How Project Control Can Boost Your Project Performance and Success

Table of Contents

Project control is a set of processes and tools that help project managers monitor and control the performance of their projects. Project control aims to ensure that projects are completed on time, within budget, and meet the quality standards and expectations of the stakeholders. Project control is an essential part of project management, as it helps project managers identify and address any issues or risks that may affect the project outcomes.

1. What Is Project Control?

Project control is defined as "the application of processes to measure project performance against the project plan, to enable variances to be identified and corrected, so that project objectives are achieved."

Project control involves four main steps:

• Establishing a baseline plan for the project, which defines the scope, schedule, cost, quality, and risk parameters.
• Measuring the actual progress and performance of the project against the baseline plan, using various data collection methods and tools.
• Comparing the actual progress and performance to the baseline plan, to identify any deviations or variances, and to determine their causes and impacts, using data analysis techniques and tools.
• Correcting the deviations or variances, by taking appropriate actions to bring the project back on track, or by updating the baseline plan to reflect the changes, using change management processes and tools.

Project control is not a one-time activity, but a continuous cycle that repeats throughout the project life cycle. Project control requires regular monitoring and reporting of the project status, as well as timely and effective communication and collaboration among the project team and stakeholders.

2. Why Is Project Control Important?

Project control is important for several reasons:

• It helps project managers ensure that the project is aligned with the strategic goals and objectives of the organization and the stakeholders.
• It helps project managers deliver the project deliverables that meet the quality standards and expectations of the customers and users.
• It helps project managers optimize the use of the project resources, such as time, money, and people, and avoid waste or inefficiency.
• It helps project managers manage the project risks, such as uncertainties, changes, or issues, and mitigate their negative impacts on the project.
• It helps project managers improve the project performance and outcomes, by identifying and implementing best practices and lessons learned.

Project control is a key factor for project success, as it enables project managers to achieve the project objectives and benefits, and to deliver value to the organization and the stakeholders.

3. What Are the Best Practices for Project Control?

Project control is a complex and challenging task, that requires a combination of skills, knowledge, and tools. To perform project control effectively, project managers should follow some best practices, such as:

• Define clear and realistic project objectives and requirements, and document them in a project charter and a project scope statement.
• Develop a detailed and comprehensive project plan, that covers all the aspects of the project, such as scope, schedule, cost, quality, risk, communication, and procurement. Use project planning tools, such as work breakdown structure (WBS), Gantt chart, network diagram, and budget, to create the project plan.
• Establish a baseline for the project plan, and get the approval and commitment of the project team and stakeholders. Use the baseline as a reference point for measuring and controlling the project performance.
• Identify and assign the roles and responsibilities of the project team and stakeholders, and define the reporting and communication channels and frequency. Use a RACI matrix to clarify the roles and responsibilities, and use project management software, such as Smartsheet, to facilitate the reporting and communication.
• Implement project controls processes and tools, that suit the nature, size, and complexity of the project. Use project controls methods, such as earned value management (EVM), critical path method (CPM), and key performance indicators (KPIs), to measure and analyze the project performance. Use project controls tools, such as dashboards, reports, and charts, to visualize and communicate the project performance.
• Monitor and control the project performance regularly and consistently, and compare it to the baseline plan. Identify any deviations or variances, and determine their causes and impacts. Use data-driven and fact-based decision making, and avoid assumptions or biases.
• Take corrective actions to address the deviations or variances, and bring the project back on track, or update the baseline plan to reflect the changes. Use change management processes and tools, such as change request, change log, and change control board, to manage and control the changes. Document and communicate the changes to the project team and stakeholders, and get their feedback and approval.
• Review and evaluate the project performance and outcomes, and identify the strengths and weaknesses of the project. Use project evaluation tools, such as lessons learned, post-mortem analysis, and customer satisfaction survey, to collect and analyze the feedback and data. Use the project evaluation results to improve the project management processes and practices, and to apply them to future projects.

4. What Are the Challenges and Limitations of Project Control?

Project control is not a perfect or flawless process, and it may face some challenges and limitations, such as:

• The accuracy and reliability of the project data and information, which may be affected by human errors, biases, or inconsistencies.
• The availability and accessibility of the project data and information, which may be limited by the project management software, the data storage, or the data security.
• The complexity and uncertainty of the project environment, which may involve frequent changes, unexpected issues, or external factors, that may affect the project performance and outcomes.
• The trade-offs and conflicts among the project constraints, such as scope, schedule, cost, and quality, which may require prioritization and negotiation among the project team and stakeholders.
• The resistance and reluctance of the project team and stakeholders, who may not be willing or able to follow the project controls processes and tools, or to accept the project changes or corrections.

Project managers should be aware of these challenges and limitations, and try to overcome them by using appropriate project controls methods and tools, and by applying project management best practices and principles.

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This is the end of the article. I hope you have learned something new and useful about project control. If you have any questions or feedback, please feel free to contact me. Thank you for your attention.