Top First Time Manager Interview Questions & Answers

1. Introduction

If you’re preparing for a crucial interview as a first-time manager, understanding the common interview questions can give you a significant advantage. Our article on “first time manager interview questions” provides key insights and sample questions to help you navigate this important career milestone.

Whether it’s about showcasing your leadership skills, demonstrating your conflict resolution strategies, or aligning with company values, we’ve got you covered. Read on to uncover the essential questions you might face and how to best prepare for them.

2. Navigating Your First Management Role

Transitioning into a managerial role for the first time can be both exciting and challenging. It requires a shift from executing tasks to leading a team, making strategic decisions, and cultivating a collaborative work environment. In particular, understanding how to effectively communicate with team members and stakeholders is crucial.

As you step into this new role, potential employers will be keen to assess your readiness. They’ll focus on your ability to lead, motivate, and manage a diverse set of team dynamics. From conflict resolution to time management, each question is designed to evaluate your managerial acumen and fit within the organization’s culture.

By thoroughly preparing for these interview questions, you can confidently demonstrate that you’re not just ready to manage a team but also to drive meaningful success for your future employer.

3. First Time Manager Interview Questions

Q1. Can you tell us about a time when you had to lead a team? What was the outcome? (Leadership & Team Management)

How to Answer:

When addressing this question, it’s crucial to frame your response with the STAR method (Situation, Task, Action, Result). This will help ensure that you provide a concise yet comprehensive answer. Focus on demonstrating your leadership skills, how you managed the team, the strategies you used, and the eventual outcome of the situation. Highlighting your effective communication, decision-making, and problem-solving abilities will be key here.

My Answer:

Situation: In my previous role, our department had to deliver a critical project with a tight deadline. Our usual project manager was on leave, and I was asked to step in and lead the team.

Task: My task was to ensure that the project was completed on time while maintaining high standards of quality.

Action: I began by organizing an initial meeting to understand everyone’s strengths and weaknesses. I then delegated tasks accordingly and set clear, achievable milestones. To keep the team motivated, I arranged regular check-ins and provided continuous feedback. Additionally, I ensured open communication channels to address any issues promptly.

Result: The project was successfully completed two days ahead of schedule, and we managed to exceed the client’s expectations regarding quality. This experience not only boosted the team’s morale but also highlighted my potential as a leader.

Q2. Why do you want to be a manager at [Brand Name]? (Brand Fit & Motivation)

How to Answer:

To answer this question effectively, research the company’s core values, culture, and recent accomplishments. Highlight how your personal values and career goals align with the company’s mission. Also, express enthusiasm and why this particular role excites you.

My Answer:

I have always admired [Brand Name] for its innovative approach and commitment to excellence. Your recent initiatives in sustainable practices and employee development particularly resonate with me. I believe my experience in project management and my passion for leading teams would allow me to contribute significantly to your ongoing success.

Moreover, I am drawn to [Brand Name] because of its supportive work environment and focus on professional growth. I am eager to bring my skills in strategic planning and team leadership to this role and help drive [Brand Name] towards its ambitious goals.

Q3. How do you prioritize tasks and projects for your team? (Time Management & Delegation)

How to Answer:

When discussing how you prioritize tasks, it’s essential to mention specific methods or tools you use. Emphasize your ability to differentiate between urgent and important tasks, delegate appropriately, and ensure efficient time management for the team. Mention any software or frameworks (like Agile or Kanban) that you employ.

My Answer:

I typically use a combination of the Eisenhower Matrix and project management tools like Asana or Trello to prioritize tasks. Here’s how I approach it:

1. Identify and categorize tasks based on urgency and importance.
2. Assign high-priority tasks to team members best suited for them.
3. Break down larger projects into manageable sub-tasks and set clear deadlines.
4. Use regular check-ins and progress tracking to ensure alignment and timely completion.

By visualizing tasks and their priority levels, I can ensure that the team focuses on what truly matters while staying organized and efficient.

Q4. How do you handle conflict within your team? Can you provide an example? (Conflict Resolution)

How to Answer:

Conflict resolution is a crucial skill for any manager. When answering this question, demonstrate your ability to handle conflict calmly and constructively. Provide a specific example using the STAR method (Situation, Task, Action, Result) to illustrate how you resolved a conflict within your team.

