We really think the following article could change the way you see your work life!
Project management methods are your ticket to more focus, better results and higher satisfaction in your professional life. We present you five project management methods you should definitely know (each with its advantages & when to use it). After this read, you will be able to decide which one suits your current project best. And don’t forget to take the test!
In case you’re not yet familiar with the term:
A project management method is a system of principles, practices and techniques used to plan, execute and control projects. Each method has its own unique set of tools and approaches, making it suitable for different types of projects and work environments.
Choosing the right project management method can be a game-changer for your team. It can improve efficiency, communication and ultimately the success of your projects. We’ll take a deep dive into five popular project management methods, so you can decide which one is the best fit for your team and projects.
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Project Management Methods Test
Before we look at the individual project management methods in detail, give this test a try. Based on ten questions about your project and your personal preferences, it shows tendencies towards one of the five methods. Although projects and management styles are usually very individual, this test can help you find a starting point!
1. Scrum: The Agile All-Rounder
A top project management method and our absolute personal favorite is Scrum. Scrum is one of the most popular Agile project management methods used today, particularly in software development and IT. It is based on the Agile Manifesto and emphasizes flexibility, adaptability, and continuous improvement.
With Scrum, projects are divided into small, manageable units of work called “sprints,” usually lasting 2-4 weeks. Each sprint begins with a planning meeting, where the team selects a set of features or user stories to work on. During the sprint, the team holds daily stand-up meetings to discuss progress and any obstacles they may be facing. At the end of the sprint, the team conducts a sprint review to demonstrate the work that has been completed and gather feedback from stakeholders. Finally, the sprint ends with a sprint retrospective, where the team reflects on what went well and what could be improved, with the aim of making continuous improvements in the next sprint.
Scrum provides a clear structure for project management, with defined roles (Product Owner, Scrum Master, and Development Team) and ceremonies (such as sprint planning, daily stand-ups, sprint reviews, and retrospectives). This helps to ensure that everyone on the team knows their responsibilities and that communication is effective. The method also emphasizes the importance of self-organizing teams, with the idea that the team members are best placed to make decisions about how to carry out the work.
Overall, Scrum is a great choice for teams working on complex or uncertain projects, where the ability to adapt to change is crucial. It encourages a culture of continuous improvement, where teams can learn from their experiences and make changes to improve their processes in the future. Scrum is also well-suited to projects where the requirements are likely to change, as it provides a flexible framework for incorporating change.
Advantages of Scrum:
- Better problem-solving, as obstacles are addressed right away
- Adapt to changes quickly
- More frequent feedback
- More efficient and focused meetings
When to use Scrum:
- When the project or the requirements are uncertain
- When the customer emphasizes flexibility and change
- In software development or other creative projects
Scrum Example:
Suppose you’re organizing a team to create a marketing campaign using the Scrum framework. You’d have short, regular meetings called “scrums” where team members discuss what they accomplished yesterday, what they’re doing today, and any obstacles they’re facing. It’s like a rugby scrum where team members work closely together to advance towards the goal.
2. Kanban: The Lean Productivity Booster
Another powerful project management system is Kanban. Kanban is a project management method that originated in the manufacturing industry but has since been widely adopted in knowledge work and service industries. It is based on the principles of lean manufacturing and focuses on visualizing work, limiting work in progress, and maximizing flow.
The core of Kanban is the Kanban board, which is a visual management tool that shows the status of work items. The board is divided into columns, with each column representing a different stage of the workflow (e.g. to do, in progress, and done). Work items are represented by cards or sticky notes and are moved from one column to the next as they progress through the workflow. This visual representation makes it easy to see the status of work at a glance and helps to identify bottlenecks and opportunities to improve the flow of work.
Kanban places a strong emphasis on limiting the amount of work in progress, with the goal of reducing multitasking and improving focus and efficiency. By only starting new work when capacity becomes available, Kanban helps to ensure that work is completed before new work is taken on, which can reduce lead times and improve the overall speed of delivery.
Kanban is a great choice for teams that want to improve their productivity and efficiency. It provides a simple and flexible framework that can be easily customized to fit the needs of a wide range of projects and teams. Kanban is particularly well-suited to projects with a high volume of incoming work and where the ability to prioritize and manage work effectively is important.
Advantages of Kanban:
- Visualizing the workflow
- Continuous delivery
- Flexibility
- Efficiency and productivity
When to use Kanban:
- For improving existing processes
- For teams with frequently changing priorities
- For teams with a high volume of incoming work
Kanban Example:
Picture you’re managing a content creation team with a Kanban board. Each piece of content is represented by a card on the board, moving from the “To-Do” column to “Doing” and finally “Done” as team members work on them. It’s like a conveyor belt in a factory where tasks move along smoothly, and new tasks are only started when there’s capacity.
3. Waterfall: The Classic Sequential One
One of the oldest and still well-known project management methods is the Waterfall method. The Waterfall model is a traditional project management method that has been used for decades in industries such as construction and engineering. It is a sequential, linear approach to project management, where the project is divided into distinct phases that are completed one after the other.
The classic phases of the Waterfall model are requirements gathering, design, implementation, testing, and maintenance. Each phase has its own set of activities and deliverables, and the project moves from one phase to the next in a linear fashion, with little to no opportunity to revisit a previous phase once it is completed.
