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• Project management methodologies: 12 po ...

Project management methodologies: 12 popular frameworks

Project management is an ever-evolving field that requires a number of approaches to be successful. Learning the most popular project management methodologies can help you become an industry expert. 

In order to be the best possible project manager , learn about each of these 12 frameworks to find the one that best fits your team’s needs. 

12 project management frameworks

What it is: The Agile project management methodology is one of the most common project management processes. But the reality is that Agile isn’t technically a methodology. Instead, it’s best defined as a project management principle. 

The basis of an Agile approach is:

Collaborative

Fast and effective

Iterative and data-backed

Values individuals over processes

When it comes to putting the Agile manifesto in place, teams often choose specific methodologies to use alongside Agile. These could include Scrum, Kanban, extreme programming, crystal, or even Scrumban . That's because connecting Agile methodology with a more detailed approach produces a well-rounded project management philosophy and a tangible plan for delivering great work. 

Who should use it: The Agile framework can be used for just about any team. This is because the principle behind it is rather universal. The real trick is deciding which methodology to use with it.

2. Waterfall

What it is: The waterfall model is also a very popular framework. But unlike Agile, waterfall is an actual methodology that is rather straightforward. The waterfall methodology , also known as software development life cycle (SDLC), is a linear process in which work cascades down (similar to a waterfall) and is organized in sequential order. 

To achieve this approach, each work task is connected by a dependency. This means each task must be completed before the next task can be started. Not only does this ensure that work stays on track, but it also fosters clear communication throughout the process. 

While viewed as a traditional approach by some modern organizations, this method is good for creating a predictable and thoroughly planned-out project plan . 

Who should use it: Since the waterfall project management methodology is so detailed, it’s great for working on large projects with multiple different stakeholders. This is because there are clear steps throughout the project and dependencies that help track the work needed to reach goals. 

What it is: The Scrum methodology involves short “sprints” that are used to create a project cycle. These cycles span one to two weeks at a time and are organized with teams of 10 or less. This is different from the waterfall approach where individual tasks are broken down into dependencies.

Scum is unique for a variety of reasons, one being the use of a Scrum master. Or, in other words, a project manager that leads daily Scrum meetings, demos, sprints, and sprint retrospectives after each sprint is completed. These meetings aim to connect project stakeholders and ensure tasks are completed on time. 

While Scrum is technically a project management methodology in its own right, it’s most commonly associated with an Agile framework. This is because they share similar principles, such as collaboration and valuing individuals over processes. 

Who should use it: Teams that use an Agile approach should use, or at least try, the Scrum methodology as well. Since sprints are divided into small teams, this approach can work for both small and large teams. 

What it is: The Kanban methodology represents project backlogs using visual elements, specifically boards. This approach is used by Agile teams to better visualize workflows and project progress while decreasing the likelihood of bottlenecks. It’s also usually in the form of a software tool that allows you to change and drag boards seamlessly within projects, though it’s not a requirement. 

Since this method doesn’t have a defined process like others, many teams use it differently. The main concept to keep in mind is that Kanban aims to focus on the most important project tasks, keeping the overall framework simple.

Who should use it: Kanban boards are great for teams of all sizes and specifically remote-first teams. This is because the visual capabilities of Kanban boards help team members stay on track no matter where they are. 

5. Scrumban

What it is: As you may have guessed, Scrumban is a methodology that draws inspiration from both Scrum and Kanban frameworks. Some think of this as a hybrid approach that incorporates the best of each. 

Scrumban uses a similar sprint cycle as Scrum but allows individual tasks to be pulled into the plan like Kanban. This allows the most important work to be completed and keeps project plans simple. Scrumban also uses Scrum meetings to enhance collaboration and keep goals top of mind. 

Who should use it: If you like the idea of breaking down a project into smaller tasks, but likewise want to keep it visually simple, Scrumban might be for you. It’s the perfect intersection of simplicity and clarity.  

What it is: PRINCE2 , otherwise known as PR ojects IN C ontrolled E nvironments, uses the overarching waterfall methodology to define stages within a project. It was initially created by the UK government for IT projects and still primarily suits large IT initiatives over the traditional product or market-focused projects. 

There are seven main principles of PRINCE2, which include:

Starting a project

Directing a project

Initiating a project

Controlling a project

Managing product delivery

Managing a stage boundary

Closing a project

These seven principles create a thorough project process and make for an effective enterprise project methodology altogether. It aims to define roles and back management. Not only that, but PRINCE2 can be used to streamline a ton of individual project management tasks, like controlling a stage, managing product delivery, and initiating and closing a project. 

Who should use it: Due to the particular nature of the PRINCE2 project management methodology, it’s best suited for large enterprise projects with a number of project stakeholders . Using it for small projects may create a longer and more complicated process than necessary. 

7. Six Sigma

What it is: Unlike the other PM methodologies, Six Sigma is used for quality management and is frequently described as a philosophy rather than a traditional methodology. It is often paired with either a lean methodology or Agile framework, otherwise known as lean Six Sigma and Agile Six Sigma. 

The main purpose of Six Sigma is to continuously improve processes and eliminate defects. This is achieved through continuous improvements by field experts to sustain, define, and control processes. 

To take this method one step further, you can use a Six Sigma DMAIC process, which creates a phased approach. These phases include:

Define: Create a project scope , business case , and initial stand-up meeting.

Measure: Collect data that helps inform improvement needs.

Analyze: Identify the root causes of problems. 

Improve: Solve the root causes found.

Control: Work to sustain the solutions for future projects. 

Who should use it: Six Sigma is best for large organizations, usually those with a few hundred employees or more. This is when the need to eliminate project waste starts to have a larger impact on your organization. 

8. Critical path method (CPM)

What it is: The critical path method works to identify and schedule critical tasks within a project. This includes creating task dependencies, tracking project goals and progress, prioritizing deliverables , and managing due dates—all of which are similar to a work breakdown structure .

The objective of this methodology is to properly manage successful projects at scale so that milestones and deliverables are mapped correctly. 

Who should use it: The critical path method is best for small and mid-size projects and teams. This is because large projects require many deliverables with multiple stakeholders and the CPM isn’t built to manage complex projects. 

9. Critical chain project management (CCPM)

What it is: The critical chain project management framework is closely related to the critical path methodology but is even more detailed, making it one of the most comprehensive options. 

Along with implementing a work breakdown structure like CPM, CCPM includes specific time requirements for each task. This helps take task tracking one step further, making it clear when tasks are going over their allotted time. It also uses resource leveling which aims to resolve large workloads by distributing work across available resources. 

Not only do these help both productivity and efficiency, but they also help connect the work needed to be completed with project goals. Many project management tools even have visual elements to better visualize these goals, creating an organized road map for team members. 

Who should use it: CCPM is a great method for both small and large teams, but it mostly helps solve project efficiency problems . It can also be a great way to report work in progress to leadership. 

What it is: The lean project management methodology aims to cut waste and create a simple framework for project needs. This ultimately means doing more with less in order to maximize efficiency and teamwork. 

While reducing waste originally referred to a physical product (which dates back to the method used by Henry Ford and later by Toyota and Motorola), it now refers to wasteful practices. There are three Ms that represent this:

Muda (wastefulness): Practices that consume resources but don’t add value  

Mura (unevenness): Occurs through overproduction and leaves behind waste 

Muri (overburden): Occurs when there is too much strain on resources  

As a project manager, your job is to prevent the three Ms in order to better execute projects and streamline processes. This is similar to the approach of rational unified process (RUP), which also aims to reduce waste. The difference is that RUP aims to reduce development costs instead of wasteful practices. 

Who should use it: Since lean is all about reducing waste, it’s best suited for teams struggling with efficiency issues. While this will have a greater impact on large organizations, it can be helpful for project teams of all sizes. 

11. Project management institute’s PMBOK® Guide

What it is: While the PMI’s Project Management Body of Knowledge is associated as a project management methodology, it’s more closely related to a set of best practices that take into account various development processes. 

This framework focuses on implementing the five project management phases , all of which help easily manage a project from start to finish in a structured phase approach. The five phases include:

Project initiation

Project planning

Project executing

Project performance

Project closure

While this is a good foundation to keep in mind, the PMBOK® Guide isn’t necessarily as specific as other approaches. This means you’ll need to decide which tasks to complete in each phase. 

Who should use it: The PMBOK® Guide can be used on its own for small teams on standard projects, though it’s a good idea to pair it with a more detailed methodology (like CPM) for large teams handling complex projects. 

12. Extreme programming (XP)

What it is: As the name suggests, extreme programming is used for fast-paced projects with tight deadlines. The approach works by creating short development cycles with many releases. This makes for quick turnaround times and increased productivity . 

Extreme programming has a few core values, which include simplicity, communication, feedback, respect, and courage. It also includes a specific set of XP rules which includes all phases from planning to testing. 

Who should use it: Extreme programming can be used for individual projects with tight deadlines, most commonly with small to midsize teams. Since XP is a fast-paced method, it should be used lightly in order to prevent burnout . 

Choosing the right project management methodology for your team

There is no one-size-fits-all approach when it comes to project management methodologies. Each one offers unique principles to take a development project from an initial plan to final execution. 

The main aspects to keep in mind are the size of your team and how your team prefers to work. Here are some additional tips to consider:

Your industry : Consider if you’re in an industry that changes frequently. For example, a technology company would be an industry that is ever-evolving. This will affect project consistency and should be paired with either a flexible or stagnant methodology. 

Your project focus : Consider the objectives of your projects . Do you value people over efficiency? This will help pair you with a methodology that matches a similar objective. 

The complexity of projects : Are your projects on the more complex side, or are they usually straightforward? Some methods aren’t as good as others at organizing complex tasks, such a CCPM.

The specialization of roles : Consider how niche the roles within your team are. Can multiple team members alternate the same type of work, or do you need a method that focuses on specialization?

Your organization’s size : The size of your organization and team should be weighed heavily when deciding on a methodology. Methods like Kanban are universal for team size, while options like CPM are better suited for small teams. 

Whether your team members prefer a visual process like Kanban or a more traditional project management approach like the waterfall method, there’s an option for every type of team. To take a project management methodology one step further, consider a work management tool to better track and execute development projects. 

Methods to manage your projects mindfully

With the right project management methodology in place, you’ll be able to take your projects to new levels of efficiency and implement processes that are right for your team, your organization, and yourself.

Related resources

What is a flowchart? Symbols and types explained

What are story points? Six easy steps to estimate work in Agile

How to choose project management software for your team

7 steps to complete a social media audit (with template)

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12 Project Management Methodologies: Types, Tools, Techniques, And How to Choose

Written By : Bakkah

27 Feb 2024

Table of Content

Definition of Project Management Methodologies:

Types of project management methodologies, project management methodologies tools , project management methodologies techniques, how to choose a project management methodology, explore bakkah's leading courses to boost your skills in project management and business analysis:, popular articles.

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Project management methodologies are systematic frameworks and guidelines utilized by organizations to efficiently plan, execute, and complete projects. They offer structured approaches to project management, ensuring adherence to timelines, budgets, and objectives. These methodologies encompass diverse principles, practices, and tools designed to facilitate effective communication and coordination among project-implementing teams. 

Project management methodologies vary in their approach, with some emphasizing flexibility and adaptability (e.g., Agile) while others focus on sequential and structured processes (e.g., Waterfall). The appropriate methodology must be selected according to the type of project and its unique circumstances. The goal is to enhance project efficiency, minimize risks, and deliver high-quality results, ultimately contributing to achieving the specified goals and objectives of the project.

Project management methodologies refer to the systematic frameworks, processes, and guidelines organizations follow to plan, execute, monitor, and complete projects. These methodologies provide a structured approach to managing projects, ensuring they are completed on time, within budget, and meet the specified goals and objectives.

Project management methodologies encompass diverse principles, practices, and tools designed to facilitate effective communication and coordination among project-implementing teams.

They can vary in their approach, with some methodologies emphasizing flexibility and adaptability (e.g., Agile), while others focus on sequential and structured processes (e.g., Waterfall). The appropriate methodology must be selected according to the type of project and its unique circumstances.

The goal of Project Management Methodologies is to enhance project efficiency, minimize risks, and deliver high-quality results, ultimately contributing to achieving the specified goals and objectives of the project.

Various tools support their implementation, enhancing collaboration and communication, while diverse techniques facilitate effective project planning, execution, and control.

There are diverse project management methodologies, each with different principles, processes, and approaches. Here are some common types:

1. Waterfall Methodology

Waterfall project management is a traditional approach to project management where tasks are completed sequentially and linearly. 

The methodology is called "waterfall" because progress is seen as flowing steadily downwards through phases, like a waterfall. Each phase must be completed before moving on to the next one, and changes to the project are generally not allowed once a phase is closed.

Here are the main phases in the waterfall project management methodology:

• Requirements: Define project scope, objectives, and deliverables.
• Design: Create a detailed plan for how the solution meets requirements.
• Implementation (or Construction): Include coding or construction of the project.
• Testing: Ensure the project meets specified requirements through various testing phases.
• Deployment (or Implementation): Implement the project in the production environment after the success of testing.
• Maintenance and Support: Address issues and user concerns and make updates as needed.

The waterfall methodology is best suited for projects where the requirements are well-understood and unlikely to change significantly during the development process.

It is often used in industries like construction and manufacturing. However, one of its main drawbacks is its inflexibility to adapt to changes once the project has started, as it does not easily accommodate changes in requirements.

2. Agile Methodology

Agile methodology is an iterative and flexible approach to project management that focuses on collaboration, adaptability, and customer satisfaction.

Unlike the linear nature of the waterfall model, agile divides a project into small increments with minimal planning and delivers functional pieces of the project in short time frames, known as iterations or sprints.

Primary principles and practices of agile include:

• Projects are divided into small manageable iterations, delivering potentially shippable product increments.
• Collaboration and communication between team members, stakeholders, and customers are crucial for quick adaptation to changes and alignment with goals.
• Continuous customer feedback allows for adjustments based on changing requirements.
• Agile is flexible and adaptable to changes in requirements or priorities at any stage.
• Continuous delivery aims for a potentially shippable product at the end of each iteration, allowing for early and regular value delivery to the customer.
• Prioritization and timeboxing based on value and importance ensure focus and urgency in delivering value.
• Agile encourages self-organizing, cross-functional team formation that collectively possess the necessary skills to deliver a complete product.

Popular agile frameworks include Scrum, Kanban, and Extreme Programming (XP), each with specific practices and roles. 

Agile is widely used in software development and various industries for its adaptability and customer-centric approach.

