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Monitoring and controlling a project is crucial for its success. It allows you to track progress, manage risks, and ensure that the project stays on track. In this article, we will explore the importance of project monitoring and control and provide you with valuable insights, best practices, and techniques to help you get it right.

The Significance of Project Monitoring and Control

Project monitoring and control serve several essential purposes:

  • Progress Tracking: Monitoring and control activities help you keep track of project progress, ensuring that it stays aligned with the planned schedule and milestones.
  • Risk Management: By continuously monitoring and assessing risks, you can proactively identify potential issues and take appropriate measures to mitigate or avoid them.
  • Resource Optimization: Effective monitoring and control enable you to optimize resource allocation, ensuring that the right resources are available at the right time.
  • Quality Assurance: Regular monitoring allows you to assess the quality of project deliverables, identify any deviations, and take corrective actions to maintain quality standards.
  • Stakeholder Communication: Monitoring and control provide a means to communicate project progress and any changes to stakeholders, ensuring transparency and managing expectations.
  • Decision Making: Accurate and timely monitoring data provides the basis for informed decision-making, allowing you to make necessary adjustments to keep the project on track.

How Can Project Monitoring And Controlling Help Your Project?

In order to assure the success of your project, there is plenty of advice out there that you can follow. If you want to make sure there are no big changes that will affect your project and give you an unexpected outcome, you need to make the most out of the project monitoring and controlling phase of your project. We’ll share with you some of the most useful and valuable activities you can do to tackle project monitoring and control successfully.

13 Useful Project Monitoring And Controlling Group Activities That Will Make Your Project A Success

  1. Stay In Control
  2. Analyze The Progress
  3. Evaluate Whether You Need To Make Any Changes And Figure Out Why
  4. Request Any Change
  5. Execute Change Control
  6. Perform Any Rejection Or Approval For Change
  7. Announce Changes To All Relevant People
  8. Conduct Configurations And Build Estimates
  9. Get Approval From Client
  10. Work On QC
  11. Make A Record Of Project Progression And Performances
  12. Document Risks Audit
  13. Handle Reserve

Project Monitoring & Controlling Done Right – Part One: Stay In Control

Staying on top of the course of action that needs to be followed during the life of the project is an elementary step. If you want everything to be in order and for your project to develop exactly as it was planned, then a lot of monitoring needs to be done, and as a project manager this task falls on your shoulders. Oftentimes those working on projects can become blind to what is happening around them and will rely on you to oversee the project as a whole to see if changes are needed.

Project Monitoring & Controlling Done Right – Part Two: Analyze The Process

Analyzing how your project has been performing can help you stay within the cost you planned at the beginning stages of your project and see whether any adjustments will need to be done in order to complete it on time and without any added funds. Scope creepage is a real and dangerous enemy to any project and a project manager must remain vigilant to combat it.

As long as you continue to study the process you will be on track in regards to deadlines and estimates.

Project Monitoring & Controlling Done Right – Part Three: Evaluate Whether You Need To Make Any Changes And Figure Out Why

Having to make changes is a normal thing that can happen in any project monitoring and control, but that doesn’t mean there’s nothing you can do to try and avoid it. For example, extending a comprehensive outlook with your client about the process every change has to go through will help diminish the changes that are unnecessary or spurred on more by emotion than a logical decision, as well as sharing all the details about how this could delay things, or make the allocated budget no longer enough to cover the costs.

Project Monitoring & Controlling Done Right – Part Four: Perform Any Rejection Or Approval For Change

Once it’s been decided that a change needs to be done inside the project, there needs to be a request for this to be analyzed and either approved or rejected. A change cannot simply be expected to happen straight away, and considering all the reorganization of time and funds it is understandable that a process for evaluating any change requests is involved.

Project Monitoring & Controlling Done Right – Part Five: Execute Change Control

Any tiny modification being made in a project can have a huge effect, which is why any adjustment needs to be enforced in an organized and careful way. Executing a unified change control makes you take note of any big shifts and the consequences it will have on the project overall. Once you know this, you can plan accordingly until you have the smallest odds of risk.

Project Monitoring & Controlling Done Right – Part Six: Perform Any Rejected Or Approved Change

Any proposed changes for your project need to be analyzed by a change control board, so whether there’s anything to modify or not depends entirely on them. If a change is approved you can go ahead and perform it (with the right note-taking and organization), if it is rejected, then that change won’t make it further than that.

Once you get an approval, there needs to be a new proposal with the strategy that will be used in order to apply the changes as even seemingly small changes can affect a project’s scope dramatically and unexpectedly. Planning and projecting is one of many tools a project manager should leverage..

