Major projects under control: How to make your controlling a success factor
Major projects – a word that often instills respect, right? The challenges associated with them are all too familiar to many companies. But don’t worry, because in the Controlling of major projects there are also huge opportunities to create value and navigate risks smartly. Given the complexity, long durations, and often massive investments, clear control is simply essential. At Valoon GmbH, we know from our daily work, especially in industries like construction with many colleagues in the field, that an efficient project management software for construction can be invaluable here. A strong controlling for major projects is your shield against cost overruns and time pressure, helping you maintain the quality of your work in the long term. In this article, we want to show you how strategic project controlling can help you successfully reach your goals with major projects. Join us on a journey to approaches we have specifically developed for companies with teams in various locations to optimize the flow of information.
What exactly do we mean by project controlling for major projects?
When we talk about project controlling for major projects, we mean much more than just juggling numbers. Think of it as a systematic management process that truly keeps everything in view: from planning to management to controlling all critical aspects of your colossal undertaking. This includes resources, costs, schedules, and, of course, the results you desire. The big goal? Clearly: Your project should stay within budget, be completed on time, and meet quality standards. As aptly described, it’s about the systematic planning, control, and management of resources. Especially in the case of Controlling of major projects it is incredibly important to notice early when something goes off the rails, so that you can quickly take corrective action. It’s about creating clarity and making decisions based on a solid foundation.
Why is good controlling so crucial for major projects?
The question is valid, but the answer is straightforward: The sheer complexity and often significant risks make detailed controlling for major projects essential. Just think about major projects as we often see in effective construction management with software – there are countless stakeholders, many sub-projects, and a lot of money at stake. Effective controlling here acts like an early warning system that helps you identify potential risks in construction in a timely manner and keep them small. It enables you to proactively manage the risks – think of missing knowledge transfer or lack of flexibility. And not to forget: It promotes open communication with everyone involved and helps manage expectations clearly. This is simply essential for the success of major projects.The foundation for your project success: Clearly define planning and goals
Imagine you’re building a house – without a solid foundation, it won’t work, right? It’s the same with the controlling for major projects. Everything starts with truly detailed planning and crystal clear defined project goals. Without these precise guidelines, you’re stumbling in the dark, and effective control and monitoring are hardly conceivable. Especially in complex endeavors, as we experience daily in the project management for construction companies goals must be formulated in a way that everyone understands and can measure their progress. This not only creates clarity within the project team but also among all other stakeholders and lays the groundwork for everything that follows in controlling. It cannot be stressed enough: The initial planning phase is critical for the overall project course and is, therefore, an absolute key factor for a successful Controlling of major projects.
- Detailed planning and crystal clear defined project goals are essential.
- SMART goals (specific, measurable, achievable, relevant, time-bound) ensure manageability.
- A project structure plan (PSP/WBS) breaks down major projects into manageable work packages.
- Regular target versus actual comparisons and variance analyses are crucial for controlling.
SMART goals and project structure plan (PSP/WBS) bring clarity
Are you familiar with the SMART formula? Goals should be specific, measurable, achievable, relevant, and time-bound (SMART). This is a core component of project controlling for us. This method ensures that goals do not remain vague wishes but become tangible and verifiable. At the same time, it is super important to create a Work Breakdown Structure (WBS), which means breaking your major project into smaller, manageable work packages. Each of these packages can then have its own goals, budgets, and timelines. This makes the controlling for major projects so much easier and allows you to track progress very precisely. This structure is a huge help in maintaining oversight and also supports the tasks of a project manager in major projects tremendously.