3. Scrum Framework

Scrum is one of the most widely used agile frameworks for managing complex software development projects. It provides a structured yet flexible approach to product development.

Key elements of the Scrum framework include:

• Roles: Include Product Owner, Scrum Master, and Development Team.
• Artifacts: Comprise the Product Backlog, Sprint Backlog, and Increment.
• Events: Include Sprint Planning, Daily Stand-up, Sprint Review, and Sprint Retrospective.

Scrum's iterative and incremental approach, along with its emphasis on collaboration and adaptability, makes it particularly effective for projects where requirements may change or evolve during development.

4. Kanban Methodology

Kanban is a project management methodology that visualizes workflow using boards, cards, and columns. It also limits tasks that are in progress simultaneously to prevent overloading the team and ensure a steady flow of work.

Emphasizing continuous improvement, Kanban employs feedback loops and a pull system, adapting work based on demand. Service Level Agreements (SLAs) are often used in Kanban to define the expected time frames.

Known for flexibility and adaptability, Kanban suits various industries like architecture, construction, marketing, education, software development, design, and law. Kanban fosters collaboration and shared responsibility and allows incremental process improvements based on specific needs and context.

5. Lean Project Management

Lean Project Management (LPM) is an approach to project management that draws inspiration from Lean principles. The Lean philosophy focuses on minimizing waste, optimizing efficiency, and continuously improving processes.

Lean principles are applied to enhance project delivery, reduce unnecessary activities, and deliver value more effectively. 

Principal aspects of Lean Project Management methodology include eliminating waste, using value stream mapping, continuous improvement (Kaizen), customer focus, pull scheduling, visual management, batch size reduction, flexible planning, and cross-functional team use. LPM is suitable for industries like manufacturing, construction, and software development.

Its focus on efficiency and customer value makes it a valuable approach for organizations seeking to optimize their project delivery processes.

6. PRINCE2 (Projects IN Controlled Environments)

PRINCE2 (Projects IN Controlled Environments) is a widely adopted project management methodology developed by the UK government. It provides a structured and process-driven approach to project management, emphasizing flexibility and adaptability.

PRINCE2 divides projects into manageable stages, with defined roles and responsibilities, ensuring organized and controlled project execution.

The methodology consists of seven processes:

• Starting Up a Project (SU): Ensures project prerequisites are in place.
• Initiating a Project (IP): Defines project scope, objectives, and plans.
• Directing a Project (DP): Provides senior management with chief controls.
• Controlling a Stage (CS): Manages day-to-day project activities.
• Managing Product Delivery (MP): Ensures efficient product work.
• Managing a Stage Boundary (SB): Focuses on transitioning between stages.
• Closing a Project (CP): Formally closes the project and ties up loose ends.

PRINCE2 is known for its focus on continuous improvement and adaptability, making it a valuable tool for delivering successful projects within time, cost, and quality constraints.

Boost your career with Bakkah’s PRINCE2 courses:

• PRINCE2® Training Course Online
• PRINCE2® Agile Foundation & Practitioner Online Course and Certification

7. Critical Path Method (CPM)

Critical Path Method (CPM) is a project management technique that identifies the critical path of activities, potential risks, team roles, and the sequence of tasks determining the shortest project duration. Key steps:

• Task Breakdown: Identify and sequence project tasks. 
• Duration Estimation: Assign time estimates to tasks.
• Network Diagram: Create a visual representation of task dependencies.
• Critical Path Identification: Find the path critical for project completion.
• Float/Slack Calculation: Determine non-critical task flexibility.
• Resource Allocation: Efficiently allocate resources.
• Monitoring and Control: Monitor progress continuously, update schedules, and take corrective actions., update schedules, and take corrective actions.

CPM is an essential tool for effective project planning and control. It aids in prioritizing critical tasks, managing time constraints, and optimizing project schedules. CMP can be used in several projects, such as engineering, manufacturing, construction, and science.

8. Six Sigma ( Continuous Improvement Methodology)

Six Sigma is a data-driven project management methodology focused on improving process efficiency continuously and reducing defects or errors. Developed by Motorola in the 1980s, Six Sigma seeks to minimize variations and achieve higher levels of quality in processes. It is often applied in manufacturing and process improvement projects. Here is a concise overview of the Six Sigma project management methodology:

• Define (D): Clearly articulate the problem, project goals, scope, and customer requirements.
• Measure (M): Establish metrics, collect data, and measure baseline performance.
• Analyze (A): Use statistical tools to identify root causes of defects or inefficiencies.
• Improve (I): Develop and implement solutions, testing and refining as needed.
• Control (C): Establish measures to sustain improvements and prevent recurrence of defects or issues.

The Six Sigma methodology is often represented by the acronym DMAIC (Define, Measure, Analyze, Improve, Control). Additionally, for more complex or considerable process changes, there is another phase known as DMADV (Define, Measure, Analyze, Design, Verify).

Bakkah provides certification levels such as Six Sigma Green Belt and Six Sigma Black Belt are available for individuals to demonstrate proficiency in applying Six Sigma principles and methodologies. Organizations implementing Six Sigma often experience enhanced efficiency, reduced defects, and improved customer satisfaction.

9. RAD (Rapid Application Development)

Rapid Application Development (RAD) is a project development methodology that prioritizes quick iterations and prototypes over extensive planning.

It involves user participation throughout the process, parallel development of system components, and a flexible, adaptive approach. Prototyping is a key feature, allowing for continuous refinement based on user feedback. RAD aims to deliver a functional product rapidly, focusing on time and cost efficiency.

Popular RAD tools include Microsoft Visual Basic, PowerBuilder, and OutSystems. The methodology suits projects with changing requirements but may not be ideal for highly structured endeavors.

10. Incremental and Iterative Methodologies

Incremental development involves dividing the project into small increments, each delivering a part of the final product's functionality linearly. User feedback is integrated after each increment, providing ongoing adaptability and the ability to identify and correct issues early. This approach enables early delivery and reduced project risk.

On the other hand, iterative development goes through cycles or iterations, refining the entire system with each iteration. It is highly flexible and accommodates changing requirements throughout the development process.

11. Hybrid Methodologies

Hybrid methodologies in project development involve blending elements from different traditional and agile approaches to create a flexible and tailored solution. That allows teams to adapt practices based on the project's unique requirements, leveraging both structured planning and iterative development. 

In a hybrid methodology, the most appropriate elements from each methodology are identified and combined harmoniously. Examples include combining Waterfall and Scrum or integrating lean principles with agile practices.

The goal is to manage risks effectively, enhance flexibility, and address the project-specific needs. Effective communication is crucial to mitigate potential challenges introduced by diverse practices integration.

12. Extreme Programming (XP)

XP is an Agile methodology that emphasizes collaboration, adaptability, and delivering high-quality software through practices such as continuous testing and frequent releases.

Extreme Programming methodology is one of the famous methodologies for managing and developing software and other technical projects. It is based on diverse principles and practices, focusing on increasing software quality and improving team productivity.

A team needs to follow this method if the project is fast-paced or subject to regular change and thus has a dynamic rather than static nature.

The Extreme methodology also aims to achieve productive cooperation between team members and increase the quality of the final product and its flexibility in the face of changes.

Here are the main principles and practices of Extreme Programming:

• XP is built on a set of core values, including communication, simplicity, feedback, and courage.
• Developers work in pairs, one writing code and the other reviewing it in real time. That promotes collaboration, knowledge sharing, and code quality.
• Developers write tests before writing the actual code. That ensures that the code meets specifications and facilitates maintenance and updates.
• Code is integrated frequently to identify and address integration issues early in the development process.
• XP improves code design regularly without changing its functionality.
• XP keeps the design as simple as possible, making it easier to understand, modify, and maintain.
• Frequent and direct interaction with the customer allows for quick adjustments to changing requirements and priorities.
• XP emphasizes continuous improvement through regular reflection on the development process and changes in implementation to enhance efficiency and quality.

Bakkah provides a variety of accredited project management Courses for all professional certificates in project management, risk management, and others.

In brief, choosing the most suitable project management methodology depends on factors such as project size, complexity, industry, and organizational culture. Project managers often customize or combine methodologies to best fit the unique requirements of their projects.

Project management methodologies are often supported and implemented using various tools to enhance efficiency, collaboration, and communication throughout the project lifecycle. Here are some commonly used tools associated with project management methodologies:

1. Project Management Software

Tools like Microsoft Project, Asana, Jira, Trello, and Monday.com provide features for project planning, scheduling, task assignment, and progress tracking.

2. Version Control Systems

Git, SVN (Subversion), and Mercurial help manage changes to source code and documentation, ensuring version control and collaboration in software development projects.

3. Communication and Collaboration Tools

Slack, Microsoft Teams, and Discord facilitate real-time communication, file sharing, and collaboration among team members, supporting Agile and remote work environments.

4. Gantt Charts

Tools like GanttPRO and SmartDraw help create visual representations of project timelines, tasks, and dependencies, commonly used in Waterfall and traditional project management methodologies.

5. Kanban Boards

Trello, KanbanFlow, and LeanKit enable teams to visualize work and optimize workflow, particularly in Agile and Lean methodologies.

6. Scrum Tools

Jira, VersionOne, and Targetprocess support the Scrum framework with features for sprint planning, backlog management, and burndown charts.

7. Resource Management Tools

Workfront, Mavenlink, and TeamGantt assist in resource allocation, workload tracking, and managing team capacity in project management.

8. Risk Management Tools

RiskWatch, RiskyProject, and ProjectManager.com help identify, assess, and manage risks throughout the project lifecycle.

9. Collaborative Document Management

Tools like SharePoint, Google Workspace, and Dropbox Business enable teams to collaborate on documents, share project-related files, and ensure version control.

10. Continuous Integration and Deployment (CI/CD) Tools

Jenkins, Travis CI, and GitLab CI/CD automate integration code changes process and deploying software, commonly used in Agile and DevOps methodologies.

11. Time Tracking and Timesheet Tools

Harvest, Toggl, and Clockify assist in tracking project-related activities, allowing for accurate time management and resource allocation.

12. Customer Relationship Management (CRM) Tools

Salesforce, HubSpot, and Zoho CRM support customer-centric projects. That helps teams manage client interactions, feedback, and requirements.

Project managers and teams should carefully select tools that align with their chosen methodologies and project requirements. Integrating these tools can significantly improve project management efficiency and contribute to successful project outcomes.

Project management methodologies involve various techniques to plan, execute, and control projects effectively. Here are some commonly used techniques associated with project management methodologies:

1. Work Breakdown Structure (WBS)

Break a project into smaller, manageable tasks and create a hierarchical structure to define clearly the scope and deliverables.

2. PERT (Program Evaluation and Review Technique) and CPM (Critical Path Method)

Techniques for scheduling and managing tasks by identifying critical paths and dependencies and estimating project duration.

2. SWOT Analysis

Evaluate the project's Strengths, Weaknesses, Opportunities, and Threats to make informed decisions and develop effective strategies.

3. Risk Management

Identify, assess, mitigate, and monitor risks throughout the project lifecycle to minimize potential negative impacts.

4. Stakeholder Analysis

Identify and analyze stakeholders to understand their interests, influence, and expectations and ensure effective communication and engagement.

5. PERT Charts (Program Evaluation and Review Technique)

Graphical representations of project tasks and their dependencies, helping visualize the project schedule and critical path.

6. Scrum Meetings

Daily Standups, Sprint Planning, Sprint Review, and Sprint Retrospective are regular Scrum meetings that facilitate communication and collaboration in Agile projects.

7. Earned Value Management (EVM)

Analyze project performance by measuring the planned value, earned value, and actual cost to assess progress and forecast future performance.

8. Quality Management

Implement techniques such as quality audits, inspections, and control charts to ensure project deliverables meet predefined quality standards.

9. Mind Mapping

Visualize project ideas, requirements, and tasks using mind maps to stimulate creative thinking and organize information in a structured way.

10. Critical Chain Method

Identify and manage resource dependencies to optimize project schedules and improve overall performance.

11. Prototyping

Creating a working model or prototype of a product or system to gather feedback early in the development process is common in Agile and iterative methodologies.

12. Benchmarking

Compare project performance metrics and processes against industry standards or best practices to identify areas for improvement.

13. Dependency Mapping

Identify and visualize dependencies between different tasks or project activities to understand their interrelationships and potential impacts.

14. Agile Estimation Techniques

Use techniques like Planning Poker, Relative Sizing, and Story Points to estimate the effort required for Agile project tasks.

15. Change Management

Implement strategies and techniques to manage and communicate changes effectively, ensuring minimal disruptions to project progress.

16. Communication Plans

Developing plans outlines how project information will be communicated to stakeholders, ensuring clear and consistent communication.

These techniques are often applied based on the specific requirements, characteristics, and principles of the chosen project management methodology. Project managers may tailor and combine these techniques to suit the needs of their projects.

Choosing a suitable project management methodology is crucial for the success of a project. The decision should be based on the project's characteristics, team dynamics, organizational culture, and the nature of the work to be performed. Here is a step-by-step guide on how to choose a project management methodology:

1. Understand Project Requirements

Clearly define the project scope, objectives, and deliverables. Consider the size, complexity, and nature of the project work.

2. Assess Team Skills and Experience

Evaluate the skills and experience of the project team. Consider their familiarity with different methodologies and their adaptability to new approaches.

3. Consider Project Flexibility

Assess the level of flexibility required throughout the project. Some projects may benefit from a more adaptive and iterative approach, while others may require a more structured and sequential process.

4. Examine Project Constraints

Identify any constraints such as budget limitations, time constraints, regulatory requirements, or client preferences that may influence the choice of methodology.

5. Evaluate Organizational Culture

Consider the existing organizational culture and whether it aligns with the principles of certain project management methodologies. Some organizations may prefer traditional, plan-driven approaches, while others may be more receptive to Agile or iterative methods.

6. Define Stakeholder Involvement

Determine the level of involvement and collaboration required from project stakeholders. Some methodologies, like Agile, emphasize continuous stakeholder engagement and feedback.

7. Analyze Project Risks

Evaluate the potential risks associated with the project. Some methodologies, such as Agile, are well-suited for projects with high uncertainty and evolving requirements.

8. Review Industry Standards

Consider industry standards and best practices. Certain industries or project types may have specific guidelines or regulations that align with particular methodologies.

9. Explore Hybrid Approaches

Assess the possibility of combining elements from different methodologies to create a hybrid approach tailored to the project's specific needs.

10. Pilot or Prototype

If feasible, consider running a pilot or prototype using a small-scale version of the project to test how well a methodology fits the team and project requirements.

