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How to use project controlling in project management 

Project controlling is an important tool in project management. Professionally and properly executed, it ensures that the project runs according to plan.

Projects - whether small and simple or large and complex - are not self-running. They must be competently planned, professionally organized and skillfully implemented.

To ensure that each project phase achieves its goal, project management relies on regular project controlling.

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Project controlling – why and what for?

As a project manager you are obliged to ensure that the project runs smoothly.
In detail it means that you,

  • properly performs the tasks set,
  • use the available resources efficiently and
  • achieve the objectives set within the time limit.

For this you have an extensive control function. In order to be able to fulfill this, project controlling is available as a tool.


The difference between project controlling and project reporting

Project controlling should not be confused with project reporting.

In contrast to project controlling, which involves monitoring the entire project, project reporting refers only to the creation of progress reports or reports.

Project reporting is therefore only a small part of the controlling process, but not its replacement.


The advantages of project controlling in project management

Professional project controlling brings you many advantages. These include in particular:

The achievement of the project objectives

Through regular checks, you will be able to verify the quality of the tasks performed as well as the progress of the work. If you find out during the control measures that the delivered work does not meet the desired quality standards or that the project sections are not completed on time, you can intervene and take countermeasures.

For example, you can correct errors early on, increase the number of staff or adjust the organizational structures within the project.

In this way, you ensure that the overall project goals are achieved.

The efficient use of resources

Through systematic, strategic project controlling you can ensure the optimal distribution of resources among the teams - and the team members.

If the resources are properly distributed, the project team members can concentrate on their work, keep to the schedule and thus ensure the progress of the project.

The increased employee motivation

With a mature and functioning control system, you support your teams in their daily work by informing each employee in advance about their current tasks and the next project goals.

If those involved know about their personal contribution to the project and are aware of its importance, their motivation to achieve the highest performance together with the team increases.

The improved discipline

With project controlling, you organize team work in the best possible way by checking the activities of each individual employee. If a team member does not fulfill his or her tasks - whether accidentally or intentionally - as agreed, you can recognize this early on. In this way you can minimize conflicts between team members from the outset.

At the same time you increase the discipline in the team and achieve an orderly project workflow.

The simplified coordination

A well-established, stable project controlling system makes it easier for you to organize and coordinate the individual project steps or project phases.

In this way, you as a manager can fulfill your tasks more easily, more efficiently and more accurately.

From now on, every project will be a successful project!

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With Can Do's project controlling software for modern project management

Project controlling is an extensive task that requires a clear eye for detail. A variety of project controlling methods offers you different control approaches. However, in the case of medium-sized and difficult-to-manage projects - and even more so in the case of large and complex projects - the necessary controlling can quickly overwhelm you as a project manager. In this case, it would make sense for you to consider a suitable project controlling software at an early stage.

The advantages of such a solution - as a sub-area or function of projectmanagement software are manifold.

The most important of these are:


The standardized processes

By using the appropriate project controlling tools, you can organize large amounts of data in a clear and concise way. Individual work processes are standardized in the process. This saves your time and makes it easier for you to access all necessary documents, overviews and status reports. The standardized workflows support teamwork and thus increase productivity.

The integrated systems

Date entries, data on project progress, invoices and similar data often come from different internal company systems. Manual information reconciliation costs you a lot of time and is prone to errors. The appropriate software for project controlling coordinates the collected data and presents it in a clear and concise format.

This allows you to make the controlling process exact, accurate and efficient.


The simple performance assessment

With agile project controlling, you can keep the project team informed at all times about the tasks performed. It is informed in real time about tasks that require immediate attention. As a manager, you always know exactly what the current status of the project is and where corrective action is needed.

The clear and easy-to-read performance reports help you to complete the project on time and within budget. You can also use them to inform customers about the progress of the project and thus to make the best possible use of your resources in agile project management, in hybrid project management  or in multi-project management  to include.

The well thought-out change management

No project goes strictly according to plan. Changes, adjustments or corrections are unavoidable in an ongoing project. Strategic project controlling therefore also includes the management and impact analysis of the implemented changes. With the appropriate project controlling example, the software supports you in the evaluation of possible corrective measures.

This enables you to make well thought-out and well-founded decisions in order to achieve the project goal most effectively.

The built-in cost control

The entire project stands or falls with the budget. Therefore it is of utmost importance for you to keep the project within the given budget. With Can Do's comprehensive, powerful project controlling tools, you can combine overall project management with the corresponding cost estimate. With a clear view of the costs involved, you will be able to find cost-effective ways to ensure the success of your project.


ojoimages4_FotoliaModern project management requires advanced project controlling methods.

The right software for project controlling can help you significantly in fulfilling your controlling function.

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