My Answer:

Situation: During a significant project, two team members had a disagreement over the project’s direction, which started affecting the team’s morale.

Task: My task was to resolve the conflict swiftly to maintain the team’s productivity and cohesion.

Action: I first arranged a private meeting with each team member to understand their perspectives. Afterward, I organized a mediation session where we discussed the issues openly and respectfully. I facilitated the conversation to ensure both parties felt heard and valued. We then brainstormed solutions and reached a compromise that satisfied both individuals.

Result: The conflict was resolved amicably, and both team members continued to work together effectively. The project was completed successfully, and the team’s morale improved significantly.

Q5. What strategies do you use to motivate your team members? (Employee Motivation)

How to Answer:

Focus on the various strategies you employ to keep your team engaged and motivated. These can range from recognition programs to professional development opportunities. Mention the importance of understanding individual team members’ needs and aligning them with the team’s goals.

My Answer:

I utilize a variety of strategies to motivate my team:

• Recognition and Rewards: Regularly acknowledging achievements, both big and small, to boost morale.
• Professional Development: Offering opportunities for training and growth to help team members advance in their careers.
• Open Communication: Encouraging open dialogue to ensure everyone feels heard and valued.
• Setting Clear Goals: Establishing clear, achievable objectives that align with both individual and team aspirations.

By implementing these strategies, I create a positive and motivating work environment that drives productivity and satisfaction.

Motivation Strategy	Description
Recognition and Rewards	Acknowledge and reward team members’ achievements and efforts.
Professional Development	Provide opportunities for training, workshops, and career advancement.
Open Communication	Foster an environment where team members feel comfortable sharing ideas.
Setting Clear Goals	Ensure team members have clear, achievable goals aligned with their roles.

By adhering to these practices, you can foster a motivated, engaged, and high-performing team.

Q6. How would you handle underperformance in your team? (Performance Management)

How to Answer

Handling underperformance is a critical aspect of performance management. To answer this question, outline a structured approach that demonstrates empathy, communication, and a focus on development. Mention the importance of setting clear expectations, providing constructive feedback, and creating a performance improvement plan.

My Answer

I would handle underperformance in my team by first identifying the root causes of the issue. This involves having a one-on-one conversation with the team member to understand their perspective and any challenges they may be facing.

Next, I would set clear and achievable goals along with a performance improvement plan. This plan would include regular check-ins to monitor progress and provide necessary support. Additionally, I would ensure that the team member receives the required training or resources to enhance their skills. Recognizing and addressing underperformance early on helps in maintaining overall team efficiency and morale.

Q7. Describe a situation where you implemented a change in your team or organization. How did you manage it? (Change Management)

How to Answer

When discussing change management, focus on your ability to plan, communicate, and lead through transitions. Highlight the importance of stakeholder engagement, managing resistance, and measuring the impact of the change.

My Answer

In my previous role, I implemented a new project management tool to streamline our workflow. Initially, there was resistance from the team due to the learning curve associated with the new tool.

To manage this, I conducted a series of training sessions and created a user guide to help with the transition. I also established a feedback loop to address any concerns and make necessary adjustments. By being transparent about the benefits and providing continuous support, I was able to successfully implement the change, which resulted in improved productivity and collaboration within the team.

Q8. How do you ensure effective communication within your team? (Communication Skills)

How to Answer

Effective communication is vital for a team’s success. Discuss strategies that ensure transparency, clarity, and open channels of communication. Mention the use of tools, regular meetings, and feedback mechanisms.

My Answer

To ensure effective communication within my team, I establish multiple channels for communication such as regular team meetings, one-on-one check-ins, and an open-door policy. I also utilize collaboration tools such as Slack or Microsoft Teams to facilitate real-time communication.

Additionally, I encourage a culture of feedback where team members feel comfortable sharing their thoughts and concerns. Clarity is key, so I make sure to articulate goals, expectations, and any changes clearly. By fostering an environment of open communication, I ensure that everyone is on the same page and can work together efficiently.

Q9. Can you provide an example of a difficult decision you had to make as a leader? (Decision Making)

How to Answer

Discussing a difficult decision should highlight your problem-solving skills, the process you followed, and the outcome. Mention how you gathered information, weighed options, considered the impact, and communicated the decision.