11. Consult with Stakeholders

Seek input from key stakeholders, including team members, clients, and sponsors. Understand their preferences, expectations, and concerns regarding project management approaches.

12. Training and Transition Plan

Evaluate the readiness of the team to adopt a new methodology. Plan for necessary training and establish a transition plan to smoothly implement the chosen methodology.

13. Continuous Improvement

Be open to evaluating and adjusting the chosen methodology throughout the project. Continuous improvement is essential to address evolving project needs and improve overall project management processes.

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Here are some Project Management Courses :

• Certified Associate in Project Management CAPM Course
• PMI-ACP® certification
• PgMP certification
• PMI Scheduling Professional - PMI-SP certification

Risk Management Courses And Certifications:

• Risk Management Professional - PMI-RMP Course
• MoR Certification and course

PRINCE2 Courses

• PRINCE2 Certification
• PRINCE2 Agile.

Project Management Tools:

• Primavera P6 Course
• MSP Course - Managing Successful Programmes
• Microsoft Project training course  

Portfolio Management

• P3O Foundation certification
• Management of Portfolios MoP
• The Portfolio Management Professional – PfMP certificate
• Lean Six Sigma Yellow Belt Course
• Lean Six Sigma Green Belt Course
• Lean Six Sigma Black Belt Course

Ultimately, the choice of a project management methodology should be a thoughtful and informed decision that aligns with the unique characteristics of the project and the organization. Regularly reassess the chosen methodology to ensure its continued effectiveness and make adjustments as needed.

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Chapter 3: Project management methodologies

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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? 

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 management

Waterfall 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 family

The 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 management

In 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:

• Individuals and interactions over processes and tools
• Working software over comprehensive documentation
• Customer collaboration over contract negotiation
• Responding to change over following a plan

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:

• Less upfront planning
• Increased open communication
• Continual feedback
• Flexible objectives 

When used effectively, Agile also often leads to speedier delivery.

However, there are some tradeoffs to this flexible approach: 

• Lack of concrete delivery date, which can lead to scope creep 
• A high degree of dedication and flexibility from the project team

Is Agile right for you?

Remember, Agile isn’t for everyone. The methodology is likely not right for your team if any of the following apply to you:

• Your project is not very urgent.
• Your client’s expectations don’t support Agile (e.g., they want to give final approval at every stage of the project, or incremental delivery isn’t appropriate for the project specs). 
• You or your client’s organization requires detailed documentation at every stage.
• Your current processes are not set up for a more flexible approach.
• Your team or organization doesn’t currently use Agile, and implementing it would be too costly or time consuming.

In the following sections, we’ll go over other methodologies that fall within the Agile family.

Additional Resources

The ultimate agile dictionary, free agile project management templates, best practices for agile project planning.

Scrum , 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: 

• Sprint planning: At this meeting, the product is presented and everyone on the Scrum team voices any concerns and feedback. The team designates priorities and estimates the timeline.
• Daily stand-up: The Scrum team meets daily during the sprint to debrief with the team, establish a daily plan, and voice any concerns so the team can address them together.
• Sprint review: Held at the end of each sprint, this meeting is a review of the working product and gives stakeholders transparency into what the team accomplished during the sprint.
• Sprint retrospective: The sprint retrospective is a meeting that occurs after each sprint to discuss team performance and establish ways to improve future efforts.

Each Scrum team has designated members who own specific pieces of the process. These roles include the following:

• Product owner: Possesses a thorough understanding of the product’s business value and serves as the middleman who communicates the stakeholder needs to the development team and writes and prioritizes user stories.
• Development team: Performs the technical development of the product and is responsible for the analysis, design, code writing, testing, and technical communication based on the user stories provided by the product owner.
• Scrum Master: Assists in the progress of the Scrum team by working hand-in-hand with the product owner and the development team to streamline work and eliminate distractions. 

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 .

Kanban 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 method

Critical 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:

• Identify all project tasks.
• Identify dependencies among tasks.
• Estimate the duration of each task. 
• Add up the durations to calculate the total duration of your project. 
• Update the critical path as the project progresses to compare estimated vs. actual timelines.

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 methodologies

Change 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 methodology

In 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 management

Extreme 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 methodologies

Process-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.

Lean 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:

• Define value: Identify the value of each product or service in the eyes of the customer. 
• Map the value stream: Map out the process (aka value stream ) and identify areas of waste, in terms of  resources, time, or redundancy.
• Create flow: Create a flow plan that eliminates the waste you identified. 
• Employ a pull system: Progress through the plan only as the customer has new needs. Doing so will prevent you from taking on too much at once, or creating a bottleneck at any stage of the process. 
• Pursue perfection: Using the idea of continuous improvement, aim to eliminate as much waste as possible from your process. 

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 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:

• DMAIC: This stands for define , measure, analyze, improve, control , and is intended to help you improve existing processes.
• DMADV: This stands for define, measure, analyze, improve, verify, and is best for when creating new processes or products.

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 Sigma

Lean 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:

• Increased cost savings due to fewer bugs or defects
• Improved quality
• Time savings due to fewer process issues
• Improved data-driven decision making
• Continuous process improvement throughout the organization

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.

All About Lean Six Sigma

Free lean six sigma templates, other project management methodologies.

Below, you’ll find details on a few more project management methodologies that are gaining traction in the modern PM world.

PRINCE2 , 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.

PRiSM , 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: 

• Commitment and accountability 
• Ethical decision making 
• Integration and transparency 
• Principal and values-based deployments 
• Social and ecological equity 
• Economic prosperity

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 organization

Choosing 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 you

To 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

• What is the project’s focus?
• What industry are you in?
• How complex is the project?
• Is the project scalable?  

Flexibility

• How flexible are your timeline, budget, and deliverables?
• How much planning do you need to do beforehand?
• What is your allotted budget, and how flexible is it?
• What resources do you have, and what additional resources do you need to obtain?
• How flexible is your timeline?
• Are there set start and end dates?
• Does your project have key milestones or a critical path?

Roles and responsibilities

• How many people or teams are working together on this project?
• How specialized is the work?
• What is the level of customer and stakeholder involvement?

After you’ve worked through the project-related questions, follow these steps to identify which methodology aligns best:

• Outline the main variables, like timeline, resources, and budget, that will drive the project.
• Consider how the methodology you choose will impact these variables, such as how a more flexible approach might affect a hard-and-fast deadline.
• Weigh the pros and cons of each methodology against the needs of your project. Think both about which will be the best fit and which will be least disruptive to your current processes.
• Collaborate with other team members to get input.
• Roll out the methodology to the team. This includes educating everyone on the new processes and setting up the necessary tools and documentation systems.
• Apply the methodology to the project and monitor it for success.

Here’s a simplified cheat sheet you can use to identify which methodology will work for your next project:

Discover a better way to streamline workflows and eliminate silos for good.

• Project Management Metrics
• Project Portfolio Management
• Proof of Concept Templates
• Punch List Templates
• Requirement Gathering Process
• Requirements Traceability Matrix
• Resource Scheduling
• Roles and Responsibilities Template
• Setting Sprint Goals
• Stakeholder Engagement Model
• Stakeholder Identification
• Stakeholder Mapping
• Stakeholder-theory
• Team Alignment Map
• Team Charter
• Templates for Managers
• What is Project Baseline
• Work Log Templates
• Workback Schedule
• Workload Management
• Assumption Mapping
• Work Breakdown Structures
• Agile Team Structure
• Avoding Scope Creep
• Cross-Functional Flowcharts
• Precision VS Accuracy
• Scrum-Spike
• User Story Guide
• Creating Project Charters
• Guide to Team Communication
• How to Prioritize Tasks
• Mastering RAID Logs
• Overcoming Analysis Paralysis
• Understanding RACI Model
• Achieving Big Hairy Audacious Goals
• Critical Success Factors
• Deadline Management
• Eisenhower Matrix Guide
• Guide to Multi Project Management
• Procure-to-Pay Best Practices
• Procurement Management Plan Template to Boost Project Success
• Project Execution and Change Management
• Project Management Success Factors
• Project Plan and Schedule Templates
• Resource Planning Templates for Smooth Project Execution
• Risk Management and Quality Management Plan Templates
• Risk Management in Software Engineering
• Setting and Achieving Stretch Goals
• Stage Gate Process
• Stakeholder Management Planning
• Understanding the S-Curve
• Visualizing Your To-Do List
• 30-60-90 Day Plan
• Work Plan Template
• Weekly Planner Template
• Task Analysis Examples
• Cross-Functional Flowcharts for Planning
• Inventory Management Tecniques
• Inventory Templates
• Six Sigma DMAIC Method
• Visual Process Improvement
• Value Stream Mapping
• Creating a Workflow
• Fibonacci Scale Template
• Supply Chain Diagram
• Kaizen Method
• Procurement Process Flow Chart
• Guide to State Diagrams
• UML Activity Diagrams
• Class Diagrams & their Relationships
• Visualize flowcharts for software
• Wire-Frame Benefits
• Applications of UML
• Selecting UML Diagrams
• Create Sequence Diagrams Online
• Activity Diagram Tool
• Archimate Tool
• Class Diagram Tool
• Graphic Organizers
• Social Work Assessment Tools
• Using KWL Charts to Boost Learning
• Editable Timeline Templates
• Kinship Diagram Guide
• Power of Visual Documentation
• Graphic Organizers for Teachers & Students
• Visual Documentation Techniques
• Visual Tool for Visual Documentation
• Concept Maps in Science
• Conducting a Thematic Analysis
• Visualizing a Dichotomous Key
• 5 W's Chart
• Circular Flow Diagram Maker
• Cladogram Maker
• Comic Strip Maker
• Course Design Template
• AI Buyer Persona
• AI Data Visualization
• AI Diagrams
• AI Project Management
• AI SWOT Analysis
• Best AI Templates
• Brainstorming AI
• Pros & Cons of AI
• AI for Business Strategy
• Using AI for Business Plan
• AI for HR Teams
• BPMN Symbols
• BPMN vs UML
• Business Process Analysis
• Business Process Modeling
• Capacity Planning Guide
• Case Management Process
• How to Avoid Bottlenecks in Processes
• Innovation Management Process
• Project vs Process
• Solve Customer Problems
• Spaghetti Diagram
• Startup Templates
• Streamline Purchase Order Process
• What is BPMN
• Approval Process
• Employee Exit Process
• Iterative Process
• Process Documentation
• Process Improvement Ideas
• Risk Assessment Process
• Tiger Teams
• Work Instruction Templates
• Workflow Vs. Process
• Process Mapping
• Business Process Reengineering
• Meddic Sales Process
• SIPOC Diagram
• What is Business Process Management
• Process Mapping Software
• Business Analysis Tool
• Business Capability Map
• Decision Making Tools and Techniques
• Operating Model Canvas
• Mobile App Planning
• Product Development Guide
• Product Roadmap
• Timeline Diagrams
• Visualize User Flow
• Sequence Diagrams
• Flowchart Maker
• Online Class Diagram Tool
• Organizational Chart Maker
• Mind Map Maker
• Retro Software
• Agile Project Charter
• Critical Path Software
• Brainstorming Guide
• Brainstorming Tools
• Concept Map Note Taking
• Visual Tools for Brainstorming
• Brainstorming Content Ideas
• Brainstorming in Business
• Brainstorming Questions
• Brainstorming Rules
• Brainstorming Techniques
• Brainstorming Workshop
• Design Thinking and Brainstorming
• Divergent vs Convergent Thinking
• Group Brainstorming Strategies
• Group Creativity
• How to Make Virtual Brainstorming Fun and Effective
• Ideation Techniques
• Improving Brainstorming
• Marketing Brainstorming
• Plot Diagrams
• Rapid Brainstorming
• Reverse Brainstorming Challenges
• Reverse vs. Traditional Brainstorming
• What Comes After Brainstorming
• Flowchart Guide
• Spider Diagram Guide
• 5 Whys Template
• Assumption Grid Template
• Brainstorming Templates
• Brainwriting Template
• Innovation Techniques
• 50 Business Diagrams
• Business Model Canvas
• Change Control Process
• Change Management Process
• Macro Environmental Analysis
• NOISE Analysis
• Profit & Loss Templates
• Scenario Planning
• What are Tree Diagrams
• Winning Brand Strategy
• Work Management Systems
• Balanced Scorecard
• Developing Action Plans
• Guide to setting OKRS
• How to Write a Memo
• Improve Productivity & Efficiency
• Mastering Task Analysis
• Mastering Task Batching
• Monthly Budget Templates
• Program Planning
• Top Down Vs. Bottom Up
• Weekly Schedule Templates
• Cash Cow Matrix
• Kaizen Principles
• Opportunity Mapping
• Strategic-Goals
• Strategy Mapping
• Strategy vs Tactics
• T Chart Guide
• Business Continuity Plan
• Developing Your MVP
• Incident Management
• Needs Assessment Process
• Product Development From Ideation to Launch
• Value-Proposition-Canvas
• Visualizing Competitive Landscape
• Communication Plan
• Graphic Organizer Creator
• Fault Tree Software
• Bowman's Strategy Clock Template
• Decision Matrix Template
• Communities of Practice
• Goal Setting for 2024
• Meeting Templates
• Meetings Participation
• Microsoft Teams Brainstorming
• Retrospective Guide
• Skip Level Meetings
• Visual Documentation Guide
• Visual Note Taking
• Weekly Meetings
• Affinity Diagrams
• Business Plan Presentation
• Post-Mortem Meetings
• Team Building Activities
• WBS Templates
• Online Whiteboard Tool
• Communications Plan Template
• Idea Board Online
• Meeting Minutes Template
• Genograms in Social Work Practice
• Conceptual Framework
• How to Conduct a Genogram Interview
• How to Make a Genogram
• Genogram Questions
• Genograms in Client Counseling
• Understanding Ecomaps
• Visual Research Data Analysis Methods
• House of Quality Template
• Customer Problem Statement Template
• Competitive Analysis Template
• Creating Operations Manual
• Knowledge Base
• Folder Structure Diagram
• Online Checklist Maker
• Lean Canvas Template
• Instructional Design Examples
• Genogram Maker
• Work From Home Guide
• Strategic Planning
• Employee Engagement Action Plan
• Huddle Board
• One-on-One Meeting Template
• Story Map Graphic Organizers
• Introduction to Your Workspace
• Managing Workspaces and Folders
• Adding Text
• Collaborative Content Management
• Creating and Editing Tables
• Adding Notes
• Introduction to Diagramming
• Using Shapes
• Using Freehand Tool
• Adding Images to the Canvas
• Accessing the Contextual Toolbar
• Using Connectors
• Working with Tables
• Working with Templates
• Working with Frames
• Using Notes
• Access Controls
• Exporting a Workspace
• Real-Time Collaboration
• Notifications
• Using Creately VIZ
• Meet Creately VIZ
• Unleashing the Power of Collaborative Brainstorming
• Uncovering the potential of Retros for all teams
• Collaborative Apps in Microsoft Teams
• Hiring a Great Fit for Your Team
• Project Management Made Easy
• Cross-Corporate Information Radiators
• Creately 4.0 - Product Walkthrough
• What's New

Project Management Methodologies and Frameworks Every Project Manager Should Know

You might find yourself drowning in information, tools, and processes as a project manager. To stay afloat and thrive, you must choose the right project management methodologies and frameworks that suit your team and project needs.

Many different project management methodologies are available and deciding which one is right for you can be challenging. This article provides an overview of the most popular frameworks to get you started.

What is a Project Management Methodology?

A project management methodology is a set of principles, processes, guidelines, and tools that help to plan, manage, and control a project. The methodology helps to ensure that a project is on schedule, within budget, and that the project goals are met.

A project team or an organization uses a management framework to execute a project. The information generated is usually documented and shared with others. Recording the information is essential as it will help others understand the project requirements and responsibilities.

While most project management methodologies take a standardized approach, some are for specific purposes, i.e., manufacturing or software development.

Project Management Framework vs. Methodology

The terms framework and methodology are often used interchangeably in project management. However, there is a slight yet distinguishable difference between the two approaches.

A framework provides more flexibility and freedom. You can adopt new rules and change or remove existing ones as necessary. As such, a framework provides the structure and direction needed for a project without being too rigid or detailed.

On the other hand, a methodology is a set of principles and processes that guides the management of a project. It is a formal approach that is strictly defined and generally adheres to a strict code complete with steps and rules.

Another way to understand the two approaches is that most of the time, methodologies are for implementing ideas and values, while a framework provides a step-by-step guide to attain that idea or manage that project.

Project Life Cycle Processes

A project management framework includes the whole project management life cycle, which will guide you from the beginning to the end. In a project management life cycle , there are five steps:

• Initiation : The beginning stage of the project, where the main focus is to narrow down the required key components to kickstart the project. Teams get together to research, brainstorm and conduct analysis and stakeholder mapping/interviews to gather information.
• Planning : Here, the teams and members working on the project are identified along with activities, milestones, risks, management structure, and success benchmarks.
• Execution : During this stage, the project kickstarts and is implemented.
• Management/Monitoring : At each milestone, the progress will be monitored, documented, and reported. Key progress and outputs will be shared with stakeholders as well.
• Review/Closing : This stage marks the end of the project. Project leaders and team members will review and analyze how the project progressed and setbacks to identify future improvements. Updates or replacements will be scheduled if necessary before wrapping up.

5 Key Project Management Methodologies and Frameworks

1. waterfall framework.

The Waterfall Framework is a linear approach that first gathers stakeholder and customer requirements before creating a sequential project plan to address the identified requirements. Consisting of five main stages, each stage is completed before progressing to the next–similar to a cascading waterfall.

The main stages of the waterfall framework are:

• Requirements : needs and requirements of the business/project are identified, analyzed, and documented.
• Design : possible solutions are explored before a detailed plan is made to achieve the goals.
• Implementation : the project plan and activities are set in motion along with progress measurements.
• Verification/Control : the product is reviewed, and the project plan is compared with the performance to address issues.
• Maintenance/Closure : the end result is shared with clients for feedback and final fixes. Approval is obtained before the project is closed.
• As project and client requirements are identified and agreed in the very first stage, it sets clear client expectations that are easier to plan.
• Extensive documentation ensures that each activity and task is well documented and that no knowledge is lost.
• The project schedule is laid out at the beginning stages. As such, project costs, deadlines, and other resources can be estimated accurately.
• Easier to measure and understand as you progress through each milestone one after the other.

Disadvantages

• Identifying all client/customer requirements at the very beginning is difficult.
• Changes to the product at the end stages are costly and difficult if the customer is unsatisfied.
• Lack of flexibility due to the linear nature of the framework, which provides minimal room for change and adaptation in case of unexpected events.

2. Lean Methodology

Lean methodology originated in the 1950s in Toyota and currently focuses on eliminating waste, maximizing value, and improving efficiencies. Many organizations have opted to adopt the Lean Framework as it can be applied to any business, regardless of size, to achieve objectives in a sustainable manner.

The two main guiding concepts in Lean are respect for people and continuous improvement. Accordingly, necessary training and tools are provided, constant improvement is encouraged, and management takes on a more active role in understanding and meeting the needs of employees to initiate better work performance.

Besides the above two concepts, lean has five core principles that support the methodology:

• Value : customer defines the value of the product offered.
• Value stream : a clear and in-depth understanding of the product’s life cycle from research to development. Each step of the value chain is analyzed to identify waste areas and improvements.
• Flow : every process should be in sync with one another, and the value stream should flow seamlessly.
• Pull : ensures that products are made only when required, leading to shorter delivery cycles and increased flexibility.
• Perfection : always strive for perfection by uncovering quality or waste issues and applying strict measures to address inefficiencies.
• The quality of products is high due to the constant attention to value.
• Reduced costs and increased profits as Lean focuses on providing value and minimizing waste.
• Improved customer relations as the focus is to deliver what the customer requires.
• Regular communications among employees, stakeholders and management pave the way for better decision-making.
• Emphasis on constant improvement leads to continuous learning opportunities.
• Organizations may focus too much on Lean principles that they lose sight of the bigger picture leading to a lack of strategy.
• If there are bottlenecks or resource issues, delivery can be delayed leading to unsatisfied customers.

3. Agile Methodology

Agile is often used in the software industry, though it has spilled into others recently due to its adaptability. It is an iterative approach that promotes collaboration among team members, emphasizing adaptive planning and early delivery of functional products. In an Agile project, development work is carried out in short-term periods called sprints, and the management focuses on continuous improvement throughout the project’s life cycle.

• Ready to use
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Popular frameowkrs such as Scrum and Kanban stem from Agile, which acts as an umbrella term that encompasses several different frameworks. To learn more about Scrum and Kanban, check out The Ultimate Beginner’s Guide to Scrum and How to Better Manage Your Projects with Kanban Boards .

The Agile Manifesto highlights four core principles that are the building blocks of any agile approach. They are:

• Individuals and interactions over processes and tools
• Working software over comprehensive documentation
• Customer collaboration over contract negotiation
• Responding to change over following a plan
• Agile promotes smaller teams, making it easier to keep up the pace and quickly adapt to necessary changes, leading to faster response times and ample flexibility.
• Faster turnaround times due to the ability to quickly detect and provide solutions to issues.
• Low wastage and costs as tasks are always up-to-date with constant feedback and follow-ups, allowing developers to experiment and test ideas.
• Agile is practiced by many and has a considerable following. Therefore, you can always reach out for help and share knowledge with others if you run into trouble.
• Difficult to measure the progress as it is estimated across several cycles, which may take time.
• Documentation is not given prominence, leading to misunderstandings and difficulty for newer members to be up-to-date.
• At times, there is no clear end date; therefore, the overall project may seem to go on forever. This can also lead to scope changes beyond what was initially agreed (scope creep).
• Due to the short cycle times, the design thinking process may be stinted, leading to a lack of cohesion and fragmentation.
• Teams may tend to avoid key features that may take too long to deliver.
• The need for constant communication can take a toll on team members who have to spend extra energy and time.

4. Critical Chain Project Management Framework

Critical Chain Project Management (CCPM) is a project management framework that helps the planning and managing of projects by monitoring the resources required to execute the project tasks. The framework helps project managers to deliver projects in a cost-effective and timely manner.

Buffers are safety margins that ensure all tasks are completed within schedule. CCPM identifies strategic points in the project and inserts buffers to ensure that project milestones are met on time, regardless of constraints or uncertainties. There are several types of buffers used in CCPM.

• Project buffers : this is positioned between the completion date of the project and the last task allowing team members to catch up on any outstanding tasks or delays.
• Feeding buffers : this is positioned between the non-critical chain and the critical chain to prevent delays.
• Resource buffers : resources that are kept aside in case of extra support in terms of resources are required.
• Team members tend to be more efficient and pace themselves rather than working more as the deadline approaches.
• Work is scheduled around resource availability, thereby optimizing resource utilization.
• The insertion of various buffers to address issues on time.
• The minimum time required to finish the project is taken into consideration.
• Major planning packages do not often support the framework.
• If the team does not understand the endpoint, many losses and setbacks could occur.

5. PRINCE2 Framework

PRINCE stands for “PRojects IN Controlled Environments” and is a process-based framework focused on organization and control. The framework started as PRINCE with a particular focus on the IT industry before expanding into others.

PRINCE2 details what each step of the project should look like, deliverables, roles, and responsibilities, and also structure each stage of the project with no loose ends at the point of completion.

• PRINCE2 is a good beginner framework to start project management as it has a defined process with clear steps.
• Due to the detailed and step-by-step guide provided, PRINCE2 is relatively easy to understand and follow. Furthermore, the ability to divide the project into manageable stages is helpful in managing the project.
• PRINCE2 is flexible in nature and can be easily adapted to suit different projects.
• Roles and responsibilities are clearly defined, which improves accountability.
• Lessons learned can be tracked and updated for future reference and improvements.
• PRINCE2 is not ideal for projects in fast-changing environments (i.e., technology-driven) due to the extensive documentation required.
• Requires the buy-in of the senior management for success.
• Requires experience to be managed and delivered successfully.

Key Steps to Follow when Selecting a Methodology or Framework

1. assess the project in terms of size and scope.

Size and scope play a significant role when selecting a suitable project methodology or framework. Some projects may be small, requiring a team of no more than 3-4 people and a short period. In contrast, others would be large, with multiple teams working together for several years.

Larger projects with several cross-functional teams and extended time frames would benefit from adaptive project management frameworks such as agile. In comparison, smaller projects that are less complex would do well with methodologies such as waterfall.

2. Look into the available project management methodologies and frameworks

Once the project scope and size are determined, look into the available methodologies and frameworks. Compare notes, and weigh the pros and cons as to which one would suit your requirements the best while minimizing risks.

3. Obtaining the acceptance and buy-in of your team

Reach out to your team to see their reaction and input. Make sure you listen to their viewpoints and present your side accordingly to obtain their buy-in. Otherwise, conflicts and challenges may hinder the project’s smooth progress.

4. Confirm the selection

Before starting the project, re-confirm the feasibility of your selection by comparing and assessing the success rate of projects delivered using the same framework.

5. Obtain feedback and conduct self-assessments

As the project progresses, ask for feedback from your colleagues regarding the processes followed. Furthermore, make sure to conduct self-assessments to see if the methodology or framework is proceeding according to your expectations and whether it allows you to manage your team successfully.

Tools and Techniques for Project Management Methodologies and Frameworks

There are several tools and techniques relevant to project management methodologies and frameworks. While some specific tools and techniques are similar across multiple frameworks, there are some that may differ. Below are a few commonly used tools and techniques.

Work Breakdown Structure (WBS)

Work breakdown structures can be used to break down the larger deliverables of your project into manageable smaller tasks. This is a productivity technique that uses a step-by-step approach to project management.

Gantt Chart

Gantt charts are ideal for tracking tasks' start and end dates and milestones. It helps teams to plan their work and jobs to meet deadlines and allocate resources accordingly.

SWOT Analysis

SWOT stands for Strengths, Weaknesses, Opportunities, and Threats. For each project, the SWOT identifies the internal (Strengths and Weaknesses) and external (Opportunities and Threats) drivers affecting your ability to meet the goal. For example, suppose your organization is well known for its expertise in customer service. In that case, improving customer service will be a competitive advantage and a meaningful driver for meeting your goals.

RACI Matrix

RACI stands for responsible, accountable, consulted, and informed. RACI matrix is used to describe the roles and responsibilities of team members in a project.

Stakeholder Map

The stakeholder map is a tool to help you understand who your stakeholders are and their needs. Using this tool, you can map stakeholders according to their importance and potential impact on the project.

Decision Tree

A decision tree is used for effective decision-making and predicting potential outcomes when multiple courses of action exist. It allows the team to explore options and outcomes to understand the risks and rewards associated with each possible course of action.

Creately for Project Management

Creately has many tools to make your journey effortless and successful regardless of the type of project methodology or framework you decide to follow.

• Powerful documentation capabilities include doc blocks and attachments and image attachments to create reports and presentations.
• Built-in project management tools including Kanban boards, timelines, multi-role workflows, visual prioritization tools to enable any kind of workflow.
• Whiteboard and freehand drawing capabilities to brainstorm and discuss with colleagues and peers.
• Multiple templates and shapes to prepare project plans and schedules, Gantt charts, roadmaps, and other formats necessary for project management documentation and tracking.
• Multiple access and role levels to manage, share, edit and review, along with multiplayer editing capabilities to collaborate in real-time.
• Comment on anything, with context. Full comment threads and discussions for async collaboration.
• Data, note, and task panels to house information, assign roles and responsibilities, feed in information, and track the progress of activities.
• Integration with other platforms with 2-way syncing to manage data efficiently.
• Spotlight and presentation mode to conduct interactive and dynamic presentations right on the canvas.

Start your project management journey with Creately today!

Join over thousands of organizations that use Creately to brainstorm, plan, analyze, and execute their projects successfully.

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Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.

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Project Management

Top 18 project management methodologies.

Erica Golightly

Senior Writer

February 7, 2022

Have you considered how a project management methodology can help you and your team achieve long-term success?

If you’re thinking, “I don’t work in industries like technology or construction, so this doesn’t apply to us,” think back to the last project you worked on. Did the team feel motivated? Productive from start to finish? Or did every day feel like this? ⬇️

We understand. As a project manager , it’s hard to deliver projects with often unclear direction from clients and stakeholders, let alone manage the process in between.

Project management methods establish a system of principles, standard processes, and control to manage multifaceted projects that come in all shapes and requirements— across all industries.

By the end of this article, you’ll learn:

• How to optimize the five phases of a project lifecycle
• The top 18 project management methodologies used across wide geographies
• Recommended features in ClickUp for specific project management methodologies

We invite you to ditch the messy, complicated, and inflexible processes for proven methodologies to leverage project management tools and various techniques for success. ⚙️⚖️🚀

The 5 Phases of a Project Lifecycle

Adaptive project framework (apf).

