Overview

The monitoring and controlling phase ensures the project stays on track. Progress, budget, risks, and changes are regularly reviewed and adjusted as needed.

  • Assign Tasks & Confirm Responsibilities 

    • Distribute tasks based on skills, availability, and role. Team members should clearly understand what they are responsible for and when their tasks must be completed in relation to the project timeline.  

  • Coordinate Project Work & Team Activities 

    • Organize meetings, monitor workflows, and ensure tasks are moving forward. Coordination may involve booking rooms, working with partners, sending updates, or managing logistics. 

  • Implement Project Activities & Deliverables 

    • Carry out the tasks outlined in the project plan. This is the stage where the main work is done. Events occur, materials are created, and project activities are launched. 

  • Maintain Stakeholder Communication 

    • Keep sponsors and stakeholders informed of progress. Regular updates maintain trust, promote transparency, and prevent misunderstandings. 

  • Ensure Quality & Gather Ongoing Feedback 

    • Check that the work meets expected standards. Collect feedback through check-ins, brief surveys, or conversations. Continuous improvement at this stage helps prevent problems later. 

  • Assign Tasks & Confirm Responsibilities

    • Each team member confirms specific responsibilities (e.g. outreach of communications, training content, orientation setup). 

    • Clear deadlines are provided for each task in the timeline. 

  • Coordinate Project Work & Team Activities 

    • Rooms for orientations are reserved. 

    • Training slideshows are finalized and rehearsed. 

    • Recruitment messages and reminder emails are sent out according to the schedule. 

  • Implement Project Activities & Deliverables 

    • Recruitment runs for several weeks. 

    • Mentors and mentees complete interest forms. 

    • Matching is completed based on shared interests or academic pathways. 

    • Orientation and training sessions are delivered as planned. 

  • Maintain Stakeholder Communication 

    • The project sponsor receives scheduled recruitment updates. 

    • Faculty mentors receive reminders about training and expectations. 

    • Student organizations help promote the program. 

  • Ensure Quality & Gather Ongoing Feedback 

    • Feedback from early participants is collected and reviewed. 

    • Quick adjustments are made (e.g. adding FAQs, updating matching form instructions).