A Short Guide to Project Monitoring and Control

What is Project Monitoring and Control?

Project monitoring and control is a process used to gauge and measure the project’s performance. The process involves referring to the overall project plan, checking progress, identifying any problems that get in the way of the process, finding solutions to the problems, and applying any necessary changes to the overall project. The project monitoring and control process is a part of the execution phase of the project and a crucial aspect of the project management system.

Basically, project monitoring and control involve comparing the project’s current state with the original plan. And if there are any lapses and issues, the process also involves applying corrective actions. Generally, project monitoring and control focus on:

• Comparing actual performance to planned performance

• Assessing the project’s state to find any potential issues

• Keeping timely and accurate information about the project

• Delivering forecasts

• Monitoring implementation of different corrections for various issues

Importance

The ultimate goal of project monitoring and control is to ensure that the project is always on track. As a part of the bigger project management system, monitoring and control play a big role when it comes to finishing the project on time and according to the original plan. That way, teams can take advantage of different opportunities, correct issues right away, and make adjustments to the overall project portfolio as necessary.

Monitoring and project controls are great for helping a project move smoothly. With proper monitoring and control, it will be easier for teams to execute tasks according to schedule and the original plans.

What’s the Main Difference Between Project Monitoring and Project Control?

While these two concepts go hand-in-hand, monitoring and control are two very different things in project management.

Essentially, project monitoring is the act of collecting and reporting data and project information. Through monitoring, project managers get a bird’s eye view of the project’s progress while also reporting relevant information to other stakeholders.

Project control, on the other hand, involves all the measures in place to make sure that the project is going according to schedule. Typically, controls are made based on the information from the project monitoring team.

The Project Monitoring and Control Process

Project monitoring and control involve making sure that a project is on schedule, within budget, and the tasks are being executed properly and according to the original plan. This process aims to discover problems and apply solutions before they make larger impacts on the overall project success. Here are some of the key steps in the project control process.

Monitoring KPIs

To effectively monitor a project, there need to be key performance indicators (KPIs). These are metrics that show whether or not teams are performing as expected. Monitoring KPIs makes it easier for project managers to find any lapses and apply corrective actions promptly.

Monitoring Requests

Whenever projects go off course or deviate from the plan, requests are filed regarding the changes. When monitoring a project, it’s important to track all these requests and implement solutions right away.

Monitoring Project Scope

Monitoring the scope of the project ensures that all project changes are documented and verified. Additionally, this ensures that the project still works towards its ultimate goal.

Risk Identification

It’s important for teams to identify all the risks that workers and the project faces throughout execution. That way, the project’s safety levels are lifted while also creating a safer and more efficient work environment.

Communication

Lastly, project monitoring and control involve constant communication between managers, stakeholders, and employees. For a project to stay on track, it’s important that everyone’s on the same page, which would be impossible without proper communication.

What Are the Best Practices for Project Monitoring and Control?

Each organization approaches project monitoring and control differently. However, here are some of the best practices for project monitoring and control that can help streamline the process with your team:

• Use monitoring and control software to smoothen the process.

• Create a proper structure of roles and responsibilities.

• Take an analytical approach when measuring performance.

• Implement changes and controls safely and properly.

• Establish clear lines of communication.

• Make plans for setbacks and take preemptive actions when possible.