Is Your Project Spiralling? Signs You Need Better Monitoring and Control (APM PFQ Microlesson )

Is your project drifting off course? If you're constantly fighting fires or surprised by problems, your monitoring and control processes likely need an upgrade!

This targeted microlesson, perfect for students of the APM Project Fundamentals Qualification (PFQ), identifies the clear warning signs that indicate your project is starting to spiral.

We explain how various signs signal a failure to effectively track performance and take corrective action. Tune in to sharpen your control skills, bring your project back into alignment, and ace the APM PFQ!

Transcript

Welcome back to Project Management Insights! Today, we're tackling a crucial question: How do you know if your project is getting out of control? We'll look at the tell-tale signs that indicate your monitoring and control efforts might need a boost.

Every project manager dreams of a smooth journey from start to finish. Yet, the reality is often quite different. The primary purpose of monitoring and controlling a project is to prevent it from veering off course and descending into chaos. But recognising the warning signs early is crucial.

Let's walk through some key indicators that your project might be losing its grip:

First, a common red flag: the project has been running for a long time, and there is still no end in sight. The completion date remains elusive or constantly shifts, despite significant effort.

Another sign can be that there are a lot of people in charge. This often leads to confusion, conflicting directives, and a lack of clear accountability, hindering decisive action.

A critical issue is when information for tracking and control is not available or is not believed. If you can't get reliable data on progress, or if the data you receive is met with scepticism, you're flying blind.

Watch out if the business is changing faster than the project is progressing. This means your project's objectives could become obsolete before you even deliver, undermining its value.

You're in trouble if new risks and issues are arising all the time, but many old ones are still unresolved. This creates a mounting pile of challenges that can overwhelm the team.

Persistent unscheduled overtime is being worked, and/or there are staff shortages. This suggests chronic understaffing, inefficient planning, or a team constantly battling fires, leading to burnout.

A very direct indicator is when predicted progress has not been achieved, again and again. If you're consistently missing your planned milestones, it's a clear sign of trouble.

And finally, a big warning: contingency is being used faster than the project is progressing. This means your buffers for time or budget are depleting rapidly, indicating a fundamental mismatch between your plan and the reality of execution.

These are all clear signals that your project's monitoring and control mechanisms may not be functioning effectively. Ignoring these signs can lead to significant cost overruns, missed deadlines, compromised quality, and ultimately, project failure.

Understanding these indicators is the first step toward regaining control. In our next discussion, we'll explore practical strategies and techniques to avoid these common pitfalls and ensure your project remains firmly on track.

That’s all for today’s episode. Be sure to subscribe for more insights into the world of project management. Until next time, keep your projects governed and on track!