• Agifall/Hybrid
• Critical Path Method
• eXtreme Programming (XP)

Get Things Done (GTD)

• Integrated Project Management (IPM)
• New Product Introduction (NPI)
• Outcome Mapping
• Package Enabled Reengineering (PER)

Project Management Institute’s Project Management Body of Knowledge (PMI’s PMBOK)

Projects in controlled environments (prince2), rational unified process (rup), 100+ powerful tools in clickup for any project type.

Whether you’re a new or seasoned project manager, let’s refresh our minds on the five fundamental project lifecycle phases you need to know to run successful projects. This will help you in your decision to choose the right project management methodology.

👾 Phase 1: Initiation

A project always begins with a conversation. When you come out of the first meeting with a client or stakeholder , you should fully understand the project purpose, SMART (specific, measurable, achievable, relevant, and time-bound) goals, communication expectations, and budget.

👾 Phase 2: Planning

The planning phase goes more in-depth than determining the project scope and schedule (which is only the beginning). If you’re using a timeline or Gantt chart tool, it’s critical also to disclose these key project details in a project charter :

• Estimates and cost for people and software resources
• Potential risks, assumptions, and blockers
• Dependencies
• Project teams (roles and workflows)
• Change process requirements
• Success criteria
• Did we mention dependencies?

👾 Phase 3: Execution

Dependencies are an absolute necessity for controlled project execution . If you’re a coffee person and you skip your morning cup and head straight to work, chances are, you make your day a little more difficult than it should be.

As you’re on the path to assigning individual tasks, have an open discussion with the project team about what can or can’t be started until a specific task is completed. You’ll save time and money with transparency and set everyone up for success from start to finish.

👾 Phase 4: Monitoring

Data is your north star metric to manage people, resources, budgets , and risks during the execution phase. Make sure you’re using a powerful productivity tool like ClickUp to know what project contributors are working on and what they need to do next.

Even more, track project goals and communicate with stakeholders and clients within ClickUp.

👾 Phase 5: Closing

After you turn in the final deliverables and wrap up loose ends, it’s advantageous to assess the performance of team members and resources. This reflection period will help improve the next project.

Have all deliverables been completed, validated, and archived?

Were issues and risks effectively managed?

Which processes were easy/challenging, and what would they change?

Relate: Project Management Examples !

Welcome to your pocket encyclopedia of the top 18 project management methodologies! 📘

A nod to agile project management methodology, the adaptive project framework is an iterative approach to satisfy a project’s goals and outcomes. Meaning, a project’s plan is broken into short iterations (or cycles) of tasks. This helps structure task dependencies and establishes clear deadlines.

The five steps in the adaptive project framework are:

• Project Scope : document the project plan with a project charter (download ClickUp’s Project Charter Template )
• Cycle Plan: define each task with all dependencies
• Cycle Completion : after one cycle completes, another begins
• Control Point : the client or stakeholder meets with the team to assess the quality and potential room for improvements in the next cycle
• Final Report : determines if results were achieved and successful

🟢 Adaptive Project Framework Pros

• Less time is spent on the first phase (defining project scope)
• Client and stakeholder satisfaction increases because of their involvement
• Teams create the most value with learnings in short cycles

🟡 Adaptive Project Framework Cons

• The project scope will potentially change throughout the lifecycle, reverting from a client or stakeholder’s original vision
• Too much flexibility for teams accustomed to fixed schedules
• Limited control over business processes

The hybrid model is the best of both Agile and Waterfall methods . Commonly used in product development companies, the planning phase uses waterfall method techniques but applies agile practices during execution .

🟢 Agifall/Hybrid Pros

• Continous collaboration and communication amongst different teams within a project
• A gateway to a complete transition into Agile methodology
• Using the best techniques of both methods to create a custom approach

🟡 Agifall/Hybrid Cons

• A good amount of time is required to plan a clear, clean, and understandable project approach

Today, one of the most popular project management methodologies, the agile methodology , is an incremental and iterative approach to managing projects in phases . Each iteration has a fixed scope (between 1-3 weeks) to maintain product release consistency, stability, and on-time delivery.

At its core, release management minimizes risks, tracks and audits requirements , and secures consistent implementation—in the least disruptive approach .

The five steps in the Agile methodology are:

• Defining the release plan and product roadmap
• Designing and building product feature(s)
• Testing and iterating
• Closing and maintenance

🟢 Agile Pros

• Increases customer satisfaction and retention
• Software code and testing standards are used repeatedly
• Specific roles with multiple project drivers to meet the same goal

🟡 Agile Cons

• Some organizations might find agile workflows to be a poor culture fit
• Potential lack of understanding in workflow flexibility
• An experienced agile professional might be necessary for teams new to agile

Project managers use the Critical Path Method to define the critical and non-critical tasks for timely delivery. After listing every activity and task required for completion, they will note dependencies and write a sequence of times for each.

Planning with the Critical Path Method allows teams to pinpoint opportunities to shorten task times and flag potential shifts when changes can affect critical tasks.

🟢 Critical Path Method Pros

• Identifies the most important activities and tasks in a project
• Displays the complexities of whether a project is small or substantial
• Easily explained with a chart or graph

🟡 Critical Path Method Cons

• Mid-changes could disrupt the overall stability of the project
• Requires time and effort to build the CPM chart successfully
• Client and stakeholders must be comfortable with estimates on progress and delivery

Note : Critical Chain Project Management, a related project management methodology, focuses on managing resources and buffer duration between task chains and improving upon the Critical Path Method.

Test out these critical path templates !

The eXtreme Programming methodology takes elements of traditional software engineering practices to, well, extreme levels. However, it’s familiar to the agile framework like specific planning approach, on-site customer participation, and continuous testing.

Standard software development practices found in the eXtreme Programming method are:

• Pair Programming : two developers work together simultaneously on code
• Refactoring : implementing a feature without changing the behavior of the system
• Continuous Integration : integrating as soon as you identify issues decreases the number of bugs that could arise in production
• Short Release Cycles: every day is optimized, so by the end of the cycle, tested features are deployed for customer feedback
• The Planning Game : Customer and developers meet to discuss the upcoming release
• 40-Hour Week: developers must work fast and efficiently to maintain product quality, so keeping to a manageable work supports a healthy work-life balance
• Non-Complex Design : when design complications are found, it’s removed so developers can articulate product intention

🟢 eXtreme Programming Pros

• Fixed timeline length, typically 1-2 weeks
• Flexible to changes during the sprint cycle
• Higher customer satisfaction

🟡 eXtreme Programming Cons

• Requires engaged customer(s) to make informed project decisions
• Stressful if teams don’t fully understand the demanding workflow
• Geared towards product delivery businesses

The GTD (Get Things Done) method is a project management methodology less concerned with technical activities such as coding and testing. Instead, it emphasizes personal productivity to create the best systems for approaching life and work.

The five simple steps in the GTD method are:

• Capture : record your notes to make room for more headspace
• Clarify : review your notes and determine whether they should be converted into tasks, filed for referenced, or tossed
• Organize : dedicate a single place for your collection of ideas and tasks
• Reflect : visit your collection frequently to update for relevancy and opportunities
• Engage : use the system you’ve built to take action on your items

If you’re looking for a productivity tool to help gather your thoughts, tasks, schedule, and workflow in one place, learn how to use ClickUp with the GTD project management methodology. ⬇️

🟢 Get Things Done Pros

• Large or intimidating projects are broken down into manageable tasks
• Easily view which tasks take priority over others
• Entirely customizable for whatever season of life and work you’re in

🟡 Get Things Done Cons

• Requires time to set up a system for long term success
• Recording changes with the most up to date information are necessary to prevent backtracking

Check out these GTD apps !

The Integrated Project Management (IPM) project management methodology oversees the cross-functional communication and hand-off during all project phases . Since cross-functional teams have different processes and workflows, IPM helps resolve schedule conflicts, bottlenecks, and team bandwidths.

👉 Check out these project management communication resources to assist with Integrated Project Management planning:

• 7 Project Management Challenges And How To Solve Them
• How Toyin Olasehinde Uses ClickUp Comments to Streamline Communication
• 20+ Project Management Tips for Marketers
• Here’s How To Improve Your Team Communication
• 16 Unmissable Benefits of Project Management Software

🟢 Integrated Project Management Pros

• Projects are appropriately monitored and controlled
• Productivity accelerates to complete projects on time
• Complex resource planning becomes simple

🟡 Integrated Project Management Cons

• No cons to cohesive team communication and collaboration! 🤝

The Lean project management methodology focuses on tools and practices heavily centered on product value for customers . The commitment to constantly improve the reliability and quality of products helps businesses deliver faster . In addition, understanding the specific tasks and activities that need to be completed at a given time minimizes the chances of wasting time and resources.

The five principles of lean methodology are:

• Define Value : align processes to deliver on customer needs
• Map the Value Stream : remove barriers that disrupt the flow
• Create Flow : manage team member workloads and production steps to maintain a smooth process
• Establish Pull: remove overproduction of inventory by implementing a system for on-demand delivery
• Seek Perfection : continuously improve to make steps towards eliminating all mistakes

🟢 Lean Pros

• Understands all aspects of customer demands
• Promotes involving team members closest to the work
• Removes inventory waste, process barriers, and defective products

🟡 Lean Cons

• Not suitable for teams that don’t use a dashboard tool
• Not a culture fit for organizations resistant towards full transparency
• Experienced resource management professionals might be necessary for some teams

Bonus: Lean vs. Agile Project Management 💜

The New Product Introduction methodology is used by companies that continuously release new products . NPI streamlines time and efforts to achieve desired results by carefully vetting new ideas and surveying customers .

The six phases of New Product Introduction are:

• Ideation : brainstorming a product concept influenced by business risk and market research
• Product Definition : gathering product requirements
• Prototyping : building a model for the hardware or software product for performance analysis
• Detailed Design : refining the product model and fully designing to its final form
• Pre-Production (Validation/Testing) : validating the product to ensure high-performance results
• Manufacturing : all design, marketing, and sales efforts are carried out to deliver the final product

🟢 New Product Introduction Pros

• Creates a culture of development
• Drives higher value proposition
• Increases opportunities for businesses to innovate and grow within their industry

🟡 New Product Introduction Cons

• Not suitable for projects that are small in scale
• Product ideas can fail unexpectedly

The Outcome Mapping methodology is an approach for planning, monitoring, and evaluation developed by the International Development Research Centre (IDRC) , a Canadian grant-making organization. It’s distinct from all other methodologies mentioned in this list because it focuses on behavior changes of people and groups the project or program works with directly . (Organizations within policy development and research communication typically use this method.)

Outcome Mapping blends social learning, self-assessment, and adaptive management within an organization. The process allows organizations to gather data and encourage reflection about development impacts.

The three stages of Outcome Mapping are:

• Intentional Design : determining the vision, partners, tangible changes (outcomes), and contribution efforts
• Outcome and Performance Monitoring : using an Outcome Journal (tracking progress markers), Strategy Journal (testing strategy in wavering circumstances), and Performance Journal (recording practices and opportunities for improvement) to provide data
• Evaluation Planning : a detailed progress review to influence an evaluation plan and bring strategic benefits to the project

🟢 Outcome Mapping Pros

• Successful results contribute to sustainable improvements
• Incorporates being reflective about organizational and social learnings
• Flexible model to tailor to project needs

🟡 Outcome Mapping Cons

• Requires organizations to take a hard look at their views about development
• Regular communication and participation is necessary for success
• Not suitable for short software development lifecycles

The Package Enabled Reengineering methodology focuses on the original functionality of software packages as a framework for rethinking the design. It requires an analysis of challenges within the current process, management, people, and design to shape new systems.

Check out how to jumpstart your management and design workflows in ClickUp so you can organize your planning with the PER project management methodology. ⬇️

🟢 Package Enabled Reengineering Pros

• Optimizes productivity, resources, and communication strategically

🟡 Package Enabled Reengineering Cons

• Not suitable for organizations with already successful systems

Written by the Project Management Institute, a global “for-purpose” organization , the Project Management Body of Knowledge is a collection of tools, techniques , and best practices for a project manager to align with the evolving changes of project management.

🟢 PMI’s PMBOK Pros

• Resource for project managers studying for project management certification : CAPM (Certified Associate in Project Management) or PMP (Project Management Professional)
• Includes practices guides and comprehensive project management terms glossary

🟡 PMI’s PMBOK Cons

• Extensive 700+ page book not meant for reading cover to cover

The PRINCE2 project management methodology is globally adopted because of its practical and adaptive framework to divide projects into controllable stages . It focuses on an orderly approach in a project’s lifespan from beginning to end. The PRINCE2 methodology directly impacts day-to-day routines to deliver successful projects, from construction development projects to launching social campaigns.

🟢 PRINCE2 Pros

• PRINCE2 certification is available
• Improves project management skills with proven best practices
• Adapts to any project type and scale

🟡 PRINCE2 Cons

• Documentation heavy
• Without certification or experience, it might take longer to see results

The Rational Unified Process methodology is built on well-documented software processes focusing on an iterative approach throughout development. This allows for quick changes on high-risks throughout every stage . As a result, RUP’s structure lends itself to assembling high-quality software production .

The four project phases are:

• Inception : outlining the scope of work or statement of work , impact analysis, identify key use cases, and cost estimates
• Elaboration : designing an architected foundation for the product
• Construction : completing the bulk of the work to develop all software components
• Transition : introducing the product to the end-users, handling bug issues, and reviewing outcome goals

🟢 Rational Unified Process Pros

• Reduces time for initial integration as it’s built in the project stages
• Repeatable steps to apply to future projects
• Emphasizes documentation

🟡 Rational Unified Process Cons

• Not suitable for teams that are unable to keep up with documentation
• The project’s success rate is higher with experienced team members

Scrum project management adds to the agile approach by including a prominent role called the Scrum Master. The Scrum Master conducts a sprint planning meeting with the Product Owner and Development team. Then, they select the high-priority items from the Product Backlog —a list of collected feedback from customers and stakeholders—to release in one sprint. These high-priority items become a Sprint Backlog for the development team to build, test, and release.

Throughout the sprint cycle, a daily scrum meeting is held (typically at the start of the workday) for each project contributor to share: what they did yesterday, what they will do today, and any blockers in the way.

At the end of the sprint, a Sprint Review meeting is held with the Scrum Master, Product Owner, stakeholders, and development team to walk through accomplishments and changes. This review helps improve the performance of future sprints .

