impacted his entrepreneurial journey without him fully realising it.

“Looking back now, through the lens of ADHD, I can see why a lot of my early businesses failed.”

He recounted a story from his university days when he impulsively started a late-night pizza delivery service: “A week later, my interest in the idea evaporated and disappeared. That was one of 10 or 15 businesses that I started and subsequently abandoned before landing on the ones that did sustain my interest.”

This impulsivity and rollercoaster of interest are common traits of ADHD. It’s a condition that’s misunderstood by many, and Alex is on a mission to change that perception -especially in the workplace.

The challenges of ADHD in the workplace

One of the key issues Alex emphasised as part of the webinar with Reed was the disconnect between traditional office environments and the way ADHD brains function.

“When you're forced into an office that's not suited to your brain, it can lead to overstimulation and almost a shutdown,” he said.

“I remember working in a marketing agency in a busy office. The noise, the ping pong table, the constant chatter - it completely paralysed my ability to work. Yet, when I asked to work in a quieter space and be judged on my outcomes rather than my processes, my productivity skyrocketed.

“In just six weeks, I grew the company’s social media following from zero to eight million.”

This experience highlights how simple accommodations, such as offering quiet spaces or allowing flexibility in how tasks are completed, can transform an employee’s productivity.

Common misconceptions about ADHD

One of the biggest obstacles for neurodivergent individuals in the workplace is the stigma attached to ADHD.

Alex said many people still have outdated views: “A common misconception is that ADHD means you’re physically hyperactive and constantly moving around the office. But for many people, particularly women, ADHD is internalised - it's a racing mind rather than fidgety behaviour.”

He added that employers often assume people with ADHD can’t focus, which couldn’t be further from the truth: “People with ADHD don’t have a deficit of attention - they have an abundance of it.

“When we’re interested in something, we can laser in and focus better than most. The challenge is accommodating for those things that capture our attention.”

Another myth Alex addressed is that people with ADHD can’t handle leadership roles.

He said: “In reality, people with ADHD can thrive in leadership positions. The fast pace, high pressure, and need for constant novelty are perfect for us.”

Accommodations that make a difference

So, what can employers do to help their ADHD employees thrive?

“The most important thing employers can do is show they understand,” Alex said. “Create a safe space where employees feel comfortable asking for help without fear of discrimination.

“Something as simple as putting a policy notice on your website or bringing in neurodivergent speakers can make a huge difference.”

On a practical level, Alex suggested allowing flexibility in how and when work is completed.

“Not everyone works well in a nine-to-five structure,” he said, “some people might do 40 hours of work in just four hours if you let them work on their terms. Judge employees by their outcomes, not their processes.”

Other accommodations Alex suggested included offering quiet spaces, providing written instructions rather than verbal ones, and breaking down large projects into smaller tasks with mini-deadlines: “For people with ADHD, having smaller, achievable goals can reduce overwhelm and improve task initiation.

He also encouraged the use of tools like noise-cancelling headphones and fidget toys in the office.

“I always have a thumb stone with me when I’m working, it helps channel some of the physical hyperactivity,” he added. “Normalising these tools can help employees manage their ADHD in a productive way.”

Recognising the signs of ADHD in your employees

Alex said managers who are unsure of how to spot employees who might be struggling with ADHD should look out for signs of anxiety or be aware if someone is withdrawing from meetings or experiences sudden changes in their behaviour.

Employers who suspect someone has ADHD or another neurodivergent condition should approach the situation with care.

“Send a private email or have a private conversation,” Alex said. “Ask if there’s anything you can do to help and work with the employee to create a plan moving forward.

“It’s important to have regular check-ins to ensure that the support remains consistent and effective.”

A call for more awareness and action

Alex’s message is clear: accommodating neurodiverse employees isn’t just the right thing to do - it’s smart business.

“People with ADHD bring incredible creativity, problem-solving skills, and entrepreneurial thinking to the table. With just a few adjustments, they can be a massive asset to any company.”

Alex Partridge, Founder of UNILAD and LADbible

For employers, creating an inclusive environment where neurodivergent employees can succeed is not just about ticking boxes, it’s about recognising and celebrating different ways of thinking.

As Alex said: “The best ideas often come from the quietest minds in the room. You just need to give them the space and time to be heard.”

Through his podcast, ADHD Chatter, Alex continues to raise awareness, share stories, and advocate for change in how society and workplaces understand ADHD.

This article highlights only a small number of recommendations from Alex. If you didn’t get a chance to watch our fireside chat with him, you can watch the recording of the event below: