Project well-monitored is project well-accomplished

Tanzila Rahman,UAO, Ramu. Coxs Bazar .

Tanzila Rahman

Monitoring is an integral part of a project life cycle. After initiation of a project, a good planning of the project is a must. A few months back, this author mentioned in one her articles published in this newspaper that “Good planning is half work done”. In the same way, - “A project well monitored, is a project well-accomplished”.

Monitoring is a crucial component of project management that ensures the successful implementation and achievement of desired objectives. A well-planned project without effective monitoring can suffer from inefficiencies, delays, and failure to deliver expected outcomes.

For effective monitoring, a structured approach with clear methodologies and tools must be followed. Below are key steps to ensure efficient monitoring of a project:

1. Define Clear Objectives and Indicators

--Establish SMART (Specific, Measurable, Achievable, Relevant, Time-bound) objectives.

--Identify Key Performance Indicators (KPIs) to measure progress (e.g., budget usage, completion percentage, stakeholder satisfaction).

2. Develop a Monitoring Plan

--Outline the scope, frequency, methods, and responsibilities.

--Specify data collection methods (surveys, reports, observations, software tracking).

3. Establish a Baseline

--Gather initial data on the project's starting point to compare progress.

4. Use Effective Data Collection Methods

--Track activities and progress through--Regular progress reports, Site visits,

Meetings with stakeholders, Surveys and interviews.

5. Analyze and Interpret Data

--Compare actual performance against planned objectives.

--Identify deviations, risks, and potential bottlenecks.

6. Take Corrective Actions

--Adjust timelines, budgets, or resources based on findings.

--Engage stakeholders for solutions.

7. Maintain Transparent Communication

--Share progress reports with stakeholders.

--Conduct regular meetings to discuss updates.

8. Document Lessons Learned

--Keep a record of challenges and solutions for future project improvement.

--Review what worked well and what didn’t.

In case of monitoring Agricultural Projects, such as crop production, irrigation schemes, or rural development programs require systematic tracking to measure progress, detect deviations, and make timely adjustments. Without continuous monitoring, project officials may fail to identify issues that can impact yields, resource utilization, and sustainability.

A number of effective techniques are being used for monitoring a project. For instance, the Critical Path Method (CPM) using project dashboards provides real-time visual analytics, while Work Breakdown Structures (WBS) helps to organize tasks effectively. At present, Artificial Intelligence (AI) is used for monitoring a project. AI can significantly enhance project monitoring by automating data collection, improving accuracy, and providing real-time insights. AI can be applied in monitoring of agricultural projects too.

Despite its importance, monitoring faces several challenges that can hinder the effectiveness of a project which include—inadequate funding, lack of skilled personnel, resistance from stakeholders, poor data management system, etc.

However, to be effective, monitoring must be systematic, involve the right technology, and address common bottlenecks.

(Tanzila Rahman is Upazila Agriculture Office (UAO), Ramu, Cox’s Bazar)