🟢 Scrum Pros

• Flexible timeline length, typically 2-4 weeks
• Teams are aligned around tasks and progress through daily scrum meetings
• Short sprints support faster changes from customer and stakeholder feedback

🟡 Scrum Cons

• Daily meetings might not be a culture fit for some teams
• The success rate is higher with experienced agile team members
• Adopting the Scrum framework in larger teams is difficult

Scrumban is the combination of Scrum and Kanban. Kanban adds metric visuals and process improvements to the Scrum methodology. For example, a distinct feature of the Scrumban method is the WIP (work in progress) board to help visualize all tasks from start to finish .

This board, divided into three sections—product backlog, work in progress, and completed—shows the collective work in a given section . With this data, the Scrum team can make adjustments to monitor workloads.

🟢 Scrumban Pros

• Adds a process improvement attribute to the Scrum methodology
• Issues can be pinpointed and resolved quickly on a progress board
• Promotes full transparency for all project team members

🟡 Scrumban Cons

• Boards that are not updated in real-time cause delay and confusion
• A fairly new methodology
• Daily standups are optional, which can be an advantage or disadvantage to a preferred workflow

Motorola introduced the Six Sigma methodology in the 1980s to bring down the defects in its manufacturing process. However, it’s suitable for all industries . It emphasizes a data-driven approach for continuous business transformation . Six means six standard deviations (a statistical benchmark), and the sigma symbol represents a standard deviation.

There are two models of the six sigma methodology:

Six Sigma DMAIC

• D efine the current problem, goals, and deliverables
• M easure the current process and performance
• A nalyze the causes of the problem
• Improve the process by proposing and testing solutions
• C ontrol the outcome by implementing changes in place if problems arise

Six Sigma DMADV

• D esign a process that meets customer expectations and needs
• V erify the design meets customer needs and it’s appropriately

The DMAIC and DMADV models in the six sigma methodology ensure each step is followed to achieve the best results.

🟢 Six Sigma Pros

• Reduces wastes and costs
• Enhances value and improves the quality of a company’s output
• Six Sigma certification is available

🟡 Six Sigma Cons

• An implementation period is necessary for success
• Complicated and requires statistical analysis
• It can get costly in the long run

Bonus: Check out the Top 10 Six Sigma Templates

The Waterfall methodology is one of the traditional project management methods. It has two main attributes: thorough initial planning and fixed-end requirements . Waterfall project management is predictive , meaning each stage starts when its predecessor ends. After a project has begun, it’s nearly impossible to make changes. (This characteristic of Waterfall is off-putting for organizations that experience altering project requirements while in progress.)

On the flip side, for businesses that need predicted outcomes , such as construction and manufacturing, this rigid framework is the best approach for their needs.

The stages of the Waterfall methodology are:

• Requirements Gathering
• Development

🟢 Waterfall Pros

• Easy and familiar to understand for new and seasoned teams
• No overlap between project phases
• Clear deadlines are determined and adhered to at the start of the project

Check out our Waterfall Management Template !

🟡 Waterfall Cons

• Top-down communication model
• Not suitable for software development or complex projects
• Not best for ongoing projects

Now that you know your best project methodologies options, where can you keep your people, processes, and projects organized? 🤔

One of the best ways to add value to your work and optimize your time is to use a software tool. Our recommendation? ClickUp! ✨

ClickUp is the ultimate productivity platform allowing teams to manage projects, collaborate smarter, and bring all work under one tool. Here are a few ClickUp features among the hundreds available that can be customized to any team size for consistent collaboration:

📊 Dashboards

ClickUp Dashboards are a time-saving resource to share high-level views with project stakeholders or project progress with anyone in their Workspace! Track sprints, task progress, portfolio management, and more with customizable widgets. 

A must-have tool for these project management methodologies:

• Rational Unified Process
• Adaptive project framework (APF)

🤖 Automations

With ClickUp Automations , you’re able to set up combinations of Triggers and Actions to help automate repetitive actions—saving time and allowing you to focus on things that matter. Does your team use workflow software with external applications like GitHub? Automate your workflow within ClickUp using the GitHub integration ! 

🗒 List view

ClickUp’s powerful and flexible List view can sort, filter, or group columns in any way. Columns can be customized to show important information—task assignees, start and due dates, project briefs , website links, task comments—it’s up to you!

Subtasks in ClickUp add a layer to your work structure, allowing you to define more detailed goals inside of your tasks. This is a perfect solution for: action items that don’t warrant a new task, objectives that need to be completed to finish an overall task, and task dependencies. 

🏃‍♀️ Sprint

Sprints in ClickUp are packed with additional ClickUp features to help teams better understand and manage their product roadmaps. Available on every ClickUp plan, Sprints use tasks as items of work so teams don’t have to rely on other software to get their work done. 

🟫 Board view

Choose whether you want to zoom in on a single List, an entire Folder, or even all Spaces across your Workspace in Board view . For teams that prefer Kanban project management, Board’s view powerful drag-and-drop interface is perfect for visualizing tasks in progress. 

ClickUp: A Powerful and Friendly Tool 

Your ClickUp Workspace can be fully customized to optimize any project management methodology so you can do your best work and take it anywhere you go . Change the way you build and manage projects with ClickUp today!

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What Are the Best Project Management Tools?

• 1.  Project Management Basics
• 2.  Project Management Methodologies
• 3.  Project Management Life Cycle
• 4.  Best Project Management Software
• 5.  Team Collaboration Tips
• 6.  Agile Methodology Basics
• 7.  Agile Project Management Tools & Techniques
• 8.  Project Management Frameworks
• 9.  Resources
• 10.  Glossary
• Advanced Terminology
• Methodologies
• PM Software Features
• Basic Terminology
• Professional Development
• Agile Project Management

What are project management tools?

Project management tools are specially designed to assist an individual or team in managing their projects and tasks effectively. The term “PM tools”’ usually refers to project management software you can either purchase or use for free online.

In today’s fast-paced business environment, project management has become a critical component for organizations to ensure success. Effective project management involves planning, organizing, and managing resources to achieve specific goals within a defined timeline. However, managing projects manually can be challenging, time-consuming, and lead to errors. Project management software has emerged as a solution to these challenges, providing a wide range of features and functionalities.

In this article, we’ll take an in-depth look at project management tools, exploring what they are, the different types available, and their benefits. Additionally, we will offer insights into how to choose the right tool for your business and tips for making the most out of your projects.

Table of contents : 

• What are the 11 best project management tools?
• 10 additional PM tools

Introducing project management tools (video)

• How to choose a PM tool — a step-by-step guide 

What to look for when choosing a project management tool

Top features of a great project management tool.

• Why do companies need project management software?

What are the 11 best project management tools? 

1. wrike .

Wrike is an award-winning work management platform , used by more than 20,000 companies and 2.4m people in over 140 countries. With a suite of tools for everyone from project managers to marketing heads, Wrike is the first choice for teams, departments, and organizations in every industry and field.

Pros and cons

Wrike is packed with an unrivaled range of features, including built-in resource planning, time-tracking, and budgeting features that help modern teams do more with less. It has long pioneered the benefits of automation and AI , helping customers save time and resources as well as predict project risks, generate expansive reports, and prioritize automatically.  

There can be a learning curve to get the most out of the platform’s higher layers of features and capabilities. However, most customers feel that it’s worth the investment in terms of time, as these more nuanced and complex features allow companies to scale and grow exponentially, from within the same platform.

Key features

Kanban board task management: Access a real-time task management dashboard for quick and easy collaboration. The Kanban board will illuminate your pipeline and make all progress transparent. You can also plug in real-time updates for each individual card.

Customizable Gantt charts : One of Wrike’s most popular features, the Gantt chart helps you  visualize your due dates and monitor project progress in real time. Zoom out to get a broad overview of your projects’ progress, or zoom in so you can better manage team workloads. 

Real-time analytics : It’s more important than ever for organizations to analyze their health on an ongoing basis, allowing them to pivot fast when needed. Wrike’s powerful analytics provide valuable insights into company-wide performance. Issue real-time reports in seconds.

Integrations

Wrike has more than 400 app integrations so customers can seamlessly move between the platform and their other favorite apps such as Google Drive, Google Calendar, Slack, and more. It also offers built-in Adobe CC and DAM integrations , so users can create, edit, and publish directly from Wrike.

Pricing plans

• Free - $0 
• Team - $9.80 per user/month (billed annually) 
• Business - $24.80 per user/month (billed annually) 
• Enterprise - Custom pricing for large teams (billed annually) 
• Pinnacle - Custom pricing for teams with complex needs

Customer ratings and reviews

Customers feel that Wrike’s interface is intuitive, with natural workflows that allow them to visualize and manage their projects effectively. One of the biggest mentioned benefits is the ability to update in real time, which allows for easy and enjoyable collaboration between teams. 

It has a Capterra rating of 4.3/5 (2,400+ customers).

Wrike offers an exceptional level of support, with award-winning assistance that scales with your business. Help is available 24/7 with upgradeable support packages to cater for organizations of varied needs. There is also a large library of in-depth guides , articles , and eBooks on how to maximize Wrike’s wide range of features to deliver productivity, efficiency, and increased revenue for all. 

To see the full range of Wrike features available, visit the website here .

Asana is one of the more popular project management software platforms available. Built for businesses of many sizes, this multifaceted tool combines file storage, project roadmaps, dashboards, and more in one attractive interface.

Asana is an all-in-one project management platform that offers various work organization features, resource management tools, and an attractive interface. 

However, it does lack advanced proofing abilities, as well as the ability to easily set up strong governance across the account. Users with complex projects might find that the platform struggles to accommodate their needs.

Key features 

Workflow Builder: Asana’s Workflow Builder feature is a visual tool that allows users to create custom workflows and connect team members. 

Strategic goals: With strategic goals in Asana, project managers can provide direction to teams and set up metrics to track performance along the way.

Gantt charts: These are among the most attractive ways to view resources, deadlines, and overall work progress.

Asana has more than 200 app integrations for customers to continue using favorite apps such as Google Drive, Google Calendar, Slack, and more.

• Premium - $13.49 per user/month (billed monthly)
• Business - $30.49 per user/month (billed monthly)
• Enterprise - Custom

In various reviews, Asana customers are positive about the ease in which they can keep team members informed and up to date with project information. Some customers are unsure about the interface, which can be hard to read and understand at times. 

It has a Capterra rating of 4.5/5 (12,000+ customers).

While Asana does have a variety of support options, there is no phone support or live chat available, which makes it challenging to get fast answers. While training is provided, some users report that it’s not as comprehensive as it could be, with slow responses to ‘how-to’ tickets.

Visit the website here

Monday.com is a popular project management software option that includes various templates and tools to optimize operations and help your teams work toward higher productivity levels. The software displays a lot of information for teams, but key data can get overlooked in long chains of events. 

Monday.com is among the top choices for project managers because it has an easy-to-use UX and a full suite of project management features including automations, customizable dashboards, and a library of templates.

However, the spreadsheet-like display can get quite cluttered, with important information at risk of getting overlooked. It also has no native proofing features, nor analytics advanced enough for many complex organizations.

Custom dashboards: Monday.com allows users to create custom dashboards and view project information from different angles. With these dashboards, project managers and team leaders can assess progress at a glance based on real-time data from timelines and budget information.

Automations: Monday.com offers powerful automation features to streamline work processes. Tasks can be set up with automatic reminders close to due dates, and team leaders can create ‘if this, then that’ scenarios to speed up progress.

Pre-built templates: Users can take advantage of Monday.com’s library of 100 different templates to kick-start projects fast, ensure uniformity and high standards across the organization, and create repeatable processes for common tasks.

While Monday.com has fewer integrations than some other competitors, it still syncs with the most commonly sought-after apps including Google, Slack, Salesforce, and more. 

• Individual - $0
• Basic - $30 per month (billed monthly)
• Standard - $36 per month (billed monthly)
• Pro - $60 per month (billed monthly)

The reviews are largely positive, as customers appreciate how easy it is to navigate in  Monday.com, as well as communicate and collaborate. Some spoke of finding the layouts challenging to follow, as information is difficult to track across multiple projects or tasks.

It has a Capterra rating of 4.6/5 (3,800+ customers).

While Monday does offer support to its users, it’s challenging to find a human to talk to; there is no inbound phone line, and callbacks are only available for billing-related questions or queries.

4. Adobe Workfront

Adobe Workfront is generally favored by marketing teams as a project management solution. It still has a wide variety of features, though, which helps to justify its relatively expensive price tag. This is particularly true of enterprise-sized organizations that need more complex capabilities.

Packed with all the major project management features the average team would need, Adobe Workfront offers Gantt charts, reporting functions, and advanced dashboards as well as the strong proofing and asset management capabilities you’d expect from an Adobe product. 

Some users are reporting, however, that the latest UX isn’t quite delivering on ease of use and enhanced collaboration. This can lead to limited adoption among new users, who might default to existing tools. In addition, their DAM function is buggy, which can cause a delay in publication.

Scenario Planner: Workfront’s Scenario Planner is a good tool to help predict and prepare for various situations. You can create scenarios and run outcomes to evaluate potential responses.

Strategic goal-setting: This feature helps teams set distinct, measurable goals for teams to deliver. This helps to ensure alignment as work progresses. Detailed dashboards: Stay in control with dashboards that allow instant access into the organization or team’s workflow. Track overall goals or individual projects easily.

Adobe Workfront is part of the very well-known and respected Adobe group. This means that it facilitates seamless integration with most of its sister platforms, including Creative Cloud. However, it does offer a very limited amount of other third-party integrations.

• Select - Based on quote
• Prime - Based on quote
• Ultimate - Based on quote

While many customers are fans of Workfront’s powerful analytics and collaboration tools, others feel that it lacks additional tools that can help with advanced project management. 

It has a Capterra rating of 4.4/5 (1,300+ customers)

Adobe Workfront has a standard support package, but it’s only available five days a week, without any help on holidays. In addition, a lack of a free trial means that users can’t experience and test the platform before they sign up.

5. Smartsheet

Based on the traditional spreadsheet model, Smartsheet is one of the more visual project management platforms available. It draws on cloud-based spreadsheets and automated workflows to offer project and task management features and benefits.

Smartsheet is rich in technical functionality, with advanced tools and complex capabilities that will serve larger organizations quite well.

A downside is that there might be a steep learning curve for users who don’t have extensive familiarity or knowledge of spreadsheets. Its add-ons can also become quite expensive.

Automated workflows: With Smartsheet, you automate your workflows with repeatable blueprints to make delivery more streamlined, accurate, and fast.

Content management: Smartsheet offers content management tools such as progress dashboards, automated alerts, and resource management tools.

Detailed dashboards: Visualize all your project information, team workflow, and organizational goals via data-rich dashboards. 

Smartsheet has more than 100 integrations, as well as additional options via Zapier and Automate.io. 

