We are fortunate to support a wide range of companies, from dynamic startups, creative agencies, and innovative IT service companies to bold advertisers and expert consulting firms. Through this diversity, we have been able to create a rich and precise summary of observed trends in activity tracking. Interestingly, the majority of companies with fewer than 20 employees opt for a billing-based approach, while agencies with over 100 employees choose a completely different direction.
The professional world is constantly evolving, and the methods for staying on top of various ongoing projects and tasks are no exception. But why prioritize progress tracking over billing? What are the concrete benefits for your company and for each member of your team?
Furious, with its experience and expertise, has made it its mission to provide you with the answers to these crucial questions. We are here to guide you, to create with you the path that will lead to more precise and visually engaging project management. From writing reports to creating dynamic charts, setting clear milestones, and holding weekly progress meetings, we are here to help you solve encountered problems and optimize your processes.
By using percentages to represent your project’s progress, holding weekly meetings to update your charts, and using colors to illustrate your project’s evolution, you will be able to see, at a glance, where you stand and what needs to be done. This will allow each member of your team to understand their role and workload, ensuring that objectives are met and projects are successfully completed.
At Furious, we are convinced that this progress-oriented approach is key to understanding and mastering both workflow and associated costs. So, come discover how we can help you transform your working methods, and together create the future of project management.
Billing activity tracking
What is it? This means that all production monitoring is based on the number of invoices sent to customers per year. Sales are generally defined at the end of the year. Jean-Mi the accountant quickly asking about the latest invoices sent out (you know, those last weeks of December when all the account managers bill like crazy after the warning shot from BigBoss or the CFO) in order to make the link with sales.
December is then synonymous with lists of PCAs and FACEs to be completed for the accounting department. Strangely enough, for these agencies, it’s also their best month ever…
The benefit? This tracking system is simple and straightforward: simply add up all the invoices sent and push the button to the accounting department.
The downside? It’s an accounting vision, far removed from reality.
Example: imagine you’re behind on invoicing certain customers. You might think the company is doing badly; and if you’re ahead of the game, you might be tempted to believe – wrongly – that you’re good…
But more importantly, you run the risk of a gap of several weeks or even months between reality and what this tracking mode leads you to believe… #failed
Another significant risk (and we know it’s probably already happened to you… If not, what luck!): you’ve made more progress on the project than the customer has paid for… And the customer is holding you hostage to get more time than he’s paid for.
In short, we usually switch to progress monitoring after a dramatic project…
Progress monitoring
Here, we no longer track the level of customer invoicing, but the actual level of project progress.
So if we’re at 50% project progress → we’re halfway through the project.
Everything becomes clearer, as the sum of project progress gives you the true level of production in real time. And therefore your company’s real sales in REAL TIME! Goodbye tedious PCA and FAE reviews…
And so, in real time, you can see everything: invoicing delays and advances, project risks, customer risks, under-staffing or over-staffing risks, etc.
Finies les surprises : tout devient plus simple, limpide et les perspectives dans le temps sont évidentes.
But how to do it? There’s nothing magical or impossible about it. Recognizing the real-time progress of a project requires a robust methodology. This explains why this method is used in the vast majority of cases in the most structured companies. And therefore of a certain size.
It’s such a shame, when a small agency working on a forward-looking approach would be able to grow more serenely and have a better chance of achieving growth!
In fact, experience has shown that companies wait until they have 30 to 50 employees before realizing the problem. The stage where you no longer have everything at your fingertips, and so you no longer intuitively feel things correctly.
At this point, it’s far too late to change the habits of the entire agency!
The benefits of a progress-oriented approach to project monitoring
Tracking a project by progress rather than by billing offers multiple advantages that can significantly improve the management and completion of your projects. Here’s why this approach can be beneficial for you:
- Better visibility: you get a precise overview of the progress of your projects, enabling you to better anticipate any delays and react proactively.
- Resource optimization: by understanding where your project stands, you can allocate your resources more efficiently, whether in terms of time, money or personnel.
- Improved communication: progress monitoring promotes transparent, effective communication not only within your team, but also with your customers and stakeholders.
- Informed decision-making: with accurate data at your disposal, you can make better decisions and adjust your strategy if necessary.
- Increased customer satisfaction: by delivering your projects on time and on target, you boost customer satisfaction and confidence.
Thus, adopting a progress-oriented approach in project tracking allows you to gain efficiency, transparency, and customer satisfaction, while reducing the risks of slippage.
How does status fit into the project life cycle?