Stay on track with target vs. actual comparisons and variance analyses
The regular target vs. actual comparison – this is basically the engine in operational Controlling of major projects. Here, you look very closely: Do the planned values (target) still match what has actually been achieved (actual)? This concerns costs, time, and the progress of your work. If deviations are discovered, it’s not a cause for panic but rather the starting signal for the variance analysis.. Here, the aim is to get to the root of the causes. Were there planning errors, unforeseen events, or is there an issue somewhere in execution? Only by truly understanding the causes can you take effective countermeasures, just as well explained by the . This recurring process is absolutely central if your Controlling of major projects is to bear fruit.The right tools in hand: How to steer major projects effectively
To be truly successful in the Controlling of major projects , it takes not only know-how but also the right methods and powerful tools. These helpers are invaluable in enabling project managers to maintain oversight, respond swiftly to problems, and make decisions on solid ground. Which methods suit best always depends on the type and complexity of your project. However, some have proven to be particularly effective for the controlling for major projects . These include techniques that allow you to measure performance, keep an eye on deadlines, and quickly visualize project status. And the good news is: Modern project management software for construction often already comes with many of these tools built-in and makes their use child’s play.
- Appropriate methods and powerful tools are crucial for maintaining overview and responding quickly.
- Earned Value Analysis (EVA) integrates cost, schedule, and performance measurement.
- Milestone Trend Analysis (MTA) visualizes the delivery reliability of important project milestones.
- Traffic light controls provide a simple visual representation of project status.
Earned Value Analysis (EVA): Performance measured precisely
Die Earned Value Analysis (EVA), also known as the completion value method, is a real powerhouse in the Controlling of major projects. Why? Because it measures and evaluates cost, schedule, and actual performance in an integrated way. By comparing planned values (Planned Value, PV), actual costs (Actual Cost, AC), and earned value (Earned Value, EV), you can calculate key metrics such as the Schedule Performance Index (SPI) and the Cost Performance Index (CPI). These indicators act as an early warning system: they immediately highlight cost and schedule deviations and even allow forecasting for the further project course. We consider EVA a central tool to boost efficiency in the controlling for major projects significantly – a recommendation also made by institutions like the .
Milestone Trend Analysis (MTA): Ensuring deadlines don’t slip
Are you familiar with the Milestone Trend Analysis (MTA), or milestone trend analysis? It’s a great visual tool to keep an eye on delivery reliability in the Controlling of major projects . It graphically represents the planned and actual deadlines of important project milestones over time. This way, you can instantly see if milestones are moving forward or backward. It enables project managers to recognize delays early and take countermeasures. This is particularly crucial in successful major projects , where meeting key deadlines often decides victory or defeat. The MTA creates transparency and helps maintain focus on the most critical deadlines.
Traffic light controls: Capture project status at a glance
Die Traffic light control is a wonderfully simple but incredibly effective method to visualize project status in the controlling for major projects . Work packages, sub-projects, or even the entire project receive a color: Green (all on track), Yellow (critical, caution needed!), or Red (wrong, off track, immediate action needed!). This clear visual language is instantly understood by all involved, allowing them to see at a glance where the issues lie. It’s important that the meanings of the individual colors are clearly defined beforehand and understood equally by all. Such systems are often already integrated in construction data management software and support agile Controlling of major projects perfectly.Data chaos and silence? How to master the challenges in major project controlling
Let’s be honest, the controlling for major projects can sometimes really make you sweat. There are a few typical challenges that can seriously jeopardize project success. At the top of the list often stands the management of massive data volumes and communication that works smoothly across various teams and hierarchies. If the data quality is not right, it can quickly lead to wrong decisions. And if communication falters, misunderstandings and delays are pre-programmed. For successful Controlling of major projects it is therefore super important to establish robust processes and systems for data and communication. This is exactly where modern approaches, such as those we offer at Valoon GmbH with the integration of messenger services for data collection, can make a real difference and complement the guide for major projects with a valuable component.
Data quality and consistency: Not negotiable!