• Pro - $9 per user/month (billed monthly; max 10 users)
• Business - $32 per user/month (billed monthly; minimum 3 users)

For many customers, Smartsheet helps them create forms and apply workflows quickly and efficiently. However, others find that they’re limited in many of the same ways they would be using Excel or Google Sheets — while paying more for the privilege.

It has a Capterra rating of 4.5/5 (2,900+ customers).

Smartsheet does offer extensive training and detailed how-to guides for its more complex capabilities, but there is no phone chat or live chat function available.

Jira is part of the Atlassian Group now, but it originated as a software development solution many years ago. Since then, it has developed into an umbrella platform that includes Jira Software, Jira Core, and Jira Work Management, all of which combine to offer work management assistance for teams of every size.

If you’re familiar with the Jira family, you’ll be comfortable using the interface, as well as importing and exporting data with ease. It’s also customizable, which helps teams to tailor their workspace to suit their business processes. 

However, it can’t support Waterfall methodology, only Agile. It also doesn’t have built-in resource planning, proofing, and project reporting, which might be limiting for some teams. Its pricing also puts it among the more expensive options available.

Dashboard view: Jira’s dashboards help users to plan projects, measure progress, and track due dates at a glance. They’re also shareable, for updating colleagues. 

Unique search functionality: Jira uses its Query Language and specific filters to make it easier and more efficient to search for tasks and projects.

Customizable work request forms: By tailoring request forms, teams can adapt their intake to make it more streamlined, with less over-and-back questions and faster delivery.

Because of its multiple sister sites, Jira makes it easy to integrate with other parts of the Atlassian Group. 

• Free - $0 per user/month
• Standard - $7.75 per user/month (billed monthly; on average)
• Premium - $15.25 per user/month (billed monthly; on average)

Jira fans appreciate its wide range of integrations and report that it’s great for issue management. However, these advanced functions can be difficult to learn for some users, particularly if they’re not from IT backgrounds or aren’t experienced with these tools.

It has a Capterra rating of 4.4/5 (13,200+ customers).

Jira is strong on support because of its original ticket-based model. It also offers extensive training and additional resources for users to get to grips with the more complicated aspects of its platform.

ClickUp is a well-known project management software solution that works well for most sized teams, including those operating in remote environments. It has all the standard management features that support the planning, organization, and management of various tasks. 

ClickUp is an all-in-one project management solution with accessible pricing and all the tools most teams need, including workflow automation, Gantt charts, and resource management features. 

However, it’s also quite buggy, with a relatively high level of downtime. This could frustrate teams working on tight deadlines. Its proofing and approval features are also limited when compared to other similar platforms.

Document hub: Centralize all your internal documents, wikis, and FAQs to build a knowledge base that can help to accelerate and smooth the onboarding process. 

Checklists: Break down tasks into bite-size activities in a list to kick projects off faster, identify roadblocks quicker, and monitor progress more effectively.

Mind maps: Plot out projects and tasks visually, so that everyone can see the underlying strategy and understand their role in achieving the goal.

ClickUp is strong on integrations, with connections between all the major third-party apps including Slack, Google Calendar, Outlook, HubSpot, and more.

• Free Forever - $0
• Unlimited - $9 per user/month (billed monthly)
• Business - $19 per user/month (billed monthly)
• Business Plus - $29 per user/month (billed monthly)

Customers appreciate how ClickUp allows them to capture client feedback and track various tasks and projects. However, a common issue raised is how notifications can sometimes flood users’ dashboards and email.

It has a Capterra rating of 4.7/5 (3,600+ customers)

ClickUp doesn’t have any phone support, which might be challenging for some users. While email responses and other resources are available, it doesn’t have a user community, which can be a helpful way for new customers to learn best practices.

8. Microsoft Project

Microsoft Project is part of the ubiquitous Microsoft brand, trusted by millions around the world. It was designed to combine many of the project management functionality of other sister brands in one platform. It’s well recognized as a strong performer for single projects, although not as popular when it comes to multiple ongoing projects.  

Microsoft Project offers a robust set of tools for modern teams, including Gantt charts, grid views, and boards as well as various resource management features that help to manage tasks and teams.

Microsoft Project works best alongside other MS products such as Outlook, Teams, and SharePoint to properly collaborate and work cross-functionally. This can be frustrating for people looking for an all-in-one single platform solution.

Interactive dashboards: It does require an integration with Power BI, but the ability to view overall project and individual progress status fast with interactive dashboards is a bonus. 

Gantt timeline view: Scan for upcoming due dates, roadblocks, or progression with the ever-popular Gantt view. 

Budget tracking: While only optimized for individual projects, this handy feature allows you to keep control of expenditure, staying on budget and on time. 

As you might expect, Microsoft Project is very strong on integrations with other parts of the Microsoft ecosystem, but less so with other third-party apps. It does, however, allow connections to Slack, Google Calendar, Outlook, HubSpot, and more.

• Project Plan 1 - $10 per user/month 
• Project Plan 3 - $30 per user/month 
• Project Plan 5 - $55 per user/month 
• On-premises solutions are priced differently 

Customers are happy with Microsoft Project’s ability to help them manage even the most projects well. Others believe it to be costly, especially as it requires additional licenses to access other key tools, such as the Office suite.

It has a Capterra rating of 4.4/5 (1,700+ customers).

Microsoft Project requires an investment in terms of time when onboarding, but help is at hand with training, FAQs, and a community resource hub. There is also the option to open a ticket with the Microsoft Admin center and larger accounts can upgrade to paid on-premises support.

9. Basecamp

Basecamp is an easy-to-use platform particularly beneficial for small teams seeking project management functionality that includes scheduling, collaborating, and monitoring features. 

Basecamp is a very straightforward option, with pricing that’s based on requirements, not users, which will attract some smaller teams or growing companies. Because of its simplicity, it’s also relatively easy to navigate and learn, so it has a short learning curve.

At scale, Basecamp may lack the more complex features required for cross-functional collaboration between growing teams. While it does have a ‘Line-Up’ feature, there are limited ways to view work, unlike other products with customizable Gantt charts, Kanban boards, table views, and more.

To-do lists: Visualize your workloads quickly and break down complex projects with a to-do list for each project, complete with separate notes and attachments.

Message boards: Stay in constant communication in dedicated boards, helping teams to work together to progress a particular project.

Project scheduling: This function helps users to ensure they don’t miss key deadlines. Create due dates, track progress, spot roadblocks, and integrate with calendars to stay up to date.

While not offering as broad a range as some other software solutions available, Basecamp  does allow for integrations with many third-party apps that have extra software development, project management, and reporting capabilities.

• Basecamp - $15 per user/month
• Basecamp Pro Unlimited - $349 per month (billed monthly; unlimited users) 

Customers enjoy Basecamp as a kind of digital hub for them and their teams to centralize their work and collaborate to complete projects. Some customers do report being confused by the interface though, with a failure to deliver key messages between teams.

It has a Capterra rating of 4.3/5 (14,100+ customers)

While Basecamp has no phone support option, it does state that it will get back to enquiry-form questions within four minutes. It also has extra resources such as tutorials and help guides.

Trello is one of the earliest Kanban-based tools. It still allows for simple project visualization and effective drag-and-drop task management. It’s familiar to many people, allowing for easy sharing and collaboration, even among external users.

Trello makes task management almost fun, with attractive boards and an easy-to-use interface that make it excellent for optimizing team-based productivity.

However, it’s limited in terms of organization-wide project and portfolio management features, so if you need to strategize or plan from a high level, you might be better suited to a more comprehensive project management software option.

Kanban boards: Trello is one of the best-known Kanban board tools, with an attractive interface and easy drag-and-drop functionality. 

Custom cards: Tailor task cards by customizing with due dates, comments, and more to make sure everyone on the team can see what’s needed fast.

Workflow automation: Create automated flows between cards that help to streamline intake and accelerate delivery.

Trello has more than 200 ready-to-go integrations with Google, Slack, and more of the most-mentioned work management tools available.

• Standard - $6 per user/month (billed monthly)
• Premium - $12.50 per user/month (billed monthly)
• Enterprise - $17.50 per user/month (billed annually)

Many customers praise Trello’s straightforward Kanban task management and ease of use. For some customers, Trello can be awkward compared to other project management tools.

It has a Capterra rating of 4.5/5 (22,500+ customers)

Trello does offer support via email, but it’s only available during normal business hours (Monday to Friday). There is also a community forum, though, which may be helpful for new users to find common fixes and best practices.

11. Zoho Projects

Zoho Projects is part of the Zoho suite of tools, which includes a CRM, recruitment system, and sales platform — all mainly targeted at the real estate industry. Ideal for current Zoho users, it provides a project management solution that allows data to be synced easily between the various tools.

The software specializes in task management and automation, allowing project managers to oversee projects and team members to collaborate on individual tasks. 

Adding data to multiple custom fields can prove difficult with the lack of a multi-select option, and code often appears alongside the data.

Blueprint: A popular function, blueprints let you map out complicated tasks and set them up to move along the pipeline, with automatic approval notifications.

Issue management: Easily identify and flag issues in your work with issue management features. Add custom views to highlight the most important or time-sensitive bugs to address.

Gantt charts: Create visual project management charts to identify and assign critical tasks with baselines to ensure consistent progress.

While it doesn’t allow for as many integrations as other options, Zoho does offer access to the most-needed software including Google and Microsoft.

• Free - $0 up to 3 users
• Premium - $5 per user/month (billed monthly)
• Enterprise - $10 per user/month (billed monthly)

Customers praise how the software helps teams break down tasks and its suitability for more technical projects. Some customers noted that adding data could be cumbersome, with no multi-select option and lines of code appearing alongside data.

It has a Capterra rating of 4.3/5 (320+ customers)

While telephone support is not available for Zoho Projects, users can access help via an email-only function. There is also a wide range of resources including a knowledge base, FAQs, and tutorials.

10 additional PM tools 

• Airtable : One of the spreadsheet-based options, Airtable features a number of technical features and visualization tools, although the UI can be a little complex to navigate.
• GanttPro : As the name indicates, this project management software is focused on Gantt charts. It’s browser-based, which can lead to some refresh rate challenges.
• ProjectManager : Catering to lots of different use cases, ProjectManager offers a wide range of features that can help teams to plan and track projects. 
• TeamGannt : Another Gantt chart-based provider, TeamGantt is a popular way for teams to visualize and track their work, although it’s not the easiest UX to navigate.
• Todoist : One of the more established of its kind, Todoist is an app that helps users organize their tasks with labels, categories, integrations with Google Calendar, and more.
• Nifty : Although its pricing might be a little high for small businesses, Nifty does offer a strong range of project management features, including chat, calendar, and Gantt charts.
• Forecast : A favorite among resource managers, Forecast includes sophisticated resource planning tools as well as helpful project management features. 
• Teamwork.com : Designed to aid client services, Teamwork.com is a popular choice for marketers and professional service teams, who use it to manage projects, deliverables, and billing.
• Zenhub : Built for software developers, Zenhub is closely aligned with GitHub, although it also offers project management features to help plan, track, and measure work.
• ProWorkflow : Useful for teams who need internal and external collaboration, ProWorkflow also offers custom workflows, performance tracking features, and a detailed reporting function.

We’ve put together a great video that’ll help you learn everything you need to know about PM tools, including their key features, benefits, and top tips on how to use them well.

How to choose a PM tool: A step-by-step guide

We know it’s not easy to select the right project management software among dozens of choices. If you’re the person tasked with this role, you’ll be facing the dual challenge of finding the perfect option and persuading the relevant stakeholders to proceed to purchase. 

It helps if you break down the process into manageable steps like this:

• Get a clear understanding of your company’s needs and processes
• Define the features and functionalities required by your teams
• Appoint a buying committee
• Research the various tools and platforms available, while paying close attention to customer success stories , available support , and security features.
• Take advantage of free trials to test these tools and gather feedback on the experience
• Share your findings with leadership teams to get executive buy-in
• Purchase and implement the chosen platform and package
• Set up a scheduled review in which you identify any challenges or opportunities

It’s important not to rush these steps, as buying project management software involves much more than a financial investment. 

There is a time cost in terms of training, onboarding, and achieving organizational buy-in. While a solution such as Wrike is easy to get started within minutes, it also contains layers of additional features and capabilities that can be accessed as a company grows and its needs become more complex. 

Another key factor to consider is security. A major attraction to good project management software is the ability to centralize all your data in one place, offering a single source of truth that is immensely valuable. However, every organization has a responsibility to safeguard colleague, client, and customer data against ongoing threats. This means you will need to trust your chosen platform’s security functions — make sure you choose one with the highest levels of protection available .

Bear in mind, too, that the platform you choose will need to fit cleanly into your existing ecosystem, or else teams will end up wasting valuable time jumping from one platform to another, with all the challenges this can involve. Wrike offers more than 400 integrations , which means it can co-exist with all your favorite tools, offering seamless transition between the platform and various supporting apps such as Google Calendar, Slack, or the Microsoft Office suite. 

While there are many solutions on the market, the best web-based project management tool for your organization will depend on a few factors:

1. Number of users 

How many people will be using the project management platform? The ideal platform will offer suitable options for both budding startups and scaling enterprises. For example, Wrike offers four different pricing plans as well as a free option, making it the perfect choice for every type of team.

2. Pricing structure 

Can you try the tool first? Is there a free option for smaller teams? With Wrike, the answer to both is yes. You can try our software free for two weeks and smaller teams can avail of our tailored Team plan.

3. Key features required

Project management platforms offer a variety of features but you need to ensure your chosen one provides solutions to your specific pain points. We will cover the top features that a platform should have in the section below. 

4. Scalability

Maybe your team is small now but what if you experience exponential growth? Can your project management platform evolve alongside your needs? With Wrike, you have the flexibility to grow your teams and expand your feature set without changing solutions.

5. Ease of use 

Is your chosen project management app easy to implement? Will your team be able to use it right away? Additionally, more complex needs require more learning. If you decide to expand, will your team be able to adapt to new features easily? Wrike is both suitable for beginners as well as users who require more complex functionality. 

Answering these questions will help you narrow down your options to find the best project management software for your business.

Teams that manage large company projects juggle lots of different tasks, from approving content to compiling reports on project performance. Implementing project management software that can keep up with their unique needs will help make their jobs much easier.

The best project management tools offer the following features: 

Task management

Task management give you the ability to create and assign task lists, add due dates, and monitor progress. This functionality is often displayed on a Kanban board.

Resource allocation

Resource allocation helps you to oversee team member availability to assess who has the capacity to take on new tasks.

