{"id":4423,"date":"2023-04-13T11:43:05","date_gmt":"2023-04-13T11:43:05","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4423"},"modified":"2024-03-05T09:43:24","modified_gmt":"2024-03-05T09:43:24","slug":"project-monitoring-and-control","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control","title":{"rendered":"Project monitoring and control: Complete guide (+ checklist)"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">They say that a watched pot never boils. And that may be true, but here at Resource Guru, we say that a watched project never fails.\u00a0<\/span><span style=\"font-weight: 400;\">Monitoring and controlling a project is an essential part of any successful project process. It runs alongside <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\"><span style=\"font-weight: 400;\">the execution phase<\/span><\/a><span style=\"font-weight: 400;\"> and plays a key role in ensuring that your project stays on track and that your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-build-a-project-management-team\"><span style=\"font-weight: 400;\">project team<\/span><\/a><span style=\"font-weight: 400;\"> is fully supported.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So come with us as we go down the rabbit hole of monitoring and controlling, and show you just how important it really is.\u00a0<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#What-is-monitoring-and-controlling-in-project-management\" >What is monitoring and controlling in project management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#What-is-the-importance-of-monitoring-and-controlling-in-project-management\" >What is the importance of monitoring and controlling in project management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#Monitor-and-control-Project-work-outputs\" >Monitor and control: Project work outputs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#The-monitoring-and-controlling-process-in-project-management-6-steps-to-better-projects\" >The monitoring and controlling process in project management: 6 steps to better projects<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#What-are-some-helpful-project-monitoring-and-control-techniques\" >What are some helpful project monitoring and control techniques?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#Project-monitoring-and-control-example\" >Project monitoring and control example<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#What-are-some-helpful-project-monitoring-and-control-tools\" >What are some helpful project monitoring and control tools?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#Your-project-monitoring-and-control-checklist\" >Your project monitoring and control checklist<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/project-monitoring-and-control\/#Take-full-control-of-your-project\" >Take full control of your project\u00a0<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-monitoring-and-controlling-in-project-management\"><\/span><span style=\"font-weight: 400;\">What is monitoring and controlling in project management?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-life-cycle\"><span style=\"font-weight: 400;\">project life cycle<\/span><\/a><span style=\"font-weight: 400;\">, monitoring and controlling is the process of regularly observing and tracking the progress of your project and making any necessary proactive corrections.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This stage is vital in ensuring your project stays on track and within budget.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In fact, a staggering <\/span><a href=\"https:\/\/www.pmi.org\/learning\/thought-leadership\/pulse\/talent-gap-2020\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">70% of projects fail<\/span><\/a><span style=\"font-weight: 400;\"> to deliver their <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/outputs-and-outcomes\"><span style=\"font-weight: 400;\">intended outcome<\/span><\/a><span style=\"font-weight: 400;\">. But when a proper management process is put in place, this number drops drastically to a failure rate of 20% or below.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This phase can be broken down into two stages:<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project monitoring\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project controlling<\/span><\/li>\n<\/ul>\n<h3><b>What is project monitoring?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The project monitoring definition is pretty simple:<\/span><i><span style=\"font-weight: 400;\"> It\u2019s the process of regularly observing and tracking the progress of your project<\/span><\/i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is the first step in the project monitoring and controlling phase and involves collecting data and information about various aspects of the project. Plus, it\u2019s essential if you want to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\"><span style=\"font-weight: 400;\">ensure project success<\/span><\/a><span style=\"font-weight: 400;\"> and hit your objectives.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Project monitoring activities can include things like:\u00a0<\/span><\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Tracking project milestones<\/b><span style=\"font-weight: 400;\"> and deliverables<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Checking the project\u2019s performance<\/b><span style=\"font-weight: 400;\"> is on track to meet goals, objectives, and KPIs, and developing performance metric reports\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Monitoring <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/project-manager-performance-metrics\"><b>project manager performance metrics<\/b><\/a><span style=\"font-weight: 400;\">, so nothing falls through the cracks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Checking the <\/b><a href=\"https:\/\/resourceguruapp.com\/features\/project-scheduling-software\"><b>project schedule<\/b><\/a><span style=\"font-weight: 400;\"> and timeline is on track\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Assessing