How to set up optimal project monitoring: best practices and tools

From a micro point of view, you will have precise, reliable and up-to-date data to monitor your project. You will then be able to analyze the gaps and obtain a clear vision of the objectives achieved and remaining , as well as the resources consumed .

• Great flexibility 

Project monitoring requires the ability to adapt quickly to a situation. Depending on your observations, you will probably be required to correct and adjust . This may involve adjusting resources , working methodology or even communication methods .

• Kind communication

Project management involves humans: communication is therefore key and conditions the success of the project. The role of the project manager is therefore to ensure that all stakeholders are able to communicate in a constructive and caring manner, whether internal teams , service providers or the client .

To learn more about project management, discover our guide presenting the 5 phases of project management .

Discover project management in Stafiz

2. Why invest in setting up project monitoring?

Project monitoring deserves an investment to the extent that its challenges are crucial: improving productivity and profitability .

In addition, it concerns all of the company's projects , both external involving customers and internal, allowing the improvement of processes.

     A) Have reliable data  

• Organize information

Data supports decision-making, so it must be accessible and up to date . This involves, among other things, structuring processes , particularly in project monitoring.

• Limit information loss

Without a defined strategy, you run the risk of information being dispersed across different media: Excel files, emails, conversation threads and other applications.

However, this practice is counterproductive : attention is dispersed, time is lost, and there is a risk of loss of information.

• Centralize data

You can facilitate project monitoring in an accessible way, using dedicated tools . In fact, they will centralize data , making it reliable, accessible and up to date.

The flow of information will be more fluid, facilitating communication between project stakeholders.

Additionally, some of these software offer automation features . The time saving is considerable, and the risk of double entries is limited, giving you greater precision.

     B) Improve visibility into performance

The goal of project monitoring is to determine whether the project is on track. The first step is therefore to obtain a realistic vision of the current situation. By investing in project monitoring, you gain visibility and have all the elements to make informed decisions .

Consult our article which shows you how to determine the evaluation criteria for a project .

     C) Adjust resources

This visibility will allow the project manager to adjust resources. Rigorous financial monitoring will , for example, help identify possible discrepancies between budget consumption and the forecast.

Note that adjusting resources during the project requires observation , rigor , and flexibility .

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3. 3 best practices for optimal project monitoring

     A) Facilitate access to information

Breaking down silos by making information accessible will allow effective project monitoring.

Indeed, teams must have the right level of information in order to facilitate collaboration . Everyone can thus fulfill their role effectively.

     B) Carry out regular monitoring

• Schedule progress monitoring meetings

Meetings remain an important component of project monitoring, although they are generally not appreciated by teams . To be organized in a regular and structured manner , they fulfill several roles:

• • Obtain a field vision of the project progress
  • Identify the need to readjust objectives or resources
  • Manage risks 
  • React quickly 

• Structure follow-up meetings

You know the saying: the shortest jokes are the best. This also applies to meetings, which should neither be too long nor too frequent, as this could create frustration. 

To be productive , make sure you set an agenda and have identified performance indicators to track. They will help guide your decisions.

To help you, here is a list of 12 key indicators to follow for project monitoring.

• Complete projects

A project does not end when it is delivered. Invoicing , cash flow monitoring but also customer success are important components that are fully integrated into project monitoring.

     C) Use the right tools

The use of suitable tools facilitates project monitoring. They save time and productivity . Project management tools generally perform these functions:

• Centralize information
• Facilitate collaboration 
• Evaluate progress

Some additional features will prove to be of great help: 

• Task automation 
• Alert systems 
• The simulations 
• The predictions

4. What tools should I use for good project monitoring?

     A) The specifications

The specifications are an essential element of project monitoring insofar as they define the objectives to be achieved and the expected deliverables . It serves as a reference and structures the customer's expectations in terms of:

• Objectives 
• Time limit
• Deadlines
• Costs and expenses
• Roles and distribution of tasks 

 

     B) Schedules

• Gantt chart

The Gantt chart provides a graphical visualization of the project over a given period , in the form of a timeline. It is used to plan and monitor the progress of tasks.

The Gantt chart helps to quickly identify the dependencies of tasks between them and thus identify which tasks could be affected by a delay.

 

• Kanban

Kanban offers another visualization mode, this time in the form of columns . A bit like Trello, kanban is generally organized in at least 3 columns: to do, in progress, finished.

     C) Dashboards

Dashboards are valuable tools for project monitoring . In fact, they make it possible to centralize and aggregate information in order to obtain a global vision of the project.

Each project should have a dashboard available to study the defined KPIs. Certain indicators remain essential to observe in project monitoring: 

• Objectives achieved and remaining 
• The statuses of the different tasks
• Latest updates 

Find out more about KPIs for project management.

     D) Project management software

Management software will present itself as an invaluable aid for project monitoring. Indeed, they often include the three tools mentioned above in addition to other valuable functionalities .

Stafiz is notably designed taking into account the needs of managers and project managers. Our software is presented as a service to facilitate project monitoring , support your decision-making and thus maximize your productivity .

 

Here is a list of features presented by management software like Stafiz: 

• Real-time tracking 

Real-time monitoring of status , budget and completed tasks will facilitate responsiveness.

• Generating progress reports

This feature will help prepare progress meetings so that they are as productive as possible.

• Global visualization 

The interest of management software lies in this ability to provide a global view, either at the level of a project or of a portfolio of projects .

Here are the advantages brought by the use of management software.

• Team accountability

Centralizing information thus limits its compartmentalization and empowers teams.

Everyone has access to information, knows their tasks and the team's expectations of their work.

• Easier decision making

Visualization will facilitate decision-making . The project manager has visibility over the distribution of tasks between employees, thus being able to limit overload.

Resource management is therefore clearly facilitated, both in terms of objectives, deadlines and costs.

• Data reliability

Real-time monitoring promotes data reliability , making it easier to update.

The automation offered by certain tools avoids double entries and helps provide clean and more easily activatable data .

Implementing optimal project monitoring is essential for the success of a project . In fact, it will allow everything to align correctly for the project to succeed. If this is not the case, it will highlight the elements that need to be adjusted , both from a human and financial point of view .

 

To help you with project monitoring, using the right tools is essential. Management software like Stafiz integrates all the necessary functionalities . The tool provides a global vision and the different dashboards also provide visibility on all components of a project. This concerns the financial aspect as well as resource planning or activity management .