You got the interview? High five 🫷 Now it’s time to get the job too.
We’ve come up with 12+ resource management interview questions that any self-respecting business is going to ask. They’ll showcase your knowledge, surface your experience, and highlight your all-important skills. Let’s get prepped.
(Psst! Interviewing resource managers? Feel free to swipe these questions to test your candidate’s knowledge and get the best out of your interviewees).
What is a resource manager and what do they do?
Whether or not this interview question comes up, it’s useful to be prepared with an answer to "What is a resource manager"?
Resource management is a business function that operates at both an operational and strategic level. At an operational level, it aims to deliver projects on time, in scope, and on budget, by assigning the right resources at the right time.
At a strategic level, it’s about supporting long-term business goals by aligning resourcing strategies to business objectives. For example, ensuring the organization has capacity to meet demand, and the right mix of skills and roles for future projects.
The role of a Resource Manager differs depending on the level of seniority. For junior to intermediate resource managers, the focus is often on operational tasks such as resource scheduling, monitoring capacity and utilization, and ensuring resources aren’t over- or under-utilized.
At senior resource manager or director level, the focus shifts to more strategic responsibilities. This includes aligning resource management with business objectives, managing conflicting stakeholder priorities, and proactively mitigating business risks.
In this article, we focus on interview questions for junior to intermediate-level resource managers.
12+ resource manager interview questions to prep for
Resource manager interview questions are designed to test your theoretical knowledge, your practical expertise, and your skill set.
At a junior or intermediate level, interviewers will likely be looking for evidence of operational (rather than strategic) resource management experience – such as scheduling resources and monitoring utilization and capacity.
HR managers will also want to see strong organization, communication, and negotiation skills, plus some experience of using relevant tech and tools.
Introductory resource manager interview questions
Tell us a little bit about yourself…
First impressions count and most interviews start with this question as an ice-breaker, so it’s a great one to prepare for.
Don’t be fooled. This isn’t about your hobbies, family life, or anything personal. It’s your opportunity to give your elevator pitch to the interviewer before the competency-based questions start.
To ace this particular question, be sure to:
- Introduce yourself – "Hello. Thank you for asking. I’m…"
- Highlight your resource management experience – "I have over X years’ experience in resource management, most recently at XYZ Industries, where I was responsible for…"
- Flag any key achievements in past employment – "My most notable accomplishment in that role was to…"
- Explain why you’re looking for a new role – "Having been at XYZ for the past X years, I’m ready for a new challenge…"
- And why you want to work for this particular company –"Your company has an excellent reputation for… so when I saw the role advertised, I jumped at the chance to apply."
Knowledge-based resource manager interview questions
How would you define resource management and why is it important in project delivery?
This question is checking you understand the role of resource management, what it entails, and how it contributes to business success. Make sure you:
- Give a brief definition of resource management – To ensure the efficient and accurate allocation of (human) resources to project needs.
- Describe some of the key responsibilities at your level – Such as identifying resources, allocating them to projects, optimizing resource allocation, avoiding under- or over-utilization.
- Demonstrate your understanding of the wider implications – Like ensuring projects are delivered on time, on budget, and to client expectations.
Describe your approach to allocating resources to a project or piece of work.
This question is designed to assess your knowledge of how to schedule resources, as well as understand your processes. Ensure you:
- Acknowledge the importance of having a process – Explain a consistent process supports objective and strategic scheduling, rather than ad hoc allocations.
- Outline your approach – Discuss how you schedule resources, including how you collect project information, identify resources based on skills, interests, availability, capacity, etc.
- Talk about overall resource optimization – Describe how you consider individual project needs within the bigger picture of the wider portfolio.
- Mention monitoring – Show you understand that project scope and staffing can change and you’ll monitor project progress and adjust allocations as need.
Keep levelling up your knowledge: The Do's and Don't's of Resource Planning in Agile Organizations ➡️
Experience-based resource manager interview questions
Describe a time when you noticed a resource was overworked or underutilized. How did you handle the situation?
This question checks you understand the importance of a balanced workload – one that maximizes productivity and return on investment, without causing burnout or staff turnover. It also assesses your ability to monitor resource utilization and take corrective action. For a strong response:
- Explain the consequences of over- or under-utilization – Overutilization causes burnout, reduces productivity, and leads to low morale and high turnover. Whereas underutilization means you’re paying for time and talent that you’re not using, which is wasteful.
- Provide a specific example – If you can, provide an example from past employment. How did you spot the issue? What steps did you take to resolve it?