the <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-create-the-ultimate-project-budget-template-free-excel-template\"><b>project budget<\/b><\/a><span style=\"font-weight: 400;\"> and costs compared with the forecasts\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Staying on top of the <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\"><b>project scope<\/b><\/a><span style=\"font-weight: 400;\"> and making sure <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/scope-creep\"><span style=\"font-weight: 400;\">scope creep<\/span><\/a><span style=\"font-weight: 400;\"> doesn\u2019t happen<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Carrying out an overall quality control assessment<\/b><span style=\"font-weight: 400;\">, and conducting quality reviews (and creating reports)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Watching out for any general issues<\/b><span style=\"font-weight: 400;\"> that arise, and building an issue log\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Conducting risk assessments<\/b><span style=\"font-weight: 400;\"> and producing risk management plans\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Setting up progress meetings<\/b><span style=\"font-weight: 400;\"> and conducting status reports and reviews<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The project monitoring process enables project managers and stakeholders to make sure everything is ticking along as planned. It also allows you to identify any issues, risks, and deviations from the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/free-project-plan-template-for-excel\"><span style=\"font-weight: 400;\">project plan<\/span><\/a><span style=\"font-weight: 400;\"> and then address them before they get out of hand.<\/span><\/p>\n<h3><b>What is project controlling?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Project controlling is the second stage of this project management phase. It\u2019s the process of taking any action needed for issues or changes that have been identified during the monitoring stage.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is about putting controls in place to ensure that things don\u2019t go further off track, but also actioning anything that needs fixing. This is compared to project monitoring which is focused on observation and evaluation.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Project controlling activities include:\u00a0<\/span><\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Analyzing the data and information<\/b><span style=\"font-weight: 400;\"> that you\u2019ve collected during the project monitoring stage<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Assessing any changes from your original plan<\/b><span style=\"font-weight: 400;\">, and the impact of these variances on the project\u2019s course to success\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Prioritizing activities<\/b><span style=\"font-weight: 400;\"> according to their potential impact on your project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Making decisions about the best course of action<\/b><span style=\"font-weight: 400;\"> to get the project back on track. This includes controlling decisions about:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Any changes to your plan<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Any changes to your overall costs or budget<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Any changes to the schedule or timeline of the project<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Delivering any updated documentation<\/b><span style=\"font-weight: 400;\">, such as revised project schedules\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Informing and negotiating with key stakeholders<\/b><span style=\"font-weight: 400;\"> as needed throughout the project<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The overall goal of this is to make sure that your project stays on track and meets its objectives. And ultimately it helps enable you to deliver a successful project to your stakeholders.<\/span><\/p>\n<h3><b>What is the difference between monitoring and controlling in project management?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Before we move on, let\u2019s make sure we understand the key difference between monitoring and controlling a project:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Monitoring is focused on observing and tracking the project\u2019s progress. <\/b><span style=\"font-weight: 400;\">This is to ensure the project is on track and tasks are being completed on time.<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Controlling is focused on taking any corrective measures necessary. <\/b><span style=\"font-weight: 400;\">This is to ensure that the project meets its goals and objectives.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Both monitoring and controlling are essential for ensuring the success of a project and delivering the expected outcomes within the defined constraints. And like any good pair, you can\u2019t have one without the other.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-is-the-importance-of-monitoring-and-controlling-in-project-management\"><\/span><span style=\"font-weight: 400;\">What is the importance of monitoring and controlling in project management?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Monitoring and controlling a project is a crucial part of the project life cycle that goes hand in hand with the execution phase, where all the tasks and deliverables are being worked on.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This means it plays a key role in making sure that your project stays on track and is successful.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below are three benefits of the project management monitoring and controlling phase, and why it\u2019s so important in the overall project life cycle:<\/span><\/p>\n<h3><b>1. Identifying and addressing issues<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The monitoring and control phase of a project helps you to identify and work through any hiccups that your project encounters. This stage can even help you to catch them early and solve them before they evolve into larger issues.