Project Monitoring & Controlling Done Right – Part Seven: Announce Changes To All Relevant People

Collaborators, partners and stakeholders need to be informed of all change requests outcomes, since the project will have a new approach that will affect the goal the original plan had. Should the project create a product that a stakeholder was not expecting, there are going to be issues, and fixing something after the fact is far more time consuming than doing it right the first time.

Project Monitoring & Controlling Done Right – Part Eight: Conduct Configurations And Build Estimates

A project configuration refers to all the working parts and pieces of a project that are keeping it on track and on the way to success. If you want to have a good development throughout your project you have to pay attention to the configuration, which can help you estimate any other detail you need to know, like when the project will be finished and how far or close to the budget limit you are on so far.

Using this to create projections will allow you to see if the scope of the project has been creeping outwards and the allocated funds are in danger of running out if the project remains to progress at its current rate.

Project Monitoring & Controlling Done Right – Part Nine: Get Approval From Client

Getting approval from the client after you meet your goals will signal the last phase of your project. Once they are accepted you can move on to the last details.

Part Ten: Work On QC

Following your exact plan to the T and reaching all of your goals doesn’t mean your project is completed successfully. You still have to do QC. After all, quality is first, and the thing your client will care about the most. Thorough testing is needed, and in all areas. Anyone can make mistakes which is why testing is a necessary part of any project monitoring and control.

Part Eleven: Make Records Of Project Progression And Performances

Keeping a record of the project progression and how it has been performing is essential to the monitoring and controlling phase. You will need to write a detailed statement to share with all of the relevant people like colleagues and partners.

Part Twelve: Document Risks Audit

Anything that can put your project in danger needs to be properly recorded so that you always have a contingency plan for any risk that could appear during it, or in the future.

Part Thirteen: Handle Reserve

A reserve is necessary in order to cover any unplanned bump in your budget, and it’s a vital part of the M&C phase.

Tools and Techniques for Project Monitoring and Control

Various tools and techniques can aid in project monitoring and control:

  • Project Dashboards: Visualize project metrics and progress using project dashboards. These provide a quick overview of key project information.
  • Earned Value Management (EVM): EVM allows you to measure project performance by integrating scope, schedule, and cost metrics to assess variances.
  • Gantt Charts: Use Gantt charts to visually represent project schedules, tasks, and milestones. This helps in tracking progress and identifying dependencies.
  • Issue and Risk Logs: Maintain logs to record and track project issues and risks. Regularly review and update these logs to stay proactive in risk management.
  • Change Control Process: Implement a change control process to manage and evaluate project changes effectively. This ensures that changes are assessed and approved before implementation.
  • Project Status Reports: Regularly generate project status reports to provide stakeholders with a comprehensive view of project progress, risks, and issues.
  • Milestone Reviews: Conduct milestone reviews to evaluate project progress and ensure that deliverables meet predefined quality standards.
  • Performance Reviews: Conduct performance reviews with team members to provide feedback, assess individual performance, and identify areas for improvement.

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Conclusion

Effective project monitoring and control are vital for project success. By implementing best practices, utilizing appropriate tools and techniques, and maintaining open communication, you can keep your projects on track, manage risks, and make informed decisions. Embrace the insights shared in this guide to enhance your project monitoring and control capabilities, ensuring the successful delivery of your projects.

Have you led projects and are looking to earn a project management certification?  You might be interested in learning about how lucrative this can be.  Check out these articles.

Should You Become PMP Certified? – Here’s Why Becoming A Certified Project Management Professional Can Boost Your Career

13 PMP Benefits Once You Get The PMP Certification

No experience leading projects but still want to get into project management?  No problem!  Check out these articles.  

CAPM Certification Eligibility

What is a Certified Project Manager; How do I get PM Certifications

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The course was well done, visually really cool, I learnt a lot. But I really hate questions like 'in which process (out of many) this particular document is revised'. Those were very tiring and forced me to make screens all the time and focus on irrelevant things in place of knowledge that really helps in project management.

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The course is amazing at teaching the basics but the exams don’t match up with the PMBOK vocabulary or really the slide content. So many questions on agile project management but not even an entire section dedicated to it.

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I found the content of the PMP Preparation course to be very detailed and thorough. I also greatly appreciated its attachment to a theme. I would have finished the course had I not decided to switch careers. The only improvements I can suggest are to update the website and course user interface, as it looks very old. There are also some typos within the course. Thank you!

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They have a very practical learning modules that explains the basic concept of project management very well and clarifies a lot of project management terms and jargons. I found the three mock tests very helpful. I was able to pass my PMP exam on first try.

