Projects - whether small and simple or large and complex - are not self-runners. They must be competently planned, professionally organized and skillfully implemented. To ensure that each project phase achieves its goal, project management - in addition to good planning - depends on regular project controlling by the project manager.
Project controlling - The reasons and goals
A project manager is required to ensure proper project flow to achieve success.
In detail it means that
- properly fulfills the tasks set,
- used the available resources efficiently,
- the specified targets are achieved on time.
For this purpose, the project manager has a far-reaching control function. In order to fulfill this function, project controlling is available to him/her as a controlling tool.
The difference between project controlling and project reporting
Project controlling should not be confused with project reporting.
In contrast to project controlling, which includes the monitoring of the entire project, project reporting only refers to the preparation of progress reports, for example when milestones are reached. Thus, for the project manager, project reporting is only a small part of the controlling process, but not its replacement.
The advantages of project controlling in project management
Professional project controlling brings many advantages:
The achievement of the project goals
Regular control can be used to check the quality of planning and completed tasks as well as the progress of work (for example, as milestones). If the control measures in project controlling and its key figures reveal that the work delivered does not meet the desired quality benchmarks or that the project sections are not completed within the specified time, management can intervene and take countermeasures.
The success of the project, i.e. the achievement of the project goals, can thus be ensured.
For example, controlling can correct errors at an early stage, increase staffing levels, contain costs, or adjust organizational structures within the project.
The success of the project, i.e. the achievement of the project goals, can thus be ensured.
The efficient use of resources
Through systematic, strategic project controlling, the project manager can ensure optimal resource allocation among teams - and team members.
If resources are neatly allocated, project team members can focus on their work, meet schedules, reconcile metrics, and thus ensure project progress and mutual success.
The increased employee motivation
A mature and functioning control system / project controlling supports the teams in their daily work by ensuring that each employee is always informed in advance about their ongoing tasks and the planning of the next project goals / milestones.
If the participants know about their personal contribution to the project and are aware of its importance, their motivation to deliver the highest performance together with the team also increases.
The improved discipline
With project controlling, the work in the teams can be organized optimally by checking the activities of each individual employee. If a team member does not fulfill his or her tasks - whether accidentally or intentionally - in accordance with the contract, this can be detected at an early stage by analyzing the key figures in project controlling. This helps to minimize conflicts between team members.
The success is the increased discipline and thus an orderly project flow.
The simplified coordination
A well-established, stable project controlling system facilitates the organization, analysis and coordination of the individual project steps.
In this way, management can perform its tasks more easily, efficiently and accurately.
Modern project management with project controlling software from Can Do
Project controlling is an extensive task that requires a clear eye for detail. A variety of project controlling methods offer different control approaches for companies and their projects. However, for medium-sized and difficult-to-manage - and much more so for large and complex - projects, the necessary controlling can quickly overwhelm the project manager.
Therefore, it is advisable to choose the appropriate project controlling software from Can Do at an early stage for such projects.
The advantages of the software - as part of the project management software - are manifold.
The standardized processes
By using the appropriate project controlling tools, larger amounts of data can be clearly organized. Individual workflows are standardized in the process. This saves time and facilitates access to all necessary documents, overviews and status reports.
The standardized workflows support teamwork and thus increase productivity.
The integrated systems
Appointment entries, progress data, invoices and similar data often come from different internal company systems. Manual reconciliation of information costs a lot of time and is prone to errors. The right project controlling software coordinates the collected project data and presents it in a clear and concise format.
The controlling process can thus be more precise, accurate and efficient.
The simple performance assessment
With agile project controlling, the project team can be kept up to date at all times on the tasks performed. It can be informed in real time about tasks that require immediate attention. The management always knows exactly what the status of the project is and at which point corrective measures might be required.
The clear and easy-to-read performance reports not only help the project manager keep the project on time and on budget. They can also be used to inform the customer about the project's progress and thus engage them in agile project management.
The well thought-out change management
No project runs strictly according to plan. Changes, adjustments or corrections are unavoidable in an ongoing project. Strategic project controlling therefore also includes the management as well as the impact analysis of the implemented changes. Through the appropriate project controlling examples, the software supports the management in analyzing and assessing the possible corrective actions.
This allows the project manager to make thoughtful and informed decisions for their projects that will most effectively achieve the project goal.
The built-in cost control
The project stands and falls with the budget, i.e. the costs. Therefore, it is of utmost importance for every project manager to keep the project within the given budget. With modern project controlling tools, the entire project control can be linked to the associated cost estimation.
With the upcoming costs clearly in mind, management can adopt cost-effective ways for the company to safely bring the project(s) to fruition.
Conclusion
Modern project management requires advanced project controlling methods in the company. The right software for project controlling can significantly help the management in fulfilling its control function.
Our team is ready to answer your questions!
Equipped with various project controlling examples, Can Do's software is excellent for both experienced project managers and beginners. Our team in Germany and Switzerland will be happy to advise you on all questions regarding agile project controlling.
