Project monitoring is a critical process within project management that allows you to track progress.

A Complete Guide To Project Monitoring, Project Evaluation, And Project Control

If keeping projects on track were simple, there wouldn’t be an entire field dedicated to it. Every project needs a robust system to monitor and evaluate progress, ensuring that any deviations from the plan can be promptly corrected. This is where project monitoring comes in.

Project monitoring is a critical process within project management that allows you to track progress and implement meaningful changes when necessary. It is a distinct phase of project management, equally as vital as the other stages.

In this blog post, we’ll explore why project monitoring is essential, its various substages, best practices, and how platforms like can assist project managers in managing these tasks effectively.

What Is Project Monitoring?

Project monitoring is essential for identifying and addressing additional roadblocks that could affect the project’s success.

Project monitoring is a crucial phase within the project management process, which encompasses initiation, planning, execution, monitoring and controlling, and closing. During the project monitoring stage, teams track the project's progress by analysing various metrics that could impact its outcome, such as:

  • Verifying the Project’s Scope: Ensuring that the project remains within its defined boundaries.
  • Timeline for Deliverables: Checking that deliverables are being completed on schedule.
  • Budgets in Relation to Schedules: Monitoring financial expenditures to ensure they align with the project timeline.
  • Quality Control: Assessing the quality of work to meet the established standards.
  • Team Workload: Evaluating team capacity and workload distribution.

At this stage, a project manager or other stakeholders measure the project’s current performance against the project plan and overall goals. This involves checking if milestones are being met, such as delivering a prototype within a specified timeframe. Failure to hit these milestones increases the risk of project failure. Project monitoring is essential for identifying and addressing additional roadblocks that could affect the project’s success.

What Is Project Evaluation?

Project evaluation is closely related to project monitoring, yet they serve distinct purposes within project management. While project monitoring focuses on tracking a project’s progress against its initial goals, project evaluation delves deeper into understanding the reasons behind any deviations from the plan.

In the project evaluation phase, managers use the feedback and data collected during monitoring to analyse why a project might be veering off course, scope, or budget. This involves examining various factors such as:

  • Analysing Collected Data: Reviewing metrics and performance data gathered during monitoring to identify issues and patterns.
  • Understanding Scope Creep: Evaluating how changes in the project scope are affecting timelines and budgets.
  • Adjusting Plans: Making informed decisions to adjust schedules, allocate resources differently, or fast-track specific processes to meet deadlines.

Project evaluation is an ongoing process that occurs throughout the project lifecycle, not just at its conclusion. In-depth evaluations often take place at significant milestones, such as during retrospectives at the end of a sprint. These evaluations help project managers make necessary adjustments to keep the project on track and ensure its successful completion.

What Is Project Control?

Project control is the essential phase that completes the project monitoring process.

Project control is the essential phase that completes the project monitoring process. It focuses on implementing corrective actions to keep the project on track, within scope, and on budget while maintaining high quality. After monitoring progress and evaluating the collected data, project control is where actionable steps are taken to address any issues identified.

In this phase, you might take actions such as:

  • Reallocating Resources: Shifting resources to areas where they are needed most to ensure project continuity.
  • Revising and Resetting Schedules, Milestones, and Timelines: Adjusting time frames to accommodate delays or changes in project scope.
  • Updating Project Plans and Goals: Modifying plans and objectives based on the latest insights to align with current realities.
  • Redistributing Tasks to Team Members: Assigning tasks differently to balance workloads and optimise team performance.
  • Updating Budget Expectations: Adjusting financial forecasts to reflect changes in project scope or timelines.

Project control serves as the final substage of project monitoring. After gathering data and evaluating the necessary changes, this phase is about putting those findings into action. By making tangible adjustments to methods, strategies, and the overall course of the project, project control ensures that the project remains aligned with its objectives and is set up for successful completion.

The Importance Of Project Monitoring, Evaluation, and Control

Companies waste an average of 5.2% of their investment on projects due to poor performance. Effective project monitoring, evaluation, and control can drastically reduce this wastage by improving a project's overall efficiency and catching and resolving issues before they escalate.

These three components act as interconnected facets of project management, each playing a critical role in guiding projects to successful outcomes. Here's why they are essential:

  1. Ensuring Project Success: By continuously verifying that a project stays on track and meets its objectives and deliverables, these processes help guarantee successful project completion.
  2. Early Issue Identification: Project monitoring and evaluation allow for the early detection of problems, enabling project managers to develop plans to address and correct them promptly.
  3. Resource Optimization: These processes ensure that resources are used efficiently throughout the project lifecycle, maximizing productivity and minimizing waste.
  4. Accountability: By clearly defining each team member’s tasks and responsibilities, project monitoring and control foster accountability within the team.
  5. Quick Variance Identification: Project managers can quickly identify variances and deviations from the project plan and address them before they evolve into more significant issues.

Best Practices in Project Monitoring, Control, and Evaluation

Project management tools are invaluable throughout the project lifecycle, especially during the monitoring phase.

To effectively implement project monitoring, control, and evaluation, it's crucial to follow best practices tailored to your team's and company's unique processes. By adhering to these guidelines, you can enhance the efficiency of your monitoring efforts and ensure the ongoing success of your project.

