Planning…reporting…Increasingly, businesses of all kinds are coming to terms with these activities, which can be very complex. For example, several companies participate in European projects, hoping to obtain some of the funding that the EU allocates to various purposes, from agriculture to fishing, industry, research, humanitarian aid. The presentation of projects and the drafting of the documents required for approval, i.e. everything related to the aims, objectives, content and planning of activities, are so complex that courses are activated by universities and private bodies to teach how to move in this field.
The importance of project planning
On the other hand, every project, in order to be carried out in the best possible way and not to risk failure in results or costs, must start from a correct planning, which analyzes in detail the objectives, times, methods, resources, etc.. In particular this last element, the evaluation of the necessary resources, appears particularly important in a company that wants to allocate staff effectively and efficiently. Often the cost of man-hours is the most significant one within a project, and it is an indicator of quality and reliability to respect the timescales foreseen in the planning for the completion of the project. Therefore, this phase is very delicate, as resources can be underestimated or overestimated with serious consequences on the progress of the project in terms of costs or results on schedule.
Project monitoring and reporting
When the activity then starts, constant monitoring becomes essential, both to validate the adequacy of the planning and to verify that everything is proceeding as planned. In the end, the correctness of the process must be confirmed through reporting, where what was planned must coincide with what was used and, if there were any deviations, it must be possible to analyze the reasons for them.
The positive effects of good project planning and reporting
But a planning and reporting module opens up broader perspectives, particularly for a company manager and HR. If the planning was done correctly, it must have led to the project being completed and reported on as planned. If this is not the case, there may have been errors in the planning, the reasons for which should be examined carefully. If, for example, the error is also repeated in other projects carried out by the same team, the problem must be remedied by reorganizing the team or replacing those responsible. If, on the other hand, the error is on one project but not on others, it can be observed if the overruns in terms of time (and therefore budget) are related to a single team member and if this member has shown the same difficulties in other projects. In this case you can think of a training path for him, whose need without an analysis of this kind probably would not have emerged.
Project reporting as part of the Quality Policy
In short, a good planning and project reporting process assumes a fundamental value in the “quality policy” of a company, understood in the sense of real analysis of the processes adopted and not apparent, as often happens. The entrepreneur and HR can verify the productivity of the company, the first on the cost/yield ratio plans, the second on the personnel, motivation and skills possessed by each, and any training needs. In the same way, at the level of project managers, errors of evaluation, useful for subsequent planning, can emerge.
But a process of this complexity requires effective support through tools that facilitate project management. Precisely for this purpose HR-Assistant has developed the “Project Timesheets” module (to learn more: Click here) with the aim of keeping costs, resources and job order results under control, ensuring time control, flexibility and customization in compliance with the specific needs of each company.