My Answer

In a previous role, I had to decide whether to extend a project deadline or deliver it on time but with reduced features. After consulting with the stakeholders and my team, I gathered all the necessary data to understand the impact of both options.

I decided to extend the deadline to ensure the project met the quality standards and included all critical features. This decision required clear communication with the client to manage their expectations. Ultimately, the extended deadline resulted in a more robust and successful project, which was positively received by the client.

Q10. How do you handle stress and pressure, especially when facing tight deadlines? (Stress Management)

How to Answer

When discussing stress management, emphasize techniques that help you stay organized, maintain a healthy work-life balance, and keep a positive mindset. Mention methods like prioritization, delegation, and self-care.

My Answer

To handle stress and pressure, especially when facing tight deadlines, I prioritize tasks based on their urgency and importance. Creating a well-structured plan helps me stay organized and focused.

I also delegate tasks to my team members according to their strengths, ensuring that the workload is evenly distributed. Additionally, I make time for regular breaks and practice mindfulness techniques such as deep breathing or meditation. Maintaining a healthy work-life balance is crucial, so I make sure to disconnect from work during off-hours to recharge. These strategies help me manage stress effectively and maintain productivity.

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Here is a table that might help illustrate the different techniques for stress management:

Technique	Description
Prioritization	Sorting tasks based on urgency and importance
Delegation	Assigning tasks to team members based on their strengths
Structured Planning	Creating a detailed plan to stay organized
Regular Breaks	Taking short breaks to refresh and refocus
Mindfulness	Practicing deep breathing or meditation
Work-Life Balance	Ensuring time off to recharge

Q11. How do you plan to support your team’s professional development? (Employee Development)

How to Answer

When answering this question, it’s crucial to demonstrate that you understand the importance of professional development and have a strategy for promoting it. Highlight your commitment to continuous learning and how you tailor development plans to individual team members.

My Answer

To support my team’s professional development, I plan to implement the following strategies:

1. Individual Development Plans (IDPs): I will work with each team member to create personalized development plans that align with their career goals and our team’s objectives.
2. Training and Workshops: Regularly organize or recommend relevant training sessions, workshops, and conferences.
3. Mentorship Programs: Facilitate mentorship opportunities both within and outside of our team to provide diverse perspectives and learning experiences.
4. Performance Reviews: Conduct quarterly performance reviews to discuss progress, set new goals, and identify areas for improvement.
5. Learning Resources: Provide access to a variety of learning resources such as books, online courses, and professional networks.

Overall, I am committed to creating an environment that promotes continuous learning and growth, ensuring that each team member can reach their full potential.

Q12. How do you gather and incorporate feedback from your team? (Feedback Management)

How to Answer

This question aims to assess your ability to listen to your team’s feedback and implement changes based on that input. Emphasize your approach to creating open communication channels and acting on feedback to improve team performance and morale.

My Answer

To gather and incorporate feedback from my team, I plan to use the following methods:

1. Regular One-on-One Meetings: Schedule bi-weekly one-on-one meetings with each team member to discuss their thoughts, concerns, and suggestions.
2. Anonymous Surveys: Utilize anonymous surveys to gather honest feedback without fear of repercussions.
3. Open-Door Policy: Maintain an open-door policy to encourage team members to share feedback anytime.
4. Feedback Sessions: Hold periodic team feedback sessions to discuss larger issues and brainstorm solutions collectively.
5. Action Plans: Develop actionable plans based on feedback, communicate these plans to the team, and follow up to ensure implementation.

By actively listening and making tangible changes based on feedback, I aim to foster a positive and productive work environment.

Q13. Describe a time when you had to manage a project or initiative outside your comfort zone. (Project Management)

How to Answer

When answering this question, focus on a specific example that highlights your problem-solving skills, adaptability, and willingness to step out of your comfort zone. Explain the situation, your approach, and the outcome.

My Answer

During my tenure as a team lead, I was tasked with managing a project that involved integrating a new software system. I had limited experience with this particular type of technology, which made it initially daunting.

To tackle the challenge, I first assembled a team with diverse skill sets, including members with more technical expertise in the new system. I then dedicated time to self-study and online courses to quickly get up to speed. We held daily stand-up meetings to track progress and address any issues promptly. Despite the initial hurdles, the project was successfully completed on time and within budget, resulting in improved operational efficiency.