1. Set Expectations Early

From the project's inception, clearly define project goals and outline expectations at both the team and individual levels. Ensure that each team member understands their responsibilities and knows how to communicate updates or obstacles effectively. This clarity will facilitate a smoother monitoring process.

2. Use Project Monitoring Tools

Project management tools are invaluable throughout the project lifecycle, especially during the monitoring phase. Comprehensive tools like can streamline workflows, simplify data and feedback collection, provide performance and metric reports, and help you assess team workloads. These tools enable you to keep a real-time check on your project's status and identify areas that need adjustments.

3. Encourage Ongoing Communication and Feedback

Effective communication is vital for the success of project monitoring, evaluation, and control. Regular updates from team members and stakeholders regarding deliverables, roadblocks, feedback, and timelines are essential. This ongoing communication allows for continuous monitoring and minimizes the need for constant information requests.

4. Decide Monitoring Frequency

Determine the optimal frequency for monitoring based on your project's needs. Some projects may require continuous monitoring, while others might benefit from periodic reviews. Decide whether to monitor weekly, monthly, or quarterly or align monitoring with each sprint or project phase completion. Tailoring the frequency to your project's demands ensures relevant and timely insights.

5. Automate Data Collection

Since project monitoring and evaluation depend heavily on data, automation tools are utilised to collect performance metrics and other relevant information. Automated reporting based on real-time data reduces the time and resources required for manual data gathering. Platforms like offer automation features that streamline data collection, allowing you to focus more on analysing and acting on the information.

Challenges In Project Monitoring, Evaluation, and Control

Project monitoring is an essential aspect of project management.

Project monitoring is an essential aspect of project management, ensuring that work progresses smoothly and according to plan. However, like many project management tasks, monitoring comes with its own set of challenges that can hinder accurate evaluation and solution provision. Let's explore some of the most common challenges encountered in project monitoring:

1. Data Accuracy

Collecting accurate and up-to-date data is crucial, especially in complex projects. However, ensuring data accuracy becomes challenging when multiple sources of data are involved, leading to discrepancies and inaccuracies in the monitoring process.

2. Scope Creep

Projects often undergo changes and expansions, resulting in scope creep. Monitoring progress against the original plan becomes challenging when project scope is not clearly defined from the outset or when plans continuously evolve, making it difficult to maintain alignment with project objectives.

3. Resource Constraints

Limited resources such as personnel, budget, and time can hamper effective project monitoring. Resource constraints may lead to inadequate assessments and inaccurate evaluations, impacting project outcomes.

4. Reporting

Project managers are tasked with overseeing multiple reports during the monitoring process to gather various types of data. However, consolidating and analysing this data can be time-consuming and error-prone, mainly when performed manually.

5. Miscommunication

Using multiple work tools for communication and task tracking can result in miscommunication and fragmented data. This fragmentation makes performance assessments challenging and less reliable, especially when reporting, chats, and task tracking are spread across different platforms.

To mitigate these challenges and ensure effective project monitoring, it's crucial to prepare the project thoroughly from the outset. This includes setting clear objectives and trackable metrics for continuous monitoring. Additionally, leveraging a unified platform like, which consolidates all project-related activities and communication in one place, can help overcome the pitfalls of broken communication, manual reporting, and data inaccuracies. By addressing these challenges proactively, project teams can enhance their monitoring processes and achieve more successful project outcomes.

How to Effectively Monitor, Control, and Evaluate Projects with

Project monitoring and evaluation are essential for informed decision-making in project management. Utilising a comprehensive platform like streamlines the process, ensuring organisation and efficiency across all project aspects. Here’s how facilitates project monitoring:

Generate Advanced Reports offers a custom reporting dashboard where you can automatically generate insightful reports based on platform data. Visualize data using charts, timeline overviews, graphs, and widgets, providing a comprehensive overview of project progress and performance.

Monitor Workloads

With over 27 work views available, including the workload view, you can efficiently manage your project resources. The workload view enables you to assess team members' tasks, workload distribution, and future commitments, facilitating better resource allocation and performance assessment.

Improve Workflow Management simplifies workflow management, allowing you to implement positive changes to enhance project outcomes. Start quickly with pre-made templates and boards, customise workflows with personalised automation, and leverage collaboration tools for seamless communication and real-time task status updates.

Project Monitoring Made Easy with

With, project monitoring is at your fingertips.

In an ideal scenario, every project would unfold seamlessly, adhering to plans and timelines without a hitch. However, reality often presents challenges such as missed deadlines, budget overruns, and unexpected setbacks. This is where effective project monitoring and evaluation come into play.

Project monitoring allows you to stay informed about your projects' progress in real time, identifying potential issues that could impact scope, quality, timeline, or budget. By leveraging insights gained through monitoring and evaluation, you can optimise processes and make informed decisions to enhance project outcomes.

With, project monitoring is at your fingertips. Our platform provides all the necessary tools and information to track project progress, evaluate current status, identify areas for improvement, and take proactive steps to keep projects on track. With everything you need readily accessible, you can effectively manage projects with confidence and precision.

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