There are many project management methodologies and frameworks out there, designed to assist with different types of projects. But how do you know which one is best for your efforts? Show
In this section, we’ll walk through the most popular PM methodologies, and share advice for how to choose the best method to fit your needs. Waterfall or traditional project managementWaterfall or traditional project management is based on a defined set of tasks that are completed sequentially to produce a final deliverable. This method of PM is simple and predictable, but not very flexible. Waterfall project management is ideal for projects with a single, large deliverable, like a building. While it’s less useful for projects that require a lot of flexibility, are subject to change, or require multiple, dependent tasks to be completed in tandem, like software development. The main benefits of Waterfall are tight planning and organization, and a high degree of control over each project task and the greater project schedule. That said, using Waterfall can make it difficult to adapt to unexpected events or changes to project scope, which can result in added time, resources, and cost. Teams often use a Gantt chart, a visual timeline tool that maps out project tasks in succession, in Waterfall-managed projects. Learn more about Gantt charts in Chapter 9. To learn more about the phases and pros and cons of Waterfall, visit our in-depth guide to creating and using a Waterfall chart. The Agile familyThe Agile family is a category of project management methodologies that prioritizes flexibility and continuous improvement over rigid, sequential processes. There are many popular methodologies within Agile, and we’ve dug into each below. Agile project managementIn Agile project management, teams complete smaller, incremental tasks, and then continually review, refine, and iterate based on feedback and demands of the end users. Agile project management was formalized in 2001 by a group of software developers intent on finding a more collaborative, flexible method to complete projects. The group documented their ideas in the Manifesto for Agile Development, which lays out the following four values:
Agile PM prioritizes a collaborative relationship between the end user and the project team. The customer sets the project objectives, but the deliverables are subject to change as the team incrementally executes each project task. In Agile, each development feature is called a user story, which reflects how the end user will interact with it. Agile project management was initially intended for software development, but is now commonly used across a variety of industries and types of projects. Learn more about the Agile process and how to implement it by reading our comprehensive guide to Agile PM. Pros and cons of Agile project management Agile is a good fit for projects that require a high degree of flexibility and are likely to shift as the project progresses. The top benefits of Agile include the following:
When used effectively, Agile also often leads to speedier delivery. However, there are some tradeoffs to this flexible approach:
Remember, Agile isn’t for everyone. The methodology is likely not right for your team if any of the following apply to you:
In the following sections, we’ll go over other methodologies that fall within the Agile family. ScrumScrum, the most popular Agile methodology, involves smaller teams that complete tasks in short, time-bound periods, called sprints, in order to incrementally work through pieces of a larger project or release. Scrum typically leads to greater responsiveness in customer relationships, lower costs of development, increased job satisfaction, and more immediate returns. Scrum is a fluid practice that takes many moving parts, teams, and goals into consideration as the project progresses. Scrum teams also engage in four regular meetings, or ceremonies, which provide structure to each sprint:
Each Scrum team has designated members who own specific pieces of the process. These roles include the following:
As with Agile, Scrum is popular in software development, but it can also be deployed successfully across marketing, design, and other creative projects. Learn more by reading our guide to implementing Scrum with the right tools. KanbanKanban is an Agile framework that prioritizes continuous improvement, an ongoing effort to improve a product or service incrementally. Kanban teams complete work items based on team capacity and manage resources using a visual kanban board that shows task status. Kanban originated in Japan in the 1940s. Based on what he had seen in supermarkets, Toyota engineer Taiichi Ohno implemented a supply-and-demand method on the factory floor, which greatly improved the company’s inventory management. Teams at Toyota created a visual cue (a kanban, which translates to “visual sign” or “card”) to communicate that they were ready to “pull,” or take on, more tasks or materials to complete their work. This approach enabled workers to only take on new tasks when they had capacity for them, which reduced excess work in progress (WIP). This style of work is now known as the just-in-time (JIT) approach. How to use a kanban board The Kanban methodology centers on the kanban board, which is either a physical or digital “board” that includes three columns (or lanes): to-do, doing, and done. Team members move cards, representing individual tasks, to different columns as a way to track task status. This provides a quick view of how items are progressing and ensures teams have adequate capacity to take on new work. In recent years, teams have moved to online, digital kanban boards, which helps distributed teams collaborate on projects and gain real-time visibility into the work getting done. You can learn more about setting up a Kanban board with our guide. Pros and cons of Kanban Overall, Kanban is great for teams that have many incoming requests, short work cycles, and flexibility with resources and scheduling. However, Kanban can be difficult for teams that work on many interconnected, dependent tasks, or have tight deadlines to adhere to. To learn more about implementing kanban from the ground up, read our complete guide for newbies. Critical path methodCritical path method (CPM) is a technique for estimating the total duration of a project by identifying the order in which you must complete all project tasks, and then mapping out your sequenced tasks, called dependencies. CPM follows the basic steps below:
CPM helps teams reduce project timelines by identifying and scheduling the most important tasks and then scheduling other tasks to happen in parallel. CPM also helps with project planning, as you can easily reference estimated vs. actual project schedules and more accurately estimate how long each task will take on future projects. Learn more about the steps and advantages of the method with our beginner’s guide to the CPM. The change management methodologiesChange management is an umbrella term for techniques that help individuals, teams, and organizations implement new processes or achieve organizational change. In this section, we’ll cover event chain and extreme project management. To learn more, visit our essential guide to change management, or find free change management templates. Event Chain methodologyIn event chain methodology, you identify tasks (events) and their relationships (event chains) in order to properly allocate resources and assess and reduce project risk. The goal of event chain is to estimate the amount of time and resources you need to complete a project. This method follows some of the same steps as the critical path method — you also break down activities into smaller tasks and outline their dependencies and durations. But, in event chain, you do so to create a realistic timeline and budget, rather than to simply better manage the tasks (and task order). Event chain can also serve as a modeling technique to create more conservative scheduling estimates, which ultimately improves performance by building in time to address unforeseen risks. This methodology is often used in change management efforts to eliminate the need to overhaul projects, which can be extremely time consuming and resource-heavy. Extreme project managementExtreme project management (XP or XPM) is used to manage a massive amount of change in a short period of time. XPM is ideal for fast-paced, complex projects that can handle a trial-and-error approach to successfully pull off the effort. Think of XPM as the opposite of Waterfall methodology. As opposed to valuing a linear, planned project development process, XPM allows you to change your project plan, budget, and the final deliverable as requirements shift. In XPM, the onus is on the project team to self-correct and shift as necessary. Extreme project management works well for projects with a high-degree of uncertainty, but is less useful for projects with a clear-cut timeline, budget, and scope. The process-based methodologiesProcess-based methodologies approach work as a collection of processes, rather than a strict methodology that you apply to a single project. These approaches are sometimes used as part of a larger business process management (BPM) strategy. LeanLean is an approach aimed at maximizing value while minimizing waste. When deployed properly, Lean helps to identify and eliminate bottlenecks, delays, and other inefficiencies in order to deliver value faster. Lean originated in manufacturing in the 1950s, but it has evolved over time and is used today across industries. As laid out in the book Lean Thinking, Lean involves the following five core principles and activities:
Visit our comprehensive guide to Lean project management to learn more about different types of Lean methodologies and the best tools for implementing Lean. Six SigmaSix Sigma is a process improvement methodology that aims to improve quality across projects. Six Sigma takes a statistical approach to measuring and eliminating bugs or defects in project deliverables and raising quality standards. The basic steps in Six Sigma include finding defects, identifying and eliminating their cause(s), and optimizing processes to increase reliability and accuracy going forward. Building off the Lean principle of pursuing perfection, Six Sigma aims to eliminate all opportunities for defects by using data-driven improvement cycles to achieve its goal. There are two main Six Sigma methodologies:
There is no single, formal certification body for Six Sigma, but many organizations offer training so teams can learn to implement the practice in their organization. Read our article on Six Sigma belts and certifications to learn more. Six Sigma works well for teams who are interested in implementing data-driven ways to reduce defects and optimize business processes, but is less ideal for those looking for a strict set of steps to follow. Read our in-depth guide to all things Six Sigma to learn more. Lean Six SigmaLean Six Sigma is a hybrid approach to process improvement that combines the Lean principle of no waste and the Six Sigma principle of no defects to improve quality across processes, projects, and products. Lean Six Sigma offers the following benefits:
While Lean Six Sigma originated in manufacturing, a variety of industries can deploy it to reap benefits. The most common use cases include healthcare, construction, design, and government. Other project management methodologiesBelow, you’ll find details on a few more project management methodologies that are gaining traction in the modern PM world. PRINCE2PRINCE2, or Projects in Controlled Environments, is a project management methodology that focuses on defining and delivering work against precise requirements. As opposed to Agile PM, PRINCE2 emphasizes intense planning and documentation of work items. PRINCE2 is a hybrid methodology initially used for information technology (IT) projects to help reduce cost and time overruns. Now, it’s deployed across many different industries. This approach works well for projects with a clearly defined goal. However, if you need more flexibility, or don’t have time to properly plan and document work, Agile methods might be a better option. PRiSMPRiSM, or Projects Integrating Sustainable Methods, is a modern project management methodology that values sustainability over all else. The goal of PRiSM projects is to reduce the environmental impact of a project and drive meaningful social impact. The PRiSM model is based on the following six principles:
Implementing PRiSM is a long term mindset shift that puts sustainability and equity at the center of all processes and projects and aims to maximize value for all involved. Why you should choose a PM methodology for your organizationChoosing an organization-wide project management method ensures teams have a consistent guideline for how to manage each aspect of their projects, like resources, budget, communication, timeline, and more. Of course, some teams and projects require different levels of planning, flexibility, and documentation. And, it can be overwhelming to choose one “perfect” approach when there are so many options out there. But, by assessing the types of projects that you typically take on — as well as your existing processes — you can identify the most effective methodology for you. In some cases, organizations may select multiple project management types to meet the requirements of different projects and teams. How to choose the best PM methodology for youTo identify the right project management methodology, first consider the details of your project. Then, assess your existing systems and processes. Look at both what you need as well as what you already have in place to select the best method. Ask yourself the following questions to evaluate your project needs: Project basics
Flexibility
After you’ve worked through the project-related questions, follow these steps to identify which methodology aligns best:
Here’s a simplified cheat sheet you can use to identify which methodology will work for your next project: What questions do project objectives answer?In general, Project Objectives answer the question HOW or What Kind (characteristics)? How we are going to do it? How fast? How much money/resources we are going to spend?
What do we call the type of testing that the users perform to ensure that the system meets the business requirements?Beta/User Acceptance Testing (UAT) — This is performed by the end-user to ensure that the system meets their business requirements. Business requirements define what an application should do but not how it should be done.
What combines three components the problem description the business benefits and the system capabilities?The three section of a System Vision Document are Problem description, system capabilities, business benefits. The fear of using a computer (computer phobia ) is a type of Organizational Risk . A document to help define the scope of the new system is called a System Vision Document.
Which of the following should a project manager do to prepare for the scope approval process?Which of the following should a project manager do to prepare for the scope approval process? Determine the approvals that are required for sponsors to sign-off on.
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