Q14. What is your approach to setting goals and objectives for your team? (Goal Setting)

How to Answer

In your response, emphasize your understanding of SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) and how you involve your team in the goal-setting process.

My Answer

My approach to setting goals and objectives for my team involves a collaborative process that ensures alignment with our overall organizational strategy. Here’s how I typically proceed:

1. Understand Organizational Goals: Start by understanding the broader organizational goals and objectives.
2. Collaborative Goal Setting: Involve team members in brainstorming and setting goals to ensure buy-in and motivation.
3. SMART Criteria: Ensure that all goals are Specific, Measurable, Achievable, Relevant, and Time-bound.
4. Assign Responsibilities: Clearly define roles and responsibilities to achieve each goal.
5. Regular Check-Ins: Hold regular check-ins to monitor progress and make adjustments as necessary.

By using this method, I ensure that our goals are clear, attainable, and aligned with the organization’s priorities.

Q15. How do you balance the needs of your team with the expectations of upper management? (Stakeholder Management)

How to Answer

This question gauges your ability to manage relationships and expectations from both sides. Discuss your strategies for communication, prioritization, and conflict resolution.

My Answer

Balancing the needs of my team with the expectations of upper management requires effective communication and strategic planning. Here are the steps I take:

1. Clear Communication: Maintain open and transparent communication channels with both my team and upper management.
2. Prioritization: Prioritize tasks based on organizational goals and urgent team needs.
3. Negotiation: When conflicts arise, negotiate deadlines and resources to find a middle ground that satisfies both parties.
4. Advocacy: Advocate for my team’s needs to upper management while also conveying the importance of management’s expectations to my team.
5. Monitoring and Feedback: Regularly monitor progress and provide feedback to ensure alignment and continuous improvement.

By taking these approaches, I aim to create a balanced and productive work environment.

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Strategy	Description
Clear Communication	Maintain open and transparent communication channels with both my team and upper management.
Prioritization	Prioritize tasks based on organizational goals and urgent team needs.
Negotiation	Negotiate deadlines and resources to find a middle ground.
Advocacy	Advocate for my team’s needs while conveying management’s expectations.
Monitoring and Feedback	Regularly monitor progress and provide continuous feedback.

Using these strategies helps ensure that the needs of both the team and upper management are met effectively.

Q16. How would you handle a situation where two team members have a serious disagreement? (Conflict Resolution)

How to Answer: When answering this question, it is crucial to emphasize your ability to mediate, communicate effectively, and maintain a professional environment. Highlight your problem-solving skills and your approach to ensuring that both parties feel heard and respected. Mention specific steps you would take to address and resolve the conflict.

My Answer:

When faced with a serious disagreement between two team members, I would take the following steps:

1. Immediate Intervention: I would first meet with both team members separately to understand their perspectives and gather all relevant information.
2. Neutral Ground: Arrange a meeting with both parties in a neutral setting where they can express their views without interruption.
3. Active Listening: Encourage active listening, ensuring each person feels heard and understood.
4. Identify Common Ground: Help them identify common goals or interests that can serve as a basis for resolution.
5. Solution-Oriented: Work together to brainstorm possible solutions and select the best course of action.
6. Follow-Up: Monitor the situation after the initial resolution to ensure the conflict does not re-emerge.

By taking such steps, I aim to foster a collaborative and respectful team environment.

Q17. Can you describe a time when you had to give constructive criticism to an employee? How did you handle it? (Constructive Feedback)

How to Answer: When responding to this question, it is crucial to show that you can deliver feedback in a way that is positive, specific, and focused on improvement. Emphasize your communication skills and your ability to support and guide team members.

My Answer:

In my previous role, I noticed that one of my team members, John, was consistently missing project deadlines. Here’s how I handled it:

1. Private Setting: I scheduled a private meeting with John to ensure the conversation would be confidential and comfortable.
2. Specific Examples: I provided specific examples of deadlines that were missed and how it impacted the project.
3. Positive Intent: I expressed my confidence in his abilities and explained that the feedback was intended to help him improve.
4. Active Listening: I asked John for his perspective and any challenges he might be facing.
5. Action Plan: Together, we created an action plan to manage his workload better and set more realistic deadlines.
6. Follow-Up: Regular follow-up meetings were scheduled to monitor progress and provide ongoing support.