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BrainSensei has been the best approach to PMP exam training I could ask for. The experience is immersive, customizable, adaptive and really makes learning fun! Reading the story of how the founders came up with an approach to studying for this beast of an exam that wasn't so focused in the minutiae of PMI jargon, I totally get the idea behind the approach. Wish I would've discovered this earlier on in my journey.

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The course was thorough and the practice exams enhanced my learning. However, I am having a hard time receiving my PDU credit for taking the course.

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Excellent test prep for the exam, though some more practice tests on agile would be beneficial

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The content was spot on and I am much more confident in understanding the processes and how everything works together now. (The) course is great; however, the customer service team is Exceptional! Very responsive and thorough, and at all times; and when I had some technical difficulties (or questions) they stuck with me through resolution. Highly recommended program and company.

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The Course documents should remain open for longer than 6 months, given that PMI gives you 365 days to prepare for exam. Also, the option to extend visibility for the course documents, costs almost a 5th of the course, but opens up the docs for just 30 more days. Propose to extend this to 90 days at the very least.

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اشحنولي

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Your course, quizzes at the end of most modules and practice exams truly challenged me. I definitely derived the value and knowledge I was looking for in preparation for taking the PMP Certification Test. In particular, I appreciated the explanations that popped-up in the tests after an answer was submitted - very educational and helpful to my learning/understanding the material and concepts better. Some areas that could be improved (and some of this is nit-picking) include: * Some of the grammar and overall sentence structures, particularly in the latest set of practice exams, needs to be cleaned-up. Some were missing 'of', 'for, or had an extra 'an' in the narrative - got confusing at times. * In the practice exams, I'd like to see shorter sentences rather than the flurry of 'and' and 'or' conjunctions that made reading the sentences go on forever (had to read them multiple times to truly understand their meaning). That said, I enjoyed the overall online course taking experience and thank you for accommodating my requested time extensions. Best regards, Scott Conn

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What I like best about Brain Sensei is the interactive nature of the course. I think this material would be numbing if delivered as simple lectures with slides. This method is an improvement on that. On the other hand, an in-person course, while more expensive, would likely be even more useful if you have the funds and the time. I haven't taken the PMP exam yet, so I can't comment on how useful the practice tests are.

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The Brain Sensei PMP program is a wonderful program that condenses the PMBOK into digestible and retainable bites leveraging the power of story telling. If you're looking for a program that will get you your credit hours but also help establish a foundation of PMI knowledge this is the program for you!

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Passed first attempt

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Truly the best course in town if you wish to pass the PMP exam on the first try. I love the idea of playing the role of the samurai and practice your project management skill in her shoes. And not to forget, the generous amount of practice exam gave me just the right dose of confidence before taking the real one. Highly recommended

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The course was great, though I found a lot of parts hard to comprehend. I feel a lot more prepared and better skilled to manage projects in my career. Thanks, Brain Sensei.

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I've sent several emails to BrainSensei (one of them not so nice, but the rest were okay) and the team has always been so polite in answering the questions. I'm a very straight-forward person and don't like the PMI-ism type questions because they seem like 'gotchas' or traps, and this is not how I manage my team. I took the Master of Project course (which was garbage) then failed the PMP exam. Throughout the PMP exam I felt so out of touch. Even with the first practice exam on BrainSensei I felt out of place, but I am not getting the hang of things. I hope to pass the exam on the second attempt! The brain sensei experience has been *miles* ahead of the Master of Project garbage. Brain Sensei should be proud of both their product and of their team! I love getting replies to my concerns so quickly. Nice work :) !!!

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very useful

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Brain Sensei is great tool to have in the study arsenal while preparing for the PMP exam.

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Overall layout is good, but there are some quality issues. Progress isn't always saved across all devices and progress gets lost. Some small spelling mistakes. I loved the practical storyline...

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Passed my PMP on first attempt using Brain Sensei Prep course.

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Quick and helpful response. Thanks!!

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Need improvement in presenting more relevant real exam type questions. The practice exams are too simple and easy and do not prepare you for the real exam. Otherwise, good concept presenting material

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The prep materials provided plenty of content which prepared me well for the PMP exam. The questions were packed with information.