One of the biggest challenges in the controlling for major projects is ensuring good and consistent data for . Data from various sources must be collected, checked, and merged. Errors or inconsistencies lead to inaccurate analyses – and this can result in really poor decisions. The solution? Clear processes for data collection, checking, and cleaning. Automated systems and a centralized data repository, like those offered by zu sorgen. Daten aus allen möglichen Quellen müssen gesammelt, geprüft und zusammengeführt werden. Wenn da Fehler drin sind oder die Daten nicht zusammenpassen, sind ungenaue Analysen die Folge – und das kann zu echt schlechten Entscheidungen führen. Die Lösung? Klare Prozesse für die Datenerfassung, -prüfung und -bereinigung. Automatisierte Systeme und eine zentrale Datenablage, wie sie zum Beispiel construction data management software , can be a huge help. For reliable Controlling of major projects , it is essential to constantly monitor data quality. As , it is part of the to continuously review all company figures and prepare them transparently.
Effective communication and coordination: Everyone pulling together
Another point that can determine success or failure in the controlling for major projects is the effective communication and coordination among all those involved in the project. By this, we mean project teams, departments, external partners, and, of course, management. Information silos – that is when everyone only focuses on their own area – and lack of coordination often lead to duplicated work, delays, and conflicts. What helps? Clear communication channels, regular meetings (such as daily short stand-ups or weekly project meetings), and the use of tools that promote collaboration. Our solutions at Valoon GmbH, based on clever integration of messengers, aim exactly at improving the flow of information between fieldwork and office sustainably, thus significantly optimizing the Controlling of major projects .
Dealing with uncertainty and risks: Proactive rather than reactive
Major projects inherently involve many uncertainties and risks. Therefore, proactive risk management is an absolute must in the viele Unsicherheiten und Risiken gibt. Ein proaktives Risikomanagement ist deshalb ein absolutes Muss im controlling for major projects. It starts with systematically identifying potential risks. Then, you assess how likely they are to occur and what impacts they could have. Finally, you develop strategies to minimize or completely avoid the risks. A comprehensive risk management process that is regularly reviewed and adjusted helps to avoid unpleasant surprises and achieve project goals, even when something unexpected happens. It’s also super important to involve all stakeholders early in this process – this is crucial for the Controlling of major projects and a solid action plan for major projects..More than just numbers: The real secrets to success for your project controlling
A truly effective controlling for major projects does not rely solely on dry methods. Rather, it’s about creating an environment where controlling processes work really well and are supported by all. What does this entail? Clear responsibilities, an open error culture, and an unwavering desire to always improve. These factors are not solitary players but work together to ensure that the Controlling of major projects can unleash its full power. Companies that embrace this lay the foundation for successfully completing their most complex endeavors and thereby elevate their project management as a construction company to a new level.
- Clear roles and responsibilities prevent ambiguities and duplicated work.
- An open communication and error culture promotes early recognition and learning from mistakes.
- Continuous improvement of controlling processes is essential for long-term effectiveness.
- Selecting and monitoring relevant KPIs (e.g., adherence to schedules, costs, quality) is crucial.
Clear roles and responsibilities: Who does what?
A crystal-clear assignment of roles and responsibilities is essential for effective controlling for major projects. Everyone in the project team must know exactly who is responsible for which controlling tasks – from data collection to analysis to reporting and following up on actions. This prevents tasks from falling through the cracks or being done twice. Especially the role of the project controller, who often acts as a link between project management and the executing teams, must be clearly defined. An overview responsibility matrix (for example, a RACI matrix) can work wonders in creating transparency and ensuring that all aspects of the controlling of major projects are covered and the role of the project manager in major projects is strengthened.
Open communication and mistakes as an opportunity to learn
A an open communication and error culture is another often underestimated success factor. In the controlling for major projects it is incredibly important that problems and deviations are addressed early and honestly – without anyone fearing negative consequences. Mistakes should be seen for what they are: learning opportunities that provide valuable insights for the future. This, of course, requires an environment characterized by trust and transparency. Regular, open feedback sessions and a culture that not only accepts but encourages constructive criticism are incredibly valuable. This supports not only the Controlling of major projects, but also overall project performance and approaches like Lean Management in construction..