By taking a thoughtful and supportive approach, John was able to improve his time management skills and meet future deadlines effectively.

Q18. What tools or software do you use for managing team tasks and projects? (Technical Proficiency)

Answer:

When it comes to managing team tasks and projects, leveraging the right tools and software is essential for efficiency and collaboration. Here are some of the tools I frequently use:

• Trello: For visual task management and Kanban boards to track project progress.
• Asana: To manage project tasks, set deadlines, and communicate with team members.
• JIRA: Especially useful for Agile project management and tracking issues.
• Slack: For team communication and real-time collaboration.
• Microsoft Teams: For meetings, chat, and collaboration within the Microsoft ecosystem.
• Google Workspace: For document sharing, real-time editing, and team collaboration.
• Monday.com: For project planning, tracking, and collaboration.

These tools help in maintaining clear communication, tracking progress, and ensuring that everyone is aligned with the project goals.

Q19. How do you identify the strengths and weaknesses of your team members? (Talent Management)

How to Answer: Your response should highlight your methods for assessing team members’ capabilities, such as regular performance reviews, feedback sessions, and observations. Mention how you use this information to help team members grow and improve.

My Answer:

To identify the strengths and weaknesses of my team members, I follow a structured approach:

1. Regular Performance Reviews: Conducting regular performance reviews helps in providing formal feedback and identifying areas of improvement.
2. One-on-One Meetings: Holding frequent one-on-one meetings to discuss individual goals, challenges, and progress.
3. Project Observations: Observing team members during project activities to understand their skill sets and work habits.
4. Feedback Mechanism: Encouraging peer feedback to get a holistic view of each team member’s strengths and areas for development.
5. Skills Assessment: Using skills assessments and self-evaluation tools to help team members reflect on their own abilities.

For example:

Team Member	Strengths	Weaknesses
John	Time Management	Public Speaking Skills
Alice	Analytical Thinking	Delegation
Mark	Communication	Technical Knowledge

By understanding these aspects, I can tailor development plans, assign tasks that play to their strengths, and provide targeted support to address their weaknesses.

Q20. Can you provide an example of how you have improved a process or workflow in your previous role? (Process Improvement)

How to Answer: Describe a specific instance where you identified an inefficiency and took steps to improve it. Highlight the problem-solving process, the actions you took to implement changes, and the positive outcomes that resulted.

My Answer:

In my previous role, the project approval process was taking too long, delaying project kick-offs and impacting timelines. Here’s how I improved it:

1. Identify the Problem: I gathered feedback from team members and stakeholders and identified bottlenecks in the current approval process.
2. Analyze Data: I reviewed data on approval times and pinpointed areas causing delays.
3. Propose Solutions: I proposed a new, streamlined approval process that included:
   • Reducing the number of approval steps.
   • Introducing an automated approval workflow using project management software.
   • Setting clear timelines for each approval stage.
4. Implement Changes: With management’s buy-in, I implemented the new process and trained the team on the new system.
5. Monitor Impact: I monitored the process closely and collected feedback for further refinement.

As a result, the approval time was reduced by 50%, leading to faster project initiation and improved overall productivity.

Q21. How do you keep your team aligned with the company’s mission and values? (Cultural Alignment)

How to Answer
When answering this question, emphasize how you ensure that every team member understands and embodies the company’s mission and values in their daily work. Highlight specific strategies, communications practices, and examples of how you’ve reinforced the company culture.

My Answer
I keep my team aligned with the company’s mission and values through continuous communication and by setting a personal example. Regular team meetings, where we revisit our mission and values, are essential. I also ensure that these principles are integrated into our performance metrics and recognition programs.

For instance, during our quarterly reviews, I highlight team members whose work exemplifies our core values. Additionally, I encourage open discussions on how our daily tasks and projects align with the bigger picture, ensuring everyone understands their contribution to the company’s goals.

Q22. Describe your experience with budgeting and financial planning. (Financial Management)

How to Answer
Discuss your hands-on experience with budgeting and financial planning. Mention any specific tools or methodologies you have used and how you have successfully managed budgets to meet financial targets.

My Answer
My experience with budgeting and financial planning includes developing annual budgets, forecasting financial needs, and monitoring expenditures. I have used tools like Excel and financial software such as QuickBooks to create detailed budgets. In my previous role, I was responsible for managing a budget of $1 million, where I successfully reduced costs by 10% through strategic vendor negotiations and efficient resource allocation.