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, imagine a <\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/construction\"><span style=\"font-weight: 400;\">construction project<\/span><\/a><span style=\"font-weight: 400;\"> where the delivery of crucial building materials is delayed. By keeping a close eye on the progress of the project and collecting useful data and information about its performance, you can take early corrective action. In this example, it could include sourcing alternative resources or adjusting the project schedule. This helps to keep the project on track and stakeholders aligned.<\/span><\/p>\n<h3><b>2. Being able to manage and mitigate risks<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The monitoring and controlling phase also plays a key role in helping you manage project risks. It differs from the previous point of identifying issues as this is about spotting risks before they happen.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, let\u2019s take the previous example of the construction project. Managing risks could involve regularly monitoring equipment and building materials to make sure they\u2019re all in full working order.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By regularly monitoring the project\u2019s performance you can identify any potential slip-ups. This allows you to then take any necessary proactive measures to help mitigate those risks. So your team can carry on working their magic to make sure your project is a success.<\/span><\/p>\n<h3><b>3. Ensuring stakeholder satisfaction<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Monitoring and controlling in project management is vital in ensuring that your stakeholders are both happy and confident with project progress.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By keeping stakeholders up-to-date and fully informed about the progress of your project and quickly addressing any issues or concerns before they develop further, you can build a better relationship with all stakeholders involved.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Monitor-and-control-Project-work-outputs\"><\/span><span style=\"font-weight: 400;\">Monitor and control: Project work outputs<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The deliverables of this phase of the project life cycle can vary depending on the scope of the project. Things such as the complexity and the specific requirements of the stakeholders also come into play, but here are some common deliverables:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project status reviews and reports<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Risk assessments and risk management plans<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Issue logs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Updated documents for any changed schedules\/timelines, budgets\/costs, or plans\u00a0<\/span><\/li>\n<li>People and resource utilization reports<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quality control reviews and reports<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Performance metric reports<\/span><\/li>\n<\/ul>\n<div id=\"attachment_4353\" style=\"width: 790px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4353\" class=\"size-full wp-image-4353\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/04\/examples-of-indivdual-utilization-rates-in-Resource-Guru.jpg\" alt=\"Examples of indivdual utilization rates in Resource Guru\" width=\"780\" height=\"438\" \/><p id=\"caption-attachment-4353\" class=\"wp-caption-text\"><em>An example of how individual utilization rates appear in Resource Guru\u2019s software.<\/em><\/p><\/div>\n<h2><span class=\"ez-toc-section\" id=\"The-monitoring-and-controlling-process-in-project-management-6-steps-to-better-projects\"><\/span><span style=\"font-weight: 400;\">The monitoring and controlling process in project management: 6 steps to better projects<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Follow these simple steps to help you successfully complete the <\/span><span style=\"font-weight: 400;\">monitoring and control process in project management:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>Step 1:<\/strong> Define your monitoring and controlling activities<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The first thing you\u2019ll do is lay out the activities for this process. For example, this could be tracking project milestones and deliverables (your KPIs), checking project performance, assessing costs, and keeping everything within the planned scope.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>Step 2:<\/strong> Collect and analyze data<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The next step in the process is to collect data to compare your actual progress against your original plan. From here you can spot and analyze any differences, then put a plan of action in motion to bring you back up to speed if needed.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>Step 3<\/strong>: Conduct progress meetings<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Throughout this process, you\u2019ll want to make sure that both you and your team are staying informed. This can be done by holding <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/meeting-room-booking-system\"><span style=\"font-weight: 400;\">regular progress meetings<\/span><\/a><span style=\"font-weight: 400;\"> where you can discuss things such as:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Issues that have come up\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Potential risks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Necessary changes to your project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Updates to the project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unexpected stakeholder requests<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\"><strong>Step 4:<\/strong> Conduct risk