Control and Controlling: The Backbone of Project Excellence

‘Control and Controlling’, generated by DALL-E

Welcoming you to the tenth edition of our series, where we continue to enrich the toolkit of project management, team leadership, and organizational strategy. This chapter unfolds after “Transformative Feedback: From Theory to Practice”, and it brings into focus a pivotal yet often underappreciated aspect of project management: the nuanced distinction and critical importance of control and controlling.

In this segment, we aim to clarify these essential concepts, highlighting how they serve as the backbone for guiding projects towards their successful completion. We’ll explore the various forms of control integral to different project phases, dissect the levels of organizational control, and discuss the indispensable role of project management metrics and controlling frameworks.

Our objective is to empower you with the insights to apply these principles adeptly, ensuring your projects not only achieve their goals but also align with your organization’s strategic vision.

Let’s embark on this detailed exploration, designed to deepen your understanding and refine your approach to control and controlling in the realm of project management, thereby advancing our collective journey towards mastery in leadership and execution.

Control and Controlling in Project Management

Definition and Differences

In the context of project management, the concepts of “control” and “controlling” are fundamental to ensuring project success but are often misunderstood or used interchangeably, leading to confusion. Understanding their distinct roles and functions is key to effectively applying these concepts in managing projects.

Control refers to the process of monitoring project activities to ensure they are being executed as planned and correcting any deviations from the plan. It involves the measurement of progress against project objectives, the identification of variances from the plan, and the implementation of corrective actions to address these variances. Control is typically reactive, as it responds to issues after they have occurred.

Controlling, on the other hand, encompasses a broader scope. It is a proactive management function that involves planning, monitoring, and analyzing all aspects of the project to ensure its objectives are met. Controlling includes setting standards, measuring actual performance, and taking preventive or corrective actions. It aims to anticipate and mitigate potential problems before they impact the project, making it a forward-looking process.

The Role of Control and Controlling in Project Management

Managerial Control: Definition, Features, Scope, and Process

The role of control and controlling in project management cannot be overstated. They are critical components of the project management process, ensuring that projects are completed on time, within budget, and according to specified quality standards.

Control plays a vital role in:

• Ensuring that project activities are aligned with the project plan.
• Identifying problems and variances as they arise during project execution.
• Providing a basis for corrective action to bring the project back on track.

Controlling contributes to:

• Establishing clear objectives and performance standards for the project.
• Providing a systematic approach to planning, monitoring, and adjusting project strategies and actions.
• Enabling proactive decision-making and problem-solving to prevent issues from occurring.

Together, control and controlling form a dynamic duo in project management, serving to both correct course when necessary and steer the project proactively towards its goals. By effectively implementing both concepts, project managers can enhance project performance, optimize resource utilization, and increase the likelihood of project success.

Types of Control in Project Management

Stages of Control

Effective project management relies on various types of control to ensure that projects meet their objectives, stay on schedule, and remain within budget. Understanding and implementing these controls at the right stages of a project can significantly enhance its chances of success. Here we explore the three primary types of control in project management: preliminary, concurrent (progressive), and final control.

Preliminary Control: Definition and Application Examples

Preliminary control involves setting standards and guidelines before the project begins or during its early phases. It’s about ensuring that the project is well-planned, feasible, and aligned with organizational goals before significant resources are committed.

• Definition: Preliminary control is the process of evaluating plans, budgets, and project objectives to ensure they are realistic and achievable. It involves identifying potential risks and putting in place measures to mitigate them.
• Application Examples: An example of preliminary control is conducting a feasibility study before launching a new project. This might include market research, financial analysis, and resource availability assessment. Another example is setting clear project objectives and deliverables, along with a detailed project schedule and budget.

Concurrent (Progressive) Control: How to Implement and Its Necessity

Concurrent control, also known as progressive or ongoing control, takes place during the execution phase of a project. It’s about monitoring project activities in real-time to ensure they conform to project standards, schedules, and budgets.

• Implementation: Implementing concurrent control involves regular project status meetings, continuous monitoring of key performance indicators (KPIs), and agile adjustments to the project plan as needed. Tools like project management software can facilitate real-time tracking of tasks, budgets, and timelines.
• Necessity: Concurrent control is essential for identifying deviations from the plan early and taking corrective action promptly. It allows project managers to address issues before they escalate, ensuring the project remains on track and within budget.

Final Control: Its Significance for Project Success Assessment

Final control is the evaluation of the project’s outcomes upon its completion. It focuses on assessing whether the project achieved its objectives, delivered value, and met stakeholders’ expectations.