- Cameron

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Teaches the PMP in a solid manner, some things you need to know as a potential consumer: -The Samurai backstory is extremely short, and didn’t really assist me with recall in any in-depth way. It only gave broad brush-strokes as to what each phase entailed. -MOST of what was on the test was covered in the lessons, however if I had zero real prior PM knowledge prior to the test, I would have failed. -The first practice test forces you, as the student to actually read into the PMBOK, which was a benefit in the long run as it assisted me with quickly referencing what I needed to find. -The course will likely cover wave tops and subjects, forcing me to self-study for a week before my test... not a bad deal all things considered. -Brain Sensei’s course has incorporated Agile into one of their practice tests, and this test IS mandatory. This may seem strange, and I didn’t get a satisfactory reason why I needed to take a purely Agile test when I only wanted to take the PMP, for anyone else in this scenario, this is the reason: In June, PMI is revamping the PMP test to include Agile as a significant portion of the PMP. Brain Sensei is just ahead of the curve trying to get students prepared... fret not. Their customer service is extremely responsive and does take care of their members. My program had a couple bugs, and the customer service fixed my problems within 24 hours. All in all... it was absolutely worth the money for me.

- Kevin

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I am very impressed with this learning system. The content is laid out in a way that will make any learner understand all the process groups and ITTOs in order to understand Project management and be equipped to excel in the test. The learning system is engaging and fun at the same time. It's very different than other learning material which is composed mostly of videos. Some improvements are needed, but in my opinion Brain Sensei is great value for money

- said durra

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At first, I was attracted to Brain Sensei training for their original learning program using a Samurai's story. And indeed it made the whole learning experience funnier - so easier. I felt like the Samurai. Then, I was amazed by The Brain Sensei Team's reactivity and help when I reached out through contact@brainsensei.com Their support was constantly reliable and efficient. I appreciated their professionalism and didn't feel on my own. At last, the course and the practice exams proved to be efficient since I passed the PMP exam - with 'Above Targe't in all Domains. So thank you so much Brain Sensei Team !! Charlene

- Charlene LU

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Overall very good. Got stuck a few times trying to find resources which I should have downloaded the before starting the program. Customer service has been great.

- Jonathan Williams

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SO far I am thoroughly enjoying the Brain Sensei PMP prep course. I have taken a Project management class as a part of my degree which I recently completed and project management has always interested me. I find the course to be educational and easy to follow. I am grateful that this course has been designed in such a way that is simple to understand all of the complexities in project management and that allows me to study at my own pace.

- Eric Browne

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The content is good and easy to understand

- Glenn

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This review is based on completing all course work through module 102. The story and interactive nature of the course are helpful for learning and relating the material. It would be nice to have the page numbers to the PMBOK guide where references are made to it. Other information that will be helpful, are the explanations to the practice questions at the end of each module. These are provided only after immediately answering the questions. Having these available in the score summary from the 'history' tab will be helpful to refresh why the answer is correct and other options are not.

- Rohan Punit

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Overall I would rate this course an 8/10. I liked how there were exams towards the end of every module and I felt that it was very useful having it laid out in different scenarios. I rate it only an 8/10 as I had some glitch/software issues and lost my progress resulting in me having to re-do modules/exams multiple times. All in all, that was maybe useful in the end as it was a way for me study or 're-learn' the course material. Thank you!

- Nikki Cordy

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Clear and precise explanations of how things work. I was never lost navigating the course.

- Gary Nicol

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A smart approach to present the information which makes it fun and engaging while at the same time preparing for the PMP exam. Brain Sensei differentiates itself from other PMP exam preps in that it delivers the knowledge through the use of storytelling technique. I recommend this course because it will help you pass your PMP exam on the first try.

- Jamal

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Loved the story telling and the practice exams. I felt very prepared when the actual exam came around.

- Josh

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One of a kind training that was truly engaging!

- Claire

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Excellent course for preparing for the PMP exam in a fun and engaging way! The practice questions resemble the actual questions on the exam making it a completely worthwhile experience.

- Rossetta

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I passed the PMP exam after taking Brain Sensei's Online PMP Certification Exam Prep. The practice exam questions were so similar to the questions that appeared on the exam. On exam day, when I sat down to take the test and started running through the questions I felt so relieved! The practice exams are also timed so you get more comfortable with the exam experience and feel better prepared when you sit down to take the test. The other differentiator was the video content throughout the modules. The concepts are taught through a story of a young samurai defending her kingdom. This will probably be the only PMP prep course where you can learn all the knowledge areas and feudal Japan at the same time. I'd recommend this course not just because of the videos but because it helped me pass my exam on the first try.

- Jackie

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Good course, but a few grammatical errors with how some questions were worded.

- Sonia

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It was good!

- Sergei

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Loved the unique approach and it still had all the info I'd expect from a full PMP exam prep course. Very responsive on questions too.

- Chris