Here’s an example of a budget I managed:

| Category       | Budgeted Amount | Actual Amount | Variance | Notes                                  |
|----------------|-----------------|---------------|----------|----------------------------------------|
| Salaries       | $500,000        | $495,000      | -$5,000  | Saved through better resource planning |
| Marketing      | $200,000        | $180,000      | -$20,000 | Efficient use of digital marketing     |
| Operations     | $200,000        | $210,000      | $10,000  | Unexpected equipment maintenance       |
| Miscellaneous  | $100,000        | $90,000       | -$10,000 | Reduction in office supplies           |

Q23. How do you handle confidential information within your team? (Ethics & Confidentiality)

How to Answer
Explain the protocols and best practices you follow to handle confidential information. Emphasize the importance of ethics and trust within your team, and provide examples of how you’ve ensured data security and confidentiality in your role.

My Answer
Handling confidential information is paramount to maintaining trust and integrity within the team. I ensure that all team members are aware of company policies regarding confidentiality. This includes regular training sessions on data privacy and the use of secure communication channels for sensitive information.

For example, in my previous role, I dealt with sensitive client data. I implemented encryption software for all digital communications and ensured physical documents were stored securely. I also conducted quarterly audits to ensure compliance with our confidentiality policies.

Q24. What is your approach to managing remote team members? (Remote Team Management)

How to Answer
When addressing this question, mention the tools and methods you use to manage remote teams effectively. Discuss how you maintain communication, ensure productivity, and keep morale high among remote team members.

My Answer
Managing remote team members requires clear communication, trust, and the right tools. I use a combination of project management tools like Asana and communication platforms like Slack and Zoom to keep everyone connected and on the same page. Regular check-ins, both one-on-one and team meetings, are crucial to monitor progress and address any issues promptly.

Additionally, I emphasize the importance of setting clear expectations and goals. This helps remote team members stay focused and aligned with the team’s objectives. I also prioritize team-building activities, such as virtual coffee breaks and team challenges, to foster a sense of community and belonging.

Here are the tools I commonly use:

• Project Management:
  • Asana
  • Trello
• Communication:
  • Slack
  • Zoom
• File Sharing:
  • Google Drive
  • Dropbox

Q25. Can you describe a time when you had to lead a cross-functional team? (Cross-functional Leadership)

How to Answer
Discuss a specific example where you led a cross-functional team. Highlight the challenges you faced, the strategies you employed to overcome them, and the outcomes of the project.

My Answer
I led a cross-functional team during the launch of a new product. The team included members from marketing, sales, product development, and customer service. One of the main challenges was aligning the different priorities and perspectives of each department.

To address this, I organized a series of workshops where each team member could share their insights and concerns. This collaborative approach helped us develop a unified project plan. Regular progress meetings ensured that everyone stayed on track and any issues were addressed promptly.

As a result, we successfully launched the product on time, exceeding our initial sales targets by 20%. The collaboration also led to improved inter-departmental relationships, fostering a more cohesive working environment.

4. Tips for Preparation

Start by researching [Brand Name], including its mission, values, and recent news. Understanding the company’s culture will help you align your answers with their expectations.

Focus on role-specific preparation. Brush up on technical knowledge relevant to the role and gather examples of your leadership experiences. Practice answering questions that reflect on scenarios where you’ve showcased skills like conflict resolution and team motivation.

Lastly, refine your soft skills. Develop strong communication techniques and prepare to discuss how you handle stress and manage time. These are often differentiators for first-time managers.

5. During & After the Interview

During the interview, present yourself confidently and professionally. Make eye contact, listen actively, and answer questions thoughtfully. The interviewer is likely looking for a balance of competence and cultural fit.

Avoid common mistakes such as speaking negatively about past employers or over-exaggerating your experience. Be honest about your skills and areas for growth.

Consider asking the interviewer insightful questions about team dynamics, company culture, and expectations for the role. This demonstrates your interest and proactive approach.

After the interview, send a thank-you email. Express your gratitude for the opportunity and reiterate your interest in the position. This leaves a positive impression and keeps you top of mind.

Typically, feedback or next steps will be communicated within a week or two. Be patient but follow up politely if you haven’t heard back within the expected timeframe.