assessments and quality reviews\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To make sure that you meet your goals, conduct regular risk assessments and quality reviews. This includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identifying potential risks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Formulating a plan to eliminate or mitigate them<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Evaluating the quality of the work being produced<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\"><strong>Step 5:<\/strong> Use monitoring and control tools and techniques<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are a number of different <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-monitoring-and-control#What-are-some-helpful-project-monitoring-and-control-tools\"><span style=\"font-weight: 400;\">tools<\/span><\/a><span style=\"font-weight: 400;\"> and <a href=\"https:\/\/resourceguruapp.com\/blog\/project-monitoring-and-control#What-are-some-helpful-project-monitoring-and-control-techniques\">techniques<\/a> that you can lean on throughout the monitoring and control phase. This is to help to track progress, assign tasks, monitor deadlines, and communicate with your team.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>Step 6:<\/strong> Take corrective action<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The final step of the project monitoring and control phase is to take corrective action for anything you\u2019ve identified during the previous steps. This can include making changes to the project plan, budget, or schedule, or delivering updated documentation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">All of this is with the aim of getting your project <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/avoid-project-delays\"><span style=\"font-weight: 400;\">back on track<\/span><\/a><span style=\"font-weight: 400;\">, and on the path to success.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By following these six steps, you can effectively carry out the monitoring and control phase of your project\u2019s life cycle without (or at least with minimal) stress.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Just remember, it&#8217;s all about keeping it simple and staying on top of things.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-are-some-helpful-project-monitoring-and-control-techniques\"><\/span><span style=\"font-weight: 400;\">What are some helpful project monitoring and control techniques?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you\u2019re wondering how to monitor and control a project, select the relevant techniques below to help you get started.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Earned value analysis (EVA)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Earned value analysis, or EVA for short, is a technique that can be used to compare the actual cost and progress of a project against its planned cost and progress.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is an accurate way of measuring whether or not your project is on track, as well as whether it\u2019s staying within its budget and schedule.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Milestone tracking<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Creating and tracking your milestones is a common technique that is used to ensure that a project is progressing successfully. It involves identifying your key performance indicators and monitoring them regularly throughout the process.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This helps you to make sure that your project is progressing as you originally planned, and that any issues identified can be swiftly dealt with.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Risk management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Risk management is the process of identifying any potential risks that your project may encounter and creating a detailed plan that will help to eliminate or mitigate them.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This technique allows you to minimize the impact of any potential risks to your project\u2019s timeline, budget, and overall success.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Making sure that your timeline isn\u2019t at risk is a key area to focus on. In fact, a staggering <\/span><a href=\"https:\/\/www.zippia.com\/answers\/what-percentage-of-projects-finish-late\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">90% of projects finish late and 29% of projects fail<\/span><\/a><span style=\"font-weight: 400;\"> due to an inaccurate time estimation. This can be prevented by accurate <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\"><span style=\"font-weight: 400;\">resource allocation<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/best-project-scheduling-software\"><span style=\"font-weight: 400;\">project scheduling<\/span><\/a><span style=\"font-weight: 400;\"> during <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-capacity-planning-guide\"><span style=\"font-weight: 400;\">the planning phase<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Project-monitoring-and-control-example\"><\/span><span style=\"font-weight: 400;\">Project monitoring and control example<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Consider a marketing campaign launch for the release of a major product.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As the project manager, you would oversee the campaign\u2019s progress and ensure its successful execution.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">During the monitoring and controlling phase, you would regularly review key performance indicators (KPIs) like website traffic, social media engagement, and sales figures. This would help you to identify any issues and make adjustments to keep everything on the straight and narrow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s say that you notice that your media isn&#8217;t generating enough engagement. You could proactively adjust the marketing strategy by putting some of your resources into paid advertisements. This could help you gain a wider audience reach.