- If you can’t provide an example… Talk about the steps you would take, e.g. monitoring capacity and utilization, looking for opportunities to reallocate work to suitable alternatives, adjusting tasks or timetables, communicating with resources and project managers, etc.
What key performance indicators (KPIs) or data do you use to guide your resource management decisions?
This question is designed to assess how data-driven you are, plus how well you understand the metrics that influence resource allocation. Make sure you cover the following:
- Highlight the importance of data – Emphasize that data is essential for making informed, objective decisions. Using resource management data helps ensure better project outcomes, satisfied clients, and higher employee morale by preventing burnout and optimizing workloads.
- Mention key KPIs relevant to your role – For junior roles, focus on metrics like utilization rates, capacity vs. demand, and project timelines. More experienced candidates should also discuss KPIs like employee satisfaction, turnover rates, and forecasting accuracy.
- Explain where you find data – Describe how you access and monitor relevant data. For example, by using resource management software to track utilization heatmaps or gathering input from HR reports, time-tracking systems, and project management tools.
- Talk about your data skills – Use examples from past employment to demonstrate that you’re data-savvy and know your way around resource management tools and statistics. Also, flag how you bring the human story to data, so it’s more understandable.
Have you used any resource management tools or software? If so, which ones, and how have they helped you?
This question gauges your familiarity with the tools that enhance efficiency in resource management. It may be that the organization already uses resource management software or they’re looking to introduce it. Try to find out what the recruiting organization currently uses and tailor your answer accordingly.
- Recognize that different companies use different tools – Like spreadsheets, Kanban boards, and dedicated resource management tools, depending on their resource management maturity.
- Explain how these tools support your work – For example, improving visibility into resource availability, tracking project timelines, or avoiding scheduling conflicts.
- Discuss the specific tools you've used – Talk about your level of proficiency and highlight your willingness to adopt new technologies if needed.
- Suggest improvements – If you know the company is using suboptimal tools, don’t be afraid to talk about your experience in more advanced approaches and how they could benefit the business.
Scenario-based resource manager interview questions
If two resources are requested for the same project, how do you decide which project gets priority? Can you give us an example?
This question assesses your ability to manage competing demands, and to use available data and information to make strategic decisions. A strong answer should:
- Recognize the problem – Resources are often in short supply and high demand, so a key part of a resource manager’s role is to prioritize.
- Explain your approach to prioritization – How you consider factors such as project deadlines, value to the business, strategic alignment, etc., to determine the optimal way to allocate resources.
- Say where you’d find that information – That you’d liaise with project managers to gather key information before making decisions, look at data held in RM systems, etc.
- Provide a relevant example – Have a relevant example of when you’ve done this in previous employment and how it contributed to a positive outcome for the business or projects involved.
How would you adjust a resource schedule if there’s an unexpected delay or scope change?
This question assesses your ability to stay flexible and adapt to unforeseen changes in project requirements. Be sure you include the following in your answer:
- Acknowledge the need for agility – Show that you accept change as an integral part of your role and that you have the skills to take it in your stride.
- Explain your process – Describe how you would reassess priorities, communicate with project managers to understand the full impact, and then reallocate resources based on the updated requirements.
- Highlight any specific techniques – If you’ve used specific resource leveling techniques, be sure to mention them here.
- Show the impact – Demonstrate how your approach would reduce disruption, minimize any negative impacts, and ensure successful project completion.
If you get the job, what will you do in your first 30, 60 and 90 days?
This question is to check you’ll be proactive when appointed and hit the ground running. And it’s a biggie! So big we have a whole article on the topic. Check out 30-60-90: Fast-track to Success in Your First 90 Days as a Resource Manager for tips.
Skills-based resource manager interview questions
Can you give us an example of a time you’ve had to use your communication skills to resolve resource management challenges?
This question is designed to evaluate your soft skills in communication, interpersonal relationships, and conflict resolution. It also assesses your understanding of where challenges can arise in resource management. For a strong answer:
- Acknowledge the importance of communication – Briefly describe different situations where communication is key, such as understanding the interests and ambitions of your resources, talking to project managers to determine project needs, resolving conflicting priorities, etc.
- Provide an example – Give a relevant example from your past employment to demonstrate how your communication skills enhanced a project outcome, for example, successfully negotiating with a project manager.
- Highlight conflict resolution – Emphasize how you mediated between parties, balanced priorities, and ensured a positive outcome.
How do you develop a strong relationship with the resources you manage and why is it important?
