Effective monitoring involves people, the work itself, the project reviews, and-on rare (hopefully) occasions-termination. Monitoring plays major role in determining project success. We are all familiar with projects that were not completed on time, were over cost, and did not meet the expected goals. Assuming that the project choice was viable one and thorough analysis was made in the selection process, what went wrong? Successful projects are generally staffed by knowledgeable, competent and dedicated professionals and managers. The degree of success can be predicted by reviewing the past performance of the participants. Too much emphasis is often placed on such characteristics as team player, people skills, a people person, or a good communicator. Instead, the emphasis needs to be placed on high levels of professional performance, where individuals recognize that they are expected to make contribution to the business. Good people skills are essential but contribute to success only if augmented by track record of performance. What does this have to do with monitoring? The fact remains that monitoring project staffed by inadequately trained or dedicated people--people unable to face up to the fact that the expectations are high- is an exercise in futility. Project success demands timely evaluation of all activities and performance. The project manager may delegate, but he or she needs to play the role of the doubting Thomas and observe results in sufficient detail to know that the basic objectives are being met. Project monitoring is more than reading reports. It is more than monitoring schedules, cost and apparent performance. While these are necessary, project success depends on the level of involvement of the project manager. This means that the project manager plays very proactive role and participates with the assigned staff. Some may look upon this role as one of interference, but it is not; the manager's role is to meet the project objectives. Successful project monitoring requires continual sensitivity to changing conditions, focus on the project objectives, and discipline in the group to meet commitments. The monitoring process involves three major areas: 1) the people, 2) the sequence of events, activities, and directions, i.e., the actual work function, and 3) project reviews. The People It is essential that participants understand their roles, the expectations regarding performance, and how their particular contribution fits into the total scheme. Too often, assignments are made without providing the project staff with an overall understanding of the objectives as well as where the program fits in the corporate scheme. Constant communication of changes, directions, new information, and results in critical areas is essential. As projects progress, the talent required to staff the project often changes. This applies to technical professionals and managers as well. A project is living organism. It is dynamic. As the needs change and as new information becomes known, the staff must be altered and adjusted to meet those needs. The following questions are of utmost importance and require continual attention: Are assigned personnel doing what they said they would do? Are objectives being met in timely manner? If delays are encountered that go beyond the allotted time, can additional resources be brought in to fill the gap? Is the project staffed with the required level of talent? Have the requirements changed? Should new personnel be brought into the project? Sequence of Events Maintaining focus on the project objectives requires constant attention. Participants must focus on the key success factors as well as the critical problems that could preempt success. Technical problems that cannot be solved at the laboratory bench or demonstrated in experimental models are seldom solved on the factory floor. …
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