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By continuously monitoring the project and taking corrective action, you increase the campaign&#8217;s chances of success.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-are-some-helpful-project-monitoring-and-control-tools\"><\/span><span style=\"font-weight: 400;\">What are some helpful project monitoring and control tools?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Gantt charts<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A Gantt chart is a tool that gives you a visual representation of a number of different areas of your project. This can include things such as the schedule, the tasks, and any deviations from your original plan.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Resource management software<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource management, allocation, and capacity planning play an important role in making sure your project always has hands on deck throughout its life cycle.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You need to:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make sure <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-team-roles-and-responsibilities\"><span style=\"font-weight: 400;\">people in relevant roles<\/span><\/a><span style=\"font-weight: 400;\"> have been assigned to the right parts and tasks of the project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Keep an eye on <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">resource utilization<\/span><\/a><span style=\"font-weight: 400;\"> throughout the project to make sure you\u2019re not wasting resources\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/features\/equipment-management-software\"><span style=\"font-weight: 400;\">Manage tools, equipment, and vehicles<\/span><\/a><span style=\"font-weight: 400;\">, along with other resources such as <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/meeting-room-booking-system\"><span style=\"font-weight: 400;\">office space and meeting rooms<\/span><\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Resource planning apps like <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><span style=\"font-weight: 400;\">Resource Guru<\/span><\/a><span style=\"font-weight: 400;\"> give you a clear view of your project team\u2019s availability and allow you to avoid overbooking or underbooking your team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By utilizing Resource Guru\u2019s <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-forecasting-reports\"><span style=\"font-weight: 400;\">project forecasting reports<\/span><\/a><span style=\"font-weight: 400;\">, you\u2019ll always have an eye on the pulse of the project.<\/span><\/p>\n<div id=\"attachment_4102\" style=\"width: 932px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4102\" class=\"wp-image-4102 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/approvals-reports-tooltip-922x671.jpg\" alt=\"approvals reports tooltip\" width=\"922\" height=\"671\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/approvals-reports-tooltip-922x671.jpg.webp 922w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/approvals-reports-tooltip-977x711.jpg.webp 977w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/approvals-reports-tooltip-1536x1117.jpg 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/approvals-reports-tooltip.jpg 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/approvals-reports-tooltip-922x671@2x.jpg.webp 1844w\" sizes=\"auto, (max-width: 922px) 100vw, 922px\" \/><p id=\"caption-attachment-4102\" class=\"wp-caption-text\"><em>A view of the resource reporting section in Resource Guru<\/em>.<\/p><\/div>\n<h3><span style=\"font-weight: 400;\">Project management software<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Project management software is used for a multitude of things during a project\u2019s life cycle. It can be used to track progress, assign tasks, monitor your deadlines, and make sure the <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-scheduling-software\"><span style=\"font-weight: 400;\">project scheduling<\/span><\/a><span style=\"font-weight: 400;\"> is consistent with your resource allocation and <\/span><span style=\"font-weight: 400;\">capacity<\/span><span style=\"font-weight: 400;\"> strategy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This helps you to keep all of your processes in one place and ensures a smoother journey for you and your team.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Your-project-monitoring-and-control-checklist\"><\/span><span style=\"font-weight: 400;\">Your project monitoring and control checklist<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Here\u2019s a handy checklist, to make sure you\u2019ve ticked all the right boxes when you\u2019re developing your project monitoring and control plan:\u00a0<\/span><b><\/b><\/p>\n<p><b>In the monitoring stage, make sure to collect data and information on your:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Schedule<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Budget<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Scope<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Quality control<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Risks<\/span><\/li>\n<\/ul>\n<p><b>Monitoring activities include:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Tracking milestones and deliverables<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Keeping an eye on resource allocation and utilization<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Checking if you\u2019re on track to meet goals, objectives, and KPIs, and developing performance metric reports<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Checking the schedule and timeline is on track<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Assessing the actual budget and costs compared with the forecasts<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Making sure everything is still within the original scope<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Carrying