The Waterfall model is well-suited to projects where the requirements are well-understood and unlikely to change significantly. It provides a clear and structured approach to project management, with defined deliverables for each phase. This can make it easier to plan and manage the project, as the scope and requirements are expected to be stable.
However, the rigid and inflexible nature of the Waterfall model can also be a disadvantage, particularly in today’s rapidly changing business environment. It does not easily accommodate changes in requirements or unexpected issues that may arise during the project. Once a phase is completed, it can be difficult and costly to make changes, as it may require going back to the beginning of the project.
Advantages of the Waterfall model:
- Clear project objectives
- Well-documented requirements
- Stable project scope
- Easy to manage
When to use the Waterfall model:
- For projects with well-understood and stable requirements
- For projects where the technology is well-known and not likely to change
- For projects with a fixed budget and timeline
Waterfall model example:
Imagine you’re building a house using the waterfall method. Each phase of the project must be completed before moving onto the next. First, you plan the entire house, then you build the foundation, followed by erecting the walls, installing the roof, and so forth. Once you start building the walls, you can’t go back and change the foundation easily.
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4. PRINCE2: The British One
PRINCE2 (which stands for PRojects IN Controlled Environments) is a project management method that is widely used in the UK and is also gaining popularity in other countries. It is a process-based method that provides a systematic approach to managing projects, with a focus on organization, control, and delivery.
One of the key features of PRINCE2 is its emphasis on clearly defined roles and responsibilities. The method defines a set of roles that are required for every project, such as the project manager, the project board, and the project team. This helps to ensure that everyone involved in the project knows what is expected of them and who is accountable for each aspect of the project.
PRINCE2 also provides a set of processes that guide the project from start to finish, covering areas such as planning, risk management, and change control. These processes provide a clear roadmap for how to manage a project, helping to ensure that nothing is overlooked.
One of the strengths of PRINCE2 is its focus on project governance. It provides a set of principles that projects should adhere to, such as continued business justification, learning from experience, and defined roles and responsibilities. This helps to ensure that projects are managed in a way that is aligned with the organization’s objectives and that best practices are followed.
Overall, PRINCE2 is a robust and well-tested project management method that is suitable for a wide range of projects. Its emphasis on organization, control, and governance makes it particularly well-suited to large and complex projects where clear documentation, communication, and decision-making processes are essential.
Advantages of PRINCE2:
- Clearly defined roles and responsibilities
- Emphasis on project governance
- Scalable for different project sizes
- Best practices and lessons learned are integrated
When to use PRINCE2:
- For projects where governance and control are important
- For projects with multiple stakeholders
- For large and complex projects
PRINCE2 example:
Imagine the process of creating a new mobile app. You begin by defining clear objectives, such as features and target market. Then, you create detailed plans for development stages, oversee the coding process, monitor progress, and conduct user testing before deploying the app. Throughout, PRINCE2 ensures accountability, clear milestones, and efficient project management, guiding the app from conception to launch.
5. Hybrid Model: The Best of
The Hybrid model is not a pure project management method, but rather a combination of different methods and approaches. It has become increasingly popular in recent years as organizations seek to take advantage of the strengths of multiple methods and tailor their approach to the specific needs of their projects.
One common example of a hybrid approach is combining elements of traditional Waterfall project management with Agile practices. For example, a project might use a Waterfall approach for the early stages of planning and design, but then switch to an Agile approach for the development and testing phases. This can allow for a more structured and predictable planning process, while still providing the flexibility and responsiveness of Agile methods.
Another example of a hybrid approach is combining Scrum with Kanban. This could involve using Scrum for project management and planning, but using Kanban to visualize work and limit work in progress. This can help to provide the structure and discipline of Scrum, while also improving visibility and flow.
The hybrid model is a great choice for teams that want to take a flexible and tailored approach to project management. It allows teams to cherry-pick the best elements from different methods and adapt them to the specific needs of their projects. This can help to maximize the strengths of each method, while mitigating their weaknesses. However, it does require a good understanding of the principles and practices of the methods being combined, as well as the ability to effectively integrate them.
Advantages of the Hybrid model:
- Flexible and customizable
- Can accommodate a wide range of project types
- Allows for continuous improvement
- Maximizes the strengths of different methods
When to use the Hybrid model:
- When the organization or team has experience with multiple methods
- When the project has specific requirements that can be met by different methods
- When the team wants to take a tailored approach to project management
Hybrid model example:
In a hybrid project management approach, let’s imagine implementing a marketing campaign for a new product launch. We combine elements of Agile and Waterfall methodologies. We plan the overall campaign using Waterfall, breaking it down into phases like strategy, content creation, and distribution. Within each phase, we apply Agile principles, allowing for flexibility and continuous feedback loops, ensuring adaptability to changing market conditions while maintaining a structured approach to project management.
Project Management Methods: Conclusion
Overall, there is no one-size-fits-all project management method. The key is to understand the strengths and weaknesses of each method and choose the one that best aligns with the specific needs and goals of your project and team. Whether you opt for the flexibility of Agile methods like Scrum, the efficiency of Lean methods like Kanban, or the structure of traditional methods like the Waterfall model or PRINCE2, the right choice can make a significant difference in the success of your projects. And don’t forget, a hybrid approach is always an option, as it allows you to tailor your project management to your exact needs.
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