Continuous improvement: Stagnation is regression
Das controlling for major projects is not a rigid corset but must constantly evolve. The regular review and adjustment of controlling processes, methods, and tools are essential to ensure effectiveness and respond to new conditions. What went well, what less so? The so-called lessons learned from completed projects or project phases should be systematically collected and used to improve future controlling activities. This continuous improvement process (CIP) ensures that the Controlling of major projects always stays up to date and helps sustainably enhance project efficiency.
Important KPIs in project controlling: What you should keep an eye on
Selecting and monitoring the right key performance indicators (KPIs) is absolutely crucial for the controlling for major projects Here are some important KPIs that we would like to recommend:
- Project duration and adherence to schedules: Keep an eye on start and end dates as well as important milestones. Deviations here can quickly become costly.
- Costs and budget adherence: Compare planned costs, actual costs, and earned value. The Cost Performance Index (CPI) is a very important metric here.
- Resource utilization: Make sure personnel, materials, and machines are used efficiently to avoid bottlenecks or unused capacities.
- Quality metrics: Measure the quality of your results based on previously defined standards, such as the number of revisions or how satisfied your customers are.
- Risk metrics: How many risks have been identified? What is the status of risk mitigation measures? And how likely are critical risks to materialize?
These KPIs help you objectively assess project progress and recognize early when adjustments need to be made in the Controlling of major projects .Digital power for your controlling: How software boosts major projects
Let’s be honest, without specialized software solutions, a modern controlling for major projects is hardly imaginable today. With the huge amounts of data, the complexity of analyses, and the pressure to have information quickly at hand, digital tools offer unbeatable advantages. They make data collection more efficient, automate evaluations, and immensely improve collaboration within the team. The right project management software for construction can significantly advance the Controlling of major projects and lead to considerably better project results. But beware: When choosing a suitable solution, companies should keep some specific criteria in mind to truly derive the maximum benefit from it.
Core functions and selection criteria: What must good software be capable of?
A modern software for the controlling for major projects should already come with several core functions. For us, these clearly include resource planning, cost control, time management, risk management, and flexible reporting. Other important selection criteria include user-friendliness – because what’s the use of the best software if no one wants to operate it? – and the integration capability into your existing IT environment (think ERP systems or, as in our case at Valoon GmbH, our messenger integrations). Other aspects include scalability, so the software can keep pace with your growing project requirements, and, of course, data security, especially when it comes to cloud-based solutions. A good system for the Controlling of major projects should optimally support the specific
Software examples: A look at PLANTA Project and InLoox
The market for software solutions that support the Controlling of major projects is large. Two examples that are frequently mentioned are PLANTA project and InLoox. PLANTA project is a pretty comprehensive project management software that, according to the manufacturer, offers functions for resource planning, risk management, cost planning, and the linking of time and financial metrics. It also supports methods such as traffic light controlling and earned value analysis. InLoox , on the other hand, is known for integrating well with Microsoft Outlook and offers functions for budget management, real-time metric analysis, and reporting. This allows you to define budgets and cost centers and also manage controlling across multiple projects. Which software is ultimately right for you depends heavily on your individual requirements for the Controlling of major projects ab.Flexible or classic? Finding the right controlling mix for your major project
Choosing the right controlling methodology is a key moment for success in the controlling for major projects. While traditional approaches are based on very detailed upfront planning and strict control, agile methods are increasingly gaining ground – especially when projects are highly dynamic. Both approaches absolutely have their merits and can, depending on how your project is structured, be well combined. For the Controlling of major projects it is important to understand the differences and adjust controlling tools to ensure that flexibility and control work hand in hand optimally. This can be particularly intriguing when it comes to implementing effective construction management software that should ideally support both worlds.
Differences at a glance: Planning certainty vs. adaptability
Das traditional project controlling, often seen in connection with waterfall models, is known for its very detailed advance planning of schedules, budgets, and outcomes. Control then occurs based on clearly defined milestones and target versus actual comparisons. If something needs to change from the original plan, it is often associated with quite cumbersome change request processes. In contrast, the agile project controlling, as practiced in Scrum or Kanban, focuses on flexibility and incremental adaptation. Planning is done in shorter cycles (sprints), and controlling focuses on continuous monitoring, quick feedback, and dynamic adjustments when requirements change or new insights arise. For the controlling for major projects a hybrid approach that combines stable conditions with agile elements can often be a very good solution.
