Keeping Your Project on Track, Effective Monitoring and Control ( APM PFQ Microlesson )

A project plan is useless without the right system to keep it alive and on track. This essential microlesson, specifically designed for candidates preparing for the APM Project Fundamentals Qualification (PFQ), focuses on the indispensable processes of Monitoring and Control.

Master this episode to ensure you can not only plan effectively but can govern your project through its execution phase—a core competency for the APM PFQ!

🎯 Related course: APM PFQ course

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Transcript

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Welcome back to Project Management Insights! Today, we're talking about a core responsibility for any project manager: monitoring and controlling project progress. It's how we ensure our projects stay aligned with the plan and head towards successful completion.

Once work is authorised and underway, the project manager's focus shifts. While formal processes are essential, sometimes the simplest methods are the most effective. This is where management by walkabout comes in.

This involves regularly meeting with staff, having informal check-ins, and open conversations about their progress. This hands-on approach allows project managers to gain firsthand insights into what's really happening on the ground, identify potential blockers early, and build stronger relationships with their teams. It's excellent for understanding the true pulse of the project day-to-day.

While informal methods are valuable, a more formal structure is typically needed to maintain robust control, especially as projects grow in size and complexity. This often involves:

Written Progress Reports: Many teams are asked to submit weekly written reports detailing their progress. This creates a consistent record and encourages teams to reflect on their achievements and challenges.

Or, we have Formal Progress Meetings: These regular meetings are held where teams present their updates, and the results are recorded in minutes. These meetings provide a dedicated platform for discussion, clarification, and collaborative problem-solving.

Regardless of whether it's a written report or a meeting, key information is consistently tracked. This includes:

• Work Done versus Work Planned: A direct comparison of completed work against what was scheduled for the recent period. This quickly highlights any over or under-performance.
• Reasons for Variance: An explanation for any over or under-performance, identifying root causes so we can address future deviations.
• Work Planned for the Next Period: A clear outline of upcoming tasks and objectives.
• Review of Risks and Issues: An update on the status of identified risks and issues, including any new ones that have arisen and those still unresolved.
• Costs Incurred and Forecast: A review of expenditures in the last period and a forecast for upcoming costs, helping to ensure financial control.
• Other Items: An open forum for the team to raise any additional concerns, ideas, or questions they might have.

Typically, these detailed reviews are undertaken weekly with individual teams or team leads. This frequent check-in allows for rapid identification and resolution of localised problems before they have a chance to escalate and impact the broader project.

On a broader scale, a more comprehensive review of overall project progress is usually conducted monthly with the entire project team and potentially key stakeholders. This ensures everyone is aligned on the bigger picture and understands how individual contributions fit into the project's overall health and trajectory.

By combining informal check-ins with structured reporting and regular reviews, project managers can maintain tight control over their projects, anticipate problems, and ensure timely adjustments. This disciplined approach is fundamental to increasing the likelihood of successful project delivery.

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!