out an overall quality control assessment and conducting quality reviews and creating reports<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Watching out for any general issues that arise, and building an issue log<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Conducting risk assessments, and producing risk management plans<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Setting up progress meetings and conducting status reports and reviews<\/span><\/li>\n<\/ul>\n<p><b>In the project controlling stage, make sure to:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Analyze all the data and information that you\u2019ve collected during the project monitoring stage<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Assess any variances from your original plan, and the impact of these variances on the project\u2019s course to success<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Prioritize activities according to their potential impact on the project<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Make decisions about the best course of action to get the project back on track<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Deliver any updated documentation<\/span><\/li>\n<\/ul>\n<p><b>Common deliverables for this phase are:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Status reviews and reports<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Risk assessments and risk management plans<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Issue logs<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Updated documents for any changed schedules\/timelines, budgets\/costs, or plans<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Quality control reviews and reports<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Performance metric reports<\/span><\/li>\n<\/ul>\n<p><b>Follow the six steps of the monitoring and control phase:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Define your monitoring and controlling activities<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Collect and analyze data<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Conduct progress meetings<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Conduct risk assessments and quality reviews\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Use monitoring and control tools and techniques<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Take corrective action<\/span><\/li>\n<\/ul>\n<p><b>Make use of project monitoring techniques like:<\/b><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Earned value analysis (EVA)<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Milestone tracking<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Risk management<\/span><\/li>\n<\/ul>\n<p><b>Utilize project monitoring software:\u00a0\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Gantt charts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Capacity planning software<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Project management software<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\"><span style=\"font-weight: 400;\">Resource management software<\/span><\/a><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Take-full-control-of-your-project\"><\/span><span style=\"font-weight: 400;\">Take full control of your project\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Project monitoring and controlling is a vital stage of any project\u2019s life cycle.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But we\u2019ll be honest\u2014it can be a tricky one to wrap your head around. Much of the confusion is due to it running alongside the project execution phase with a fair bit of overlap.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But without this stage, you increase the risk of your project falling behind. In fact, formal project management approaches such as project monitoring and control have been found to result in the successful completion of projects <\/span><a href=\"https:\/\/teamstage.io\/project-management-statistics\/#:~:text=Project%20management%20statistics%20show%20that%2073%25%20of%20organizations%20that%20use,delivered%20the%20projects%20on%20time.\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">73% of the time<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With proper monitoring and control, and with <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-scheduling-software\"><span style=\"font-weight: 400;\">the right project monitoring tools by your side<\/span><\/a><span style=\"font-weight: 400;\">, you can ensure your project stays on track and gets to the finish line in one piece.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Next up, and last but not least, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure\"><span style=\"font-weight: 400;\">project closure<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h3>Related Resource Guru reads:<\/h3>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/project-life-cycle\">Mastering the project life cycle: Your complete guide (+ examples)<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/project-initiation\">Project initiation: An easy guide to help kick-start any project<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-guide\">A detailed guide to resource planning for project managers<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>They say that a watched pot never boils. And that may be true, but here at Resource Guru, we say that a watched project never fails.\u00a0Monitoring and controlling a project is an essential part of any&hellip;<\/p>\n","protected":false},"author":30,"featured_media":4424,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[38],"tags":[],"class_list":["post-4423","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Project monitoring and control: Complete guide (+ checklist)<\/title>\n<meta name=\"description\" content=\"Find out what the monitoring and controlling phase of the project life cycle is, why it\u2019s important, and 6 best practices to meet your project 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