3. Monitoring


Once a project plan, including an evaluation plan is ready, it is important to set out how you will keep track of your project’s developments and achievements. You need to specify how exactly you will monitor your project.

If you first want to assess your practices go to Assess your projects.

Guiding questions

  • What information do I need to gather to assess progress on the set indicators?

Decide the type of monitoring appropriate for you (for example, results, process/activities, participation of beneficiary/stakeholders, context/situation, financial, organisational)

  • How will I collect information?

Methods can be systematic observations in a project diary, observations shared in periodic team meetings, a survey or self-assessment questionnaires.

  • How often will I gather and analyse information for monitoring purposes?
  • Who will be responsible for the monitoring tasks?


Tips for good practice in monitoring

  • Keep it focused to your specific audience and intended use (necessity and sufficiency).
  • Be systematic, and follow your indicators and assumptions.
  • Keep an eye on unintended consequences in your project and the wider context, including any changes in your context/conflict/risk assessments. Use this information to adjust project activities/plans.
  • Keep it timely, so that the information is used to make informed decision during project implementation.
  • When and if possible, be participatory. Involve your stakeholders in the process. It can build better understanding and ownership and also reduce costs. Information collected during monitoring does not serve only the project management team. When possible, it should also be shared with beneficiaries, donors and any other key stakeholders.

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Monitoring at the team level: tips on how to give and take feedback

Honest and constructive feedback is fundamental in team work. Feedback can be given in a private conversation or shared during a team meetings. There should be trust among team members and an agreement that sharing opinions and suggestions for improvement is welcome and useful. The aim of giving feedback is to be helpful, to improve the behaviour, attitudes or performance of an individual or group.

When giving feedback remember to:

  • Praise positive aspects of the person’s behaviour and performance, acknowledge efforts. Comment on facts and behaviours, not on other aspects of personality or characteristics of the person involved.
  • Feedback should be specific, supported by examples. Give specific suggestions for improvement.
  • Feedback should be timely. Wait for the opportunity to share feedback, when the person may be ready to receive it.

When taking feedback remember to:

  • Be open about what others have to say, do not feel attacked or defensive.
  • Listen carefully, try to understand how others perceive you and your behaviour, treat it as valuable information which will help you to improve.
  • Ask questions to clarify information.
  • Thank the person for their time and willingness to give you their feedback.
  • Reflect about the given feedback and think for yourself about what it means for you.

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