Question

Write a report to your CEO, mentioning the importance of monitoring and controlling in a project .

Answer 1

One of the most important functions of a project manager is to monitor and control the project to understand and track the unforeseen situation and check the progress so that the project manager or management can take appropriate actions if the project performance is deviating from the initial planning. The project manager time to time needs to prepare project monitoring and controlling documents to communicate status and taking corrective actions to make the project flow as per the requirement of the management and clients. The project manager needs to track the performance and progress in terms of cost, schedule, usage of resources, tasks, attributes with the plan created, or document at the initial stage in the Work Breakdown Structure (WBS). In short, the process involves comparing the actual performance with the planned performance and control the activities that are creating the variance between these two. So we can understand that there is a huge importance in monitoring and controlling the project.

Project monitoring and controlling are important to check deviation in the project process that could affect productivity and quality at the end of the project. So it is important to know and track the progress and check if the project is running smoothly without any error and with in the schedule.

Monitoring and controlling of the project could help in finishing the project on time. There are many activities that could take a longer time to finish the project due to unforeseen reasons. The project manager needs to identify those activities.

In the process of monitoring and controlling, the project manager could collect various information and data related to project and end result that can help the project manager to make informed and statistical decisions to improve the processes if required to get the best result out of the project. The project manager can take preventive and corrective actions to reduce the errors and improve the quality of the product by controlling activities that are affecting the project in a negative manner.

Cost and schedule are important factors that should be focused more in the project. The project should be completed within the budget defined in the project plan document. If any activity or process is spending more money, it can be tracked by monitoring and controlling activities. The project manager could be aware of those activities and can take appropriate actions to get the project as per the budget.

So we can understand how monitor and control activity are important to run a project seamlessly with regards to tasks, processes, schedule and cost. This helps the project manager to improve productivity and efficiency.