• Significance: Final control is crucial for understanding the project’s overall success and learning from its outcomes. It involves comparing the final deliverables against the initial objectives, analyzing the project’s impact, and identifying lessons learned for future projects.
• Assessment Process: This might include post-project reviews, stakeholder feedback sessions, and performance reporting. It’s an opportunity to celebrate successes, acknowledge team efforts, and reflect on areas for improvement.

By effectively applying these types of control at different stages of a project, project managers can enhance decision-making, mitigate risks, and increase the likelihood of project success. Each type of control plays a unique role in guiding the project towards its objectives, ensuring that every phase is under scrutiny and aligned with the project’s goals and the organization’s strategic vision.

Levels of Control in an Organization

In an organizational context, control mechanisms are structured across various levels to ensure comprehensive management and oversight. These levels — foundational, intermediate, and advanced — each serve specific purposes and are characterized by distinct approaches to control. Understanding and effectively implementing controls at each level can significantly contribute to the organization’s strategic objectives and project success.

Foundational Level: Characteristics of Control at This Level

The foundational level of control is concerned with establishing the basic standards, processes, and procedures that govern everyday activities within the organization. It’s the bedrock upon which further controls are built, ensuring consistency and compliance with organizational goals.

• Features: Control at this level typically involves routine checks and balances, adherence to operational procedures, and ensuring that all actions align with the organization’s policies. An example would be the enforcement of time-tracking for tasks to manage productivity and project timelines efficiently.
• Implementation: Implementing control at the foundational level often requires clear documentation, regular training for new and existing employees, and a straightforward feedback mechanism to address non-compliance issues promptly.

Intermediate Level: Control Mechanisms in Mid-Level Management

At the intermediate level, control becomes more focused on aligning departmental activities with broader organizational goals. It serves as a bridge between the foundational and advanced levels of control, ensuring that the strategic objectives are translated into actionable plans.

• How Control is Exercised: This level involves more complex monitoring and evaluation mechanisms, such as performance metrics for teams, budget adherence for departments, and project milestone reviews. Intermediate-level control ensures that managers are accountable for their teams’ output and that resources are utilized efficiently.
• Examples: An example of control at the intermediate level might include departmental budget controls, where each department head is responsible for maintaining budget discipline while achieving set objectives.

Advanced Level: Examples and Advantages of Advanced Control

The advanced level of control focuses on strategic oversight and the long-term sustainability of the organization. It encompasses high-level decision-making processes, innovation management, and the alignment of organizational activities with external opportunities and threats.

• Examples of Advanced Control: Advanced control mechanisms include strategic planning sessions, risk management frameworks, and scenario planning. These controls help the organization navigate complex and uncertain environments by preparing for multiple future scenarios.
• Advantages: The primary advantage of advanced-level control is that it allows organizations to be proactive rather than reactive. By anticipating changes in the market or industry, organizations can strategize effectively, seize opportunities, and mitigate potential risks before they impact the business.

Understanding and implementing the various levels of control within an organization allows for a more cohesive and comprehensive approach to management. By ensuring that control mechanisms are in place at the foundational, intermediate, and advanced levels, organizations can achieve their strategic objectives more efficiently and effectively, fostering a culture of continuous improvement and adaptability.

Conclusion

As we advance in our series with this tenth installment, we’ve ventured deeper into the realms of control and controlling within project management, illuminating their critical roles in steering projects toward excellence. Through our exploration of preliminary, concurrent, and final controls, alongside the foundational, intermediate, and advanced levels of organizational control, we’ve laid bare the structures that underpin successful project outcomes.

Our discussion has underscored the necessity of a nuanced approach to project management — one that integrates both reactive measures and proactive strategies to navigate the complex dynamics of projects effectively. By embracing these principles, project managers are better equipped to ensure projects not only meet their immediate objectives but also align with broader organizational goals, thereby contributing to strategic success.

Moreover, the introduction to project management metrics has offered a gateway to the second part of our discussion, where we will dive into the intricacies of project controlling. This forthcoming segment promises to deepen our understanding of the frameworks and strategies crucial for effective project control, including a detailed examination of the HEART and PROJECT frameworks, and guiding you through the establishment of a comprehensive project control system.

Thank you for joining us on this insightful journey through the backbone of project excellence. As we continue to unfold the layers of project management, we invite you to stay tuned for the next chapter, where we will explore the nuances of project controlling, further enriching our toolkit and enhancing our collective mastery in leading projects and organizations to new heights of success.