Controlling methods for agile projects: Here’s how!
If you want to use agile methods in the Controlling of major projects , your controlling tools must adapt accordingly. Instead of rigid long-term plans, short review cycles and feedback loops move into the spotlight. Metrics such as burn-down charts (which show the remaining effort during the sprint) or velocity (the speed of the team) become more important. The focus shifts: It’s less about stubbornly sticking to a predetermined plan and more about continuously creating value and swiftly responding to changes. The kurze Überprüfungszyklen und Feedbackschleifen in den Mittelpunkt. Kennzahlen wie Burndown-Charts (die zeigen den Restaufwand im Sprint) oder die Velocity (also die Geschwindigkeit des Teams) werden wichtiger. Der Fokus verschiebt sich: Es geht weniger darum, stur einen ursprünglichen Plan einzuhalten, sondern vielmehr darum, kontinuierlich Wert zu schaffen und schnell auf Veränderungen zu reagieren. Das controlling for major projects in an agile environment needs a culture of trust and team accountability. This is supported by tools that transparently show where you currently stand and where potential obstacles may lie. The also provides a good framework for this.
The key advantages of agile project controlling
Agile project controlling brings along some truly strong advantages that can be invaluable in the dynamic environment of major projects:
- Increased flexibility: You can react much more quickly to changing requirements or market conditions – this is often desperately needed in the Controlling of major projects .
- Earlier error detection: Thanks to the short cycles and regular feedback, issues become apparent much earlier and can be resolved before they escalate.
- Better stakeholder involvement: Continuous communication and showing interim results enhance the satisfaction and trust of key stakeholders.
- Higher team motivation: Teams that work independently and see their progress tend to be more motivated and productive.
These advantages make agile approaches a significant consideration for a modern Controlling of major projects.Looking to the future: How BI, AI & Cloud are revolutionizing project controlling
Das controlling for major projects is not standing still – it is constantly evolving, driven by technological innovations and fresh methodological ideas. When we look to the future of project control, we clearly see trends like the integration of Business Intelligence (BI), the use of Artificial Intelligence (AI), and the increasing adoption of cloud solutions. These developments promise even more precise control, better decision-making, and greater efficiency in Controlling of major projects. We are convinced: Companies that recognize and leverage these trends early can secure real competitive advantages and make their large projects even more successful.
Business Intelligence (BI): Making decisions based on data
The integration of Business Intelligence (BI) tools is turning the controlling for major projects industry on its head. Why? Because it enables a deep analysis of vast project data sets. BI systems can consolidate data from various sources, create attractive visualizations, and generate interactive dashboards. This allows project managers and controllers to identify trends, uncover patterns, and make much more accurate forecasts. When decisions are based on solid data, risks can be identified earlier and opportunities can be better utilized. The use of BI in Controlling of major projects leads to greater transparency and more informed management – a crucial addition for every guide for major projects, we believe.
Artificial Intelligence (AI): A glimpse into the crystal ball of controlling
Artificial Intelligence (AI) – there’s enormous potential for the controlling for major projects here! AI algorithms can help automate controlling tasks, such as analyzing deviations or generating reports. But that’s not all: AI also enables predictive analytics. This means that based on historical data and current project information, future developments – such as potential cost overruns or schedule delays – can be predicted much more accurately. This allows for a much more proactive approach and optimized resource allocation in Controlling of major projects. Therefore, the use of AI can significantly enhance decision-making and lead to more efficient action plans for large projects .