Progress status plays a crucial role throughout a project’s lifecycle, from initiation to closure. Here’s how it integrates into each phase:
- Initiation: at this stage, the status report helps to clearly define objectives and expectations, ensuring that all stakeholders are on the same wavelength.
- Planning: during the planning stage, it enables you to set up a realistic project plan, taking into account available resources and time constraints.
- Execution: during execution, tracking progress is essential to ensure that the project stays on track, by quickly identifying deviations from the original plan.
- Monitoring and control: in this phase, the status report is used to monitor progress, check the quality of the work carried out and adjust the plan if necessary.
- Closing: Finally, at the closing stage, progress is assessed to ensure that all objectives have been met, and that the project can be considered complete.
By integrating progress status at each stage of your project’s lifecycle, you maximize your chances of success and ensure efficient and transparent management from start to finish.
Methods and tools for assessing progress
Accurately assessing the progress of your projects is crucial to their success. Fortunately, there are a multitude of methods and tools available to help you with this task. Here’s an overview to guide you:
Key performance indicators to measure progress
To track project progress, it is essential to focus on Key Performance Indicators (KPIs). Here are some of the most relevant ones:
- Percentage of completion: estimate the proportion of work already completed in relation to the overall project.
- Earned Value: a project management method that evaluates performance by comparing work completed with the planned schedule and budget.
- Cost Performance Index (CPI): calculate your project's cost efficiency by dividing earned value by actual costs.
- Schedule Performance Index (SPI): evaluate the efficiency of the time used by dividing the earned value by the planned value.
- Schedule delays: identify any discrepancies between planned and actual deadlines.
By tracking these indicators, you’ll be able to make informed decisions to keep your project on track.
Using project management software for effective follow-up
Project management software is an invaluable ally when it comes to tracking the progress of your projects. They offer :
- Centralized information: all project data is stored in one place, making it easy to access and update.
- Automated reporting: quickly generate progress reports to share with your team and stakeholders.
- Real-time collaboration: enable your team to collaborate effectively, wherever they are.
- Resource tracking: make sure your resources are being used optimally, and adjust in real time if necessary.
By using these tools, you gain efficiency and accuracy in tracking your project’s progress.
Manual techniques: advantages and limitations
Although digital tools are very popular, some teams prefer or need to use manual techniques to monitor progress.
Benefits:
- Simplicity: no need for complex training or software investments.
- Flexibility: easily adaptable to different situations without technical constraints.
Limits:
- Less accurate: the risk of error is higher without automated calculations.
- Time-consuming: updates and reports take longer to complete.
- Lack of centralization: data can be scattered, making access and analysis more complicated.
By weighing up the advantages and limitations, you can choose the method that best suits your project and your team.
Strategies for effective communication on project progress
Communication is a key element of project management, and this applies particularly to progress tracking. Here’s how you can optimize this communication for the benefit of all project stakeholders.
How to keep stakeholders informed of progress?
- Regular reporting: provide periodic updates to keep everyone informed.
- Follow-up meetings: organize dedicated meetings to discuss progress and next steps.
- Communication tools: use appropriate tools to share information quickly and efficiently.
- Personalized communication : Tailor your communication to your audience to ensure clarity and relevance.
The importance of transparency and clarity in communication
- Avoid jargon: use clear, simple language so that everyone understands.
- Be transparent: share both good and bad news to build trust.
- Clarify responsibilities: make sure everyone knows what's expected of them to avoid misunderstandings.
- Provide concrete examples: use real-life examples to illustrate progress and challenges.
Manage expectations and address concerns about progress
- Be proactive: anticipate questions and concerns, and address them before they become a problem.
- Listen actively: be attentive to feedback and show that you are taking concerns into account.
- Adjust the schedule if necessary: be ready to readjust plans to meet needs and expectations.
- Show empathy: understand stakeholders' concerns and show that you value them.
To track project progress, it is essential to focus on Key Performance Indicators (KPIs). Here are some of the most relevant ones:
- Percentage of completion: estimate the proportion of work already completed in relation to the overall project.
- Earned Value: a project management method that evaluates performance by comparing work carried out with the planned schedule and budget.
- Cost Performance Index (CPI): calculate your project's cost efficiency by dividing earned value by actual costs.
- Schedule Performance Index (SPI): evaluate the efficiency of the time used by dividing the earned value by the planned value.
- Schedule delays: identify any discrepancies between planned and actual deadlines.
By tracking these indicators, you’ll be able to make informed decisions to keep your project on track.
Using project management software for effective follow-up
Project management software is an invaluable ally when it comes to tracking the progress of your projects. They offer :
- Centralized information: all project data is stored in one place, making it easy to access and update.
- Automated reporting: quickly generate progress reports to share with your team and stakeholders.