This question seeks to understand your approach to relationship management and how it contributes to resource management success. To answer effectively:
- Explain why knowing your resources is important – Explain that successful resource management isn’t just about knowing utilization, capacity, and availability. You need to know your resources’ skills, interests, preferences, and ambitions to align them with work that will bring out their best. Plus to prevent burnout and ensure resources feel supported and valued.
- Show you know it’s a challenge – Don’t be scared to say it’s hard to know every resource personally, especially in a remote work environment.
- Describe how you overcome the challenge – Outline your approach, for example, meeting new starters, having regular one-to-ones, using resource management software to log skills information, maintaining a good resource-to-manager ratio…
Can you describe a time when the project requirements or deadlines kept changing? How did you ensure your allocations continued to support project success?
This question evaluates your ability to manage shifting priorities and ensure resources remain aligned with project goals. For a strong answer:
- Provide a concrete example – Describe a project where requirements or deadlines shifted frequently, such as scope expansions or client-driven changes. Avoid sounding frustrated or annoyed.
- Explain your approach – Outline how you assessed the new resourcing needs and reallocated resources accordingly. Highlight your communication and planning skills.
- Show the results – Emphasize how you successfully navigated the changes, ensuring the project stayed on track and met its revised goals.
What to ask the recruiter in your resource manager interview
One of the hardest parts of any resource management interview – or any interview for that matter – is when the recruiter concludes the interview and asks ‘Have you got any questions for us?’
You want to come across as prepared, knowledgeable, and curious. Plus, this is your chance to decide whether the company is the right fit for you too. But, in the heat of the moment, your mind might go blank.
Here are some good questions to have in mind. Don’t be afraid to write them down and pull them out when needed. It shows you’re taking the opportunity to understand the organization seriously.
How would you rate the organization’s resource management maturity?
This question reveals how sophisticated the company’s resource management practices are. High maturity means established processes, effective tools, and strong leadership support. Lower maturity may offer opportunities for significant impact and change.
The answer will indicate whether the organization aligns with your expectations and preferences for resource management.
Further reading: A Guide to Resource Management Maturity ➡️
What software does the organization use for resource management?
This question assesses the company’s use of technology in resource management. Using resource management software can streamline processes and improve efficiency, while reliance on outdated systems might signal potential inefficiencies. The answer will also show if the tools are ones you’re familiar with or if there will be a learning curve.
Does the resource management function have a representative at senior management level?
This question determines the strategic importance of resource management within the organization. A senior representative shows resource management and the C-suite are aligned, with support for necessary resources and changes. Absence of such representation may suggest a more operational, less impactful role.
How would you describe the organization’s culture?
This question seeks to understand the company's work environment and values, which can significantly impact your experience and success in the role. Plus, understanding the corporate culture gives you an insight into the likely satisfaction and engagement of existing staff, which could impact your own success.
5+ tips for resource manager success
1. Understand the role and responsibilities
Familiarize yourself with the job description and key responsibilities for the role. This is what good interviewers will focus their questions on. Practice answers to demonstrate your experience and skills relevant to those responsibilities.
2. Do your research
Look into the organization and understand their current position and likely priorities. It will help you appear informed and ask relevant questions. Are they growing rapidly? They may be struggling to scale their resource management processes. Is competition ramping up in their sector? They could be looking at resource efficiencies to remain competitive.
3. Expect questions on change and conflict
All businesses experience shifting scope and competing priorities. Be prepared to discuss how you handle conflicts and adapt to unexpected challenges.
4. Show that you’re data- and software-savvy
Whatever level role you’re interviewing for, IT and data literacy will be important. Discuss your experience with relevant software, how you’ve used data to drive decisions, and any improvements you’ve made through technology.
5. Admit to mistakes
Yes, it’s ok to admit to mistakes in an interview - so long as you make it clear how you learnt from them and improved your practice. Here’s our top resource management mistakes to avoid and biggest resource management lessons learned.
6. Think STAR when giving examples
When asked to give examples, use the STAR formula to structure your answer. Situation, Task, Action, Result. It will help you paint a clear picture of your positive impact.
Good luck! - from the team at Runn
Resource management is an exciting field to work in, and we can vouch for that - we're resource management nerds over here at Runn 🤓
It's a discipline that has evolved a ton even in the past few years, and it's just going to keep developing as organizations become more aware of its strategic value.
Which is to say that now is a great time to be starting a career in resource management, with loads of room for growth and skills development.
We wish you luck in your interview, and we hope that this interview question guide has helped you feel confident and prepared. Now, get out there and nail that interview!