Cloud solutions: Flexible and scalable into the future
Cloud-based software solutions are becoming increasingly important in the Controlling of major projects for good reason. They offer critical benefits such as flexibility, scalability, and significantly better collaboration. Project teams can access current project data from anywhere and on various devices – that’s a blessing! Cloud solutions make collaboration between teams located in different places (as is often the case in the construction industry) much easier. Furthermore, high initial investments in hardware and software licenses are often eliminated. By the way, we at Valoon GmbH also rely on a cloud-based SaaS platform. With this, we aim to optimize the Controlling of major projects through super simple data collection via messenger and a central data repository, thus helping to keep the risks in construction more under control.
Further exciting trends in project controlling
In addition to BI, AI, and cloud, there are other significant developments that influence the Controlling of major projects that we find exciting:
- Real-time data analysis: The ability to evaluate project data almost in real-time allows for much quicker responses to deviations and more agile project management.
- Better integration: A seamless connection of controlling software with other systems in the company (like accounting or CRM) is becoming increasingly important to truly have the full overview.
- Focus on sustainability: Future controlling will increasingly need to include sustainability aspects – meaning ecological and social factors – in the evaluation of large projects.
These trends show: The Controlling of major projects remains a highly dynamic field that requires constant adaptation and new ideas.Your path to project success: Why strategic controlling is indispensable
Let’s be honest: A well-thought-out and consistently implemented controlling is invaluable for the success of large projects it’s worth its weight in gold. It not only helps you stay on target with costs and schedules but also makes a huge contribution to quality assurance and risk management. The methods, tools, and success factors we have presented hopefully show: An effective controlling for major projects is a blend of precise planning, constant monitoring, open communication, and the deployment of the right technologies. Especially in industries with many field employees, such as construction, innovative data processing approaches – like those we at Valoon GmbH offer with messenger integration – can significantly enhance efficiency. We firmly believe: The future of project controlling lies in intelligent, data-driven, and flexible systems that help companies successfully handle even the most complicated projects.
Optimizing information flow and making data collection as easy as possible are core concerns of ours at Valoon GmbH. We firmly believe that a user-friendly Controlling of major projects promotes acceptance of digital tools and thereby makes an important contribution to keeping your projects running smoothly. The ability to turn unstructured communication into valuable project data lowers the barriers to digitization and significantly improves collaboration between the office and the construction site. Therefore, a solid controlling for major projects is not just a necessity, but a real competitive advantage.
If you are curious now and want to learn how our solutions can support you in the controlling of your large projects and how you can convert everyday messenger communication into structured project data to finally tame the flood of information, then now is the perfect time to explore the possibilities for your company. Register for free or contact us directly! We are happy to offer you personalized advice and show you how to elevate your project controlling to the next level and make your projects even more efficient.
What are the biggest challenges in controlling large projects in the construction industry?
The biggest challenges are often complex data collection, especially from field employees, information silos between the construction site and the office, and the ensuring data quality for informed decisions. Additionally, there is often the high effort required for training in complex software.
How can the integration of messengers like WhatsApp simplify project controlling for field teams?
By integrating messengers, employees can capture data directly through familiar tools like WhatsApp and send it. This significantly reduces the training effort, accelerates information transfer, and improves data timeliness for controlling.
What initial steps are crucial for effective controlling of large projects?
Crucial are clearly defined project goals (SMART), a detailed project structure plan (PSP), the definition of relevant KPIs , and the implementation of a regular target-actual comparison with deviation analyses.
How does Valoon GmbH specifically support the controlling of large projects?
Valoon optimizes controlling through a software that transforms everyday messenger communication into structured project data. This simplifies data collection, improves information flow and reduces the need for complex training, especially for field teams.
What KPIs are particularly important for controlling large projects in the construction sector?
Important KPIs include adherence to deadlines and milestones (on-time performance), the cost trend compared to budget (CPI), the completion rate, resource utilization, and the number of identified and managed risks.
Can project controlling software really be simple for complex large projects?
Yes, the key lies in the usability and integration into existing workflows. Solutions like Valoon, which rely on familiar messengers, lower the entry barriers and make even complex controlling more accessible by automatically structuring unstructured data.
