Businesses often assemble teams to accomplish a specific task or objective. The project proceeds through several stages and progress is monitored on an ongoing basis. Projects are guided through a series of phases, from defining the project to evaluation of the success of the project. The definition or initiation phase begins the process, with team members identified and a project manager selected. During the planning phase, objectives are set forth and responsibilities are assigned. Monitoring occurs during the execution phase, when the work of the project is accomplished. The final phase of evaluation comes when the project is completed and an assessment is conducted to see if the objectives were achieved.
At the execution stage when the actual tasks of the project are in progress, it is vital to monitor information in order to keep track of what is being accomplished. The project manager can facilitate the project by communicating with team members and clients. Through hands-on monitoring, the team leader can make sure that individual participants stay with the original plan for the project and remain focused on predetermined goals. The project manager takes careful notes to follow all aspects of the project and address any problems that come up.
Time management monitoring is executed by the project manager to make sure deadlines are being met as the project moves forward. Time sheets are used to monitor the time individual team members spend on tasks within the project. The team leader can identify and resolve any time management issues that arise.
Monitoring the Budget
Cost management is executed by the project manager to make sure the project comes in at or under budget. Costs within the project are identified and expenses are approved before a purchase is made. The project manager keeps a central record of all costs incurred by the project. He can then determine if expenses are adequately budgeted, and if not, grant special approval for necessary expenditures.
To monitor quality effectively as the project progresses, the team and the project manager must set up quality guidelines before the execution phase. Once the team leader knows how quality is to be measured, he can take action to measure the quality of the output of the team, identify any quality issues and make any necessary improvements.