- Real-time collaboration: enable your team to collaborate effectively, wherever they are.
- Resource tracking: make sure your resources are being used optimally, and adjust in real time if necessary.
By using these tools, you gain efficiency and accuracy in tracking your project’s progress.
Manual techniques: advantages and limitations
Although digital tools are very popular, some teams prefer or need to use manual techniques to monitor progress.
Benefits:
- Simplicity: no need for complex training or software investments.
- Flexibility: easily adaptable to different situations without technical constraints.
Limits:
- Less accurate: the risk of error is higher without automated calculations.
- Time-consuming: updates and reports take longer to complete.
- Lack of centralization: data can be scattered, making access and analysis more complicated.
By weighing up the advantages and limitations, you can choose the method that best suits your project and your team.
Tips and best practices for successful progress monitoring
To ensure successful progress tracking, it is essential to adopt best practices and remain vigilant about potential pitfalls.
Mistakes to avoid when monitoring progress
- Neglecting data updates: ensure all information is up-to-date for an accurate view of progress, in order to address the mistakes to avoid in an agency.
- Ignore small deviations: even small deviations can add up, so be vigilant.
- Don’t communicate problems: share challenges and delays as soon as they are identified to find solutions quickly.
- Lack of consistency in monitoring: adopt a consistent monitoring method for reliable results.
Tips for continuous improvement of the monitoring process
- Reassess your methods regularly: take time to reflect on what's working and what could be improved.
- Train your team: make sure everyone has the skills they need to contribute effectively to the follow-up.
- Use the right tools: adopt project management tools that meet your team's needs.
- Ask for feedback: encourage the team and stakeholders to share their ideas for improving the process.
Use feedback to improve progress monitoring
- Analyze past projects: look at what worked well and what could be improved for future projects.
- Create a learning culture: encourage an approach where mistakes are seen as learning opportunities.
- Share lessons learned: make sure that the knowledge gained is shared within the team and the organization.
- Adjust processes as necessary: be prepared to change your methods and tools based on feedback and lessons learned.
By following these tips and remaining attentive to the communication needs of your team and stakeholders, you can ensure effective progress tracking and contribute to the success of your projects.
Furious' unique approach
Discover Furious, your ideal future partner for managing your projects with disconcerting ease. It’s not just a tool, but a complete, integrated solution for all your project management needs.
The perfect management software for simple project management
- Full integration: no more time wasted juggling different, non-integrated tools. Furious offers an all-in-one solution for tracking various types of project, whether fixed-price, fee-based, time and materials, TMA, margée purchasing, and much more.
- Advanced tools: benefit from AI-assisted planning tools, Gantt views, task and ticket management tools, all in one place.
The key benefit of project management software for your company
- Boost your growth: whether you're running an agency, a consultancy or an ESN company, integrating Furious into your day-to-day business means choosing to stay one step ahead.
- 360° view of your KPIs: keep an eye on all your key performance indicators and see the positive impact on your productivity and profitability.
- Optimal visualization: our visualization tools transform the way you assess and measure the performance and profitability of your projects.
Manage costs simply & efficiently
- Extreme simplicity: manage your cost provisions, integrate freelance costs, manage purchases with different VAT rates and much more, all intuitively.
- No more untraceable costs: receive the accounting information you need directly, and keep perfect track of your costs.
Manage costs simply & efficiently
- Collaboration made easy: use tables, lists and maps to organize your tasks and communicate effectively with your colleagues.
- Simplifying work on large projects: thanks to a system of tags, priorities and much more, Furious makes working on large projects simpler than ever.
A revolutionary tool for customer feedback
- Simplified customer feedback management: share your creations with your customers and receive accurate, targeted feedback in the blink of an eye.
- One-click change planning: save time and efficiency by planning necessary changes directly in the tool.
An unrivalled control tower for all your projects
- Anticipate risks: thanks to our unique artificial intelligence engine, always be one step ahead and anticipate potential obstacles before they happen.
- Drive profitability: identify the most profitable projects and those that need your attention in just one click.
Centralization of your projects
- Everything in one place: access templates for briefs, minutes, reports and much more, with the option of uploading any file. Everything is centralized to make your life easier.
So how do you get there?
Furious helps hundreds of companies to deploy their production management easily and serenely, thanks to visual and entertaining indicators.
It’s never too late to choose the right processes (and tools!) to help you structure your business. Acknowledging the progress of your business is one of those Must-Haves that every good CEO must put in place.
In addition to providing you with an accurate, real-time vision of your projects – and your business – this will above all give you the peace of mind you need to grow profitably!