Collaboration

Collaboration incorporates features such as real-time communication, live editing, and @mentions to ensure team members can collaborate effectively.

Project planning

Project planning give you the ability to build and customize your project plan with key milestones and task dependencies, usually highlighted on a Gantt chart .

Budgeting will enable you to estimate project costs and monitor expenses to ensure you don’t overspend. 

Reporting and analytics

Some project management platforms enable users to generate reports automatically so you can easily visualize project performance .

Customization

Customization offers the ability to tailor your project management software to your unique needs. This can incorporate your interface, team workflows, and request forms.

Multiple app integrations mean you can streamline your tasks and work from one single platform.

Mobile access

Mobile apps enable remote, hybrid, or on-site employees to work on the go, ensuring you never miss important updates.

Time tracking

A key element of modern resource management, built-in time tracking tools help to ensure accurate planning and trusted billing.

Customizable request forms

Make sure you get all the information you need from the get-go by customizing request forms to suit your work intake.

Automations

Automate workflows and task assignments to make your processes smoother and more efficient, helping to accelerate delivery.

Proofing and approvals

Built-in proofing and approval tools help to accelerate delivery, making sure no time is lost awaiting feedback or edits. The ideal platform allows teams to collaborate in real time.

The right project management platform will clear the way for your team, allowing you to focus on strategic planning and company goals.

Wrike offers all these features and more. Whether you’re an agency or an in-house team, a startup or a large corporate enterprise, you can consolidate your processes in a central digital hub where you can streamline communication, share information, and get performance insights at a glance. See for yourself with a two-week free trial .

Why do companies need project management software? 

The events of the last couple of years — the COVID-19 pandemic , the Great Resignation , and the “ Year of Efficiency ” — have proven beyond doubt that companies need powerful tools to survive these tumultuous times. 

Without a robust software solution that unites teams, streamlines processes, and centralizes work, companies are losing valuable time every day. We call this the Dark Matter of Work and the cost is devastatingly high:

• 13.7 Hours per week wasted by knowledge workers due to unstructured work, lack of visibility into project progress and lack of tracking
• $16.5k Average annual cost of wasted time for a single knowledge worker
• 89 Working days per year wasted by knowledge workers 
• $52m Annual cost of wasted time  

If companies are to reclaim this time and these resources, they will need project management software that delivers: 

• Enhanced efficiency : The best project management platform will help your teams avoid roadblocks, automate tedious tasks, and deliver their work faster than ever.
• True versatility : Every organization is different, so your software should be, too. Make sure you can tailor your workspaces and adapt your processes with a bespoke solution.
• Lightning-fast speed : Who has time for lags? Modern solutions should load fast, update changes as they happen, and ensure the highest levels of uptime on the market.
• 360° visibility : You can’t afford to be left out of the loop. Any good work management platform will allow you to view all your work in macro and micro format as needed.
• Advanced technology : The age of AI is upon us, and companies hoping to thrive in this environment will need a future-proofed solution with cutting-edge AI features .

Wrike offers all of this and more in one powerful platform. That means one straightforward cost, one method of communication, and one location for all your data. It can help to boost visibility, align teams, eliminate wasted efforts, and deliver results faster than ever before. It’s the key to unlocking future success, even in the most challenging of times.

Additional reading

To learn more about how project management software works and how it can save your organization time and effort, check out our expert posts:

• Different Types of Project Management Software
• Dark Matter of Work: The Hidden Cost of Work Complexities [Report]
• What Are Project Management Skills ?
• Project Management Methodologies

What is a project management tool? 

A project management tool is a type of software that’s designed to assist an individual or team in managing and organizing their projects and tasks. You can usually use this software for free or for a fee, and it’s often available as a platform or in-browser application.

What are some project planning tool features?

Project management tools can include the following features:

• Planning/scheduling : PM tools allow you to plan and delegate work in one place with tasks, subtasks, folders, templates, workflows, and calendars.
• Collaboration: Email should not be your only form of communication. With project or work management tools, you can build a better way of working with your team — assign tasks, add comments, organize dashboards, and proof or approve changes.
• Documentation: Avoid missing or outdated files with file management features that allow for editing, versioning, and storing files.
• Evaluation: Track and assess productivity and growth through resource management and reporting.

What are program management tools?

A program management tool is similar to a project management tool, save for a few key differences. Before we consider the comparisons of project management software and tools, let’s first compare programs and projects .

Projects typically have clear start and end dates, with short-term goals that lead to tangible outcomes or deliverables. Constraints such as cost, resources, budget, and time all factor into a project’s feasibility. Meanwhile, programs are composed of several interconnected projects that, when combined, achieve a long-term business objective. Project managers oversee individual projects, and program managers supervise groups of projects, focusing on a larger goal.

Program management tools need advanced features to track projects at a higher level and see how each project interacts with the others. These tools can include:  

• Flexible work views
• Cross-functional resource management
• Gantt charts

So, to recap our project management software comparison: project planning tools help you organize individual projects, while program management tools track several interacting projects that work toward a larger, long-term business goal.

How can a project management tool help your company?

The right project management tool has the power to transform the way you work. They can benefit your productivity, your profit margin, and your teams’ overall efficiency.

They can usually be divided into these categories:

• Real-time instant messaging tools
• Knowledge-based tools
• File-saving tools

Traditionally, organizations used older tools such as spreadsheets, whiteboards, or emails to track projects, but the remote era has demonstrated that these are out of date. Modern teams need solutions that can update automatically and in real time, across multiple departments and locations.

Project management tools can help projects with powerful features like:

• Custom request forms
• Gantt charts and Kanban boards
• Live editing, proofing tools , and automated approvals
• Shared dashboards and automated progress reporting

The right project management tool can drastically improve centralization, coordination, and communication. It can also deliver real, tangible savings to organizations at a time when they need to cut costs and boost productivity. In fact, the Project Management Institute has found that organizations that invest in proven project management practices waste 28 times less money. 

Imagine a world where you can deliver these types of savings, improvements, and revenue drivers. That world is possible with Wrike. 

Sign up for a free two-week trial today to see for yourself why Wrike is the only project management solution you need.

Basic Project Management

• Project Charter
• Project Management Stakeholders
• What is a Project?
• Work Breakdown Structure
• Project Objectives
• Project Baseline
• Project Management Scheduling
• Project Management Work Packages
• Project Management Scope
• Scope Creep

Advanced Project Management

• What is PERT?
• Network Diagram
• Risk Management
• Cost Estimation
• Feasibility Study
• Monte Carlo Analysis
• Project Integration
• Cost Management
• PMI Project Management
• What To Do With Certification
• Certification
• Become Certified
• PMP Certification
• Best Certification

Software Features

• Critical Success Factors
• Capacity Planning
• User Role Access Permissions
• Time Tracking
• Budget Tracking
• Request Forms
• Work Assignments
• Version Control
• Dependency Managements
• Project management Milestones
• Project Management Software
• Project Management Tools
• Project Management System
• Gantt Charts

5 best project management tools for personal use

Manage your personal projects like a pro with these handy productivity tools

Key Takeaways

• Trello offers versatile Kanban boards and seamless integration with third-party apps for efficient task management and project progress tracking.
• Notion serves as an all-in-one solution with project management features, rich templates, real-time collaboration, and a free plan for personal use.
• Todoist may seem like just a task app, but it also provides project management tools like list, calendar, and board views, along with smart tasks and native apps.

Gone are the days of using a pen and paper or basic note-taking apps to manage your projects. Now, we have ample project management tools to create a smooth workflow. Whether you are a professional, small business owner, entrepreneur, freelancer, or product manager, check out the top project management solutions for personal use on your laptop .

We won’t list the full-fledged project management tools like Basecamp, Jira, Asana, Airtable, and others in that category. Those are mainly aimed at large workplaces and businesses with multiple teams. Instead, we will focus on tools that are ideal for personal use and small teams. Without further ado, let’s get started.

10 essential apps you should install on your new PC

Trello shouldn’t come as a surprise at all. It’s one of the oldest project management tools out there. Trello uses a familiar Kanban board setup, where you can create boards with columns and cards to manage your tasks and project progress efficiently.

Apart from the default Board view, Trello also supports Table, Calendar, Timeline, Dashboard, and Map view. Whether you work in HR, sales, marketing, design, or the education sector, you won’t have a hard time finding a relevant template to help you get started.

Trello's third-party app and service integration options are where it truly shines and separates itself from other tools. You can connect popular tools like Google Drive, Slack, Salesforce, Teams, and more to automate your workflow. The company offers a feature called Power-ups, which is well named; you can move a card to the Completed column and trigger an automated-message in a Slack channel. The possibilities are endless here.

Trello offers a generous free plan with unlimited cards, up to 10 boards, Power-ups, and more. The Standard plan starts at $5 per month. Head to Trello’s official page to learn more.

With its innovative block-based editor, Notion has completely shaken up the productivity market. Apart from managing projects, Notion can be your all-in-one solution to track habits, write notes, manage tasks, create a social media calendar, and more.

As for managing projects, you can simply type /board to insert a standard board view. You can open any card to enter details like date, files, checkbox, URL, description, and more. Apart from the board view, Notion also supports a table, timeline, calendar, list, and gallery view to glance over your project progress.

Notion has a rich templates gallery to kick off your project in no time. You won’t have a hard time finding a relevant project management template. Other features include support for third-party apps, real-time collaboration, the ability to publish your Notion pages, synced blocks, and more. Check our separate post to learn about the top Notion features .

Notion’s free plan should be good enough for personal use. You can upgrade to Notion Plus plan to unlock unlimited blocks, file uploads, and more.

Before you dismiss Todoist as a task management app, hear us out. While it shines at managing your tasks, Todoist offers handy project management tools, too.

Todoist supports list, calendar, and board view to help you easily plan and track your projects. You can open every card to add more details like descriptions, sub-tasks, and more. You can also explore the default templates library to start with a ready-to-use setup.

Other Todoist features remain rock solid. It offers smart tasks, live stats, labels, priorities, and native apps and add-ons on all the major platforms and email providers. The free plan is limited to five personal projects only. To unlock more projects and other features, upgrade to Todoist Pro for $5 per month.

Like Notion, Coda can replace several apps in your workflow. You can create different workspaces for specific purposes and create docs to get started. There are several project management tools that can help you draft a document in no time.

Coda shows neat live project stats at the top. You can also track project timeline, tasks status, and more on a single page. It’s a much better approach than other tools where you can see only a single project view at a time.

Like Trello’s Power-ups, Coda also offers Packs to connect it with other productivity tools like Gmail, Slack, Google Calendar, and more. The free plan lets you create unlimited docs, Kanban boards, and access to other features. The subscription starts at $12 per month to unlock AI features, Pro packs, 30-day version history, and more.

1 Microsoft Loop

Microsoft Loop is the newest entrant in the productivity space. While it was basic at launch, Microsoft has been surprisingly quick at adding new features to Loop. It uses a block-based editor with slash (/) commands to edit your text, insert templates, and explore other features.

Loop is quite different from other Microsoft 365 apps. It may take some time to get used to. You can simply type /board and insert a Kanban board to your Loop page. It also supports a table view. You can enter column properties like text, number, date, person, vote, label, and more to create the perfect project board to get started.

Loop has a healthy number of templates for you to use as a base. It also has tight integration with other Microsoft 365 apps. Check our separate guide to learn the top tricks for Microsoft Loop .

Microsoft Loop

Boost your productivity.

Let’s sum up the list quickly. Trello is purely project management software with tried-and-tested Kanban boards. Notion, Coda, and Loop are all-in-one solutions that go way beyond project management. Todoist is primarily a to-do app with Kanban boards to track your projects in real-time. Pick any tool for your upcoming project, and you won’t be disappointed.

If you want to explore more tools to elevate your productivity , read our dedicated guide to learn more.

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12 Project Management Methodologies: Your Guide

Set your project up for success by choosing the right project management methodology. Your choice of project management methodology defines how you manage a project. Learn about some common options (and how to choose the right one for your project).

What is a project management methodology?

The Merriam-Webster Dictionary defines methodology as “a body of methods, rules, and postulates employed by a discipline” or “a particular procedure or set of procedures” [ 1 ]. In the field of project management, this would be a set of rules and processes that define how you manage a project.

When discussing project management methodologies (PMMs), you will most likely encounter a variety of terms—some of them are true methodologies, and others would be more accurately described as principles or philosophies. For the purposes of this discussion, we will consider a variety of terms often referred to as PMMs, even if they do not technically satisfy the definition.

12 popular project management methodologies

Often one of the first decisions you will make as a project manager involves which methodology to follow. As the industry has evolved over the years, so have the PM methodology options. Keep in mind that there is no single option that works best—the best methodology is the one (or combination) that fits your project team and company. 

Before we discuss how to choose a methodology, let's take a look at some common options in project management.

1. Waterfall

The waterfall method, first designed by Winston W. Royce in 1970 for software development, is considered a more traditional, linear approach to managing a project. With the waterfall methodology, a project flows through a series of steps or phases. Generally, each must be completed before the next can begin. 

Stages of the waterfall model

1. Requirements: In this first phase, you will work with stakeholders in order to clearly define the project's requirements.

2. Design: The critical design phase is when you will plan what the final product will look like and what steps your team needs to take to get there. 

3. Implementation: This is where you can picture all your planning into action. For software projects, this is when programmers will write the actual code. 

4. Verification: During verification, your team tests the product to ensure it meets the requirements laid out in the first phase.

5. Maintenance: After the project is complete, the development team responds to feedback and makes any necessary modifications. 

When to use waterfall

The logical flow of waterfall makes it an excellent option for short, predictable projects where you have a clear vision of the finished product and fixed requirements that are not likely to change. It is best suited for teams and PMs that excel at planning and documentation. 

Agile takes an iterative approach to project management. The Agile Manifesto was created by several software development industry leaders as a way to adapt to quickly changing technology at the time. 

Although it is technically not a complete methodology — adopting Agile will not give you a comprehensive plan for how to manage your projects — Agile does offer a series of values and principles to promote agility and efficiency in the development process. 

Four foundational values of Agile

1. Individuals and interactions over processes and tools: Managing a project around your Agile team rather than your tools can help make your team more responsive and adaptable.

2. Working software over comprehensive documentation: Robust documentation involved in older software development techniques often led to long delays. You will still produce documentation in Agile, but the focus shifts to functionality.

3. Customer collaboration over contract negotiation: Instead of working out every detail of a project at the beginning, this method keeps clients and customers engaged in every stage of the collaborative development process. This is particularly helpful when a customer has unclear or changing requirements.

4. Responding to change over following a plan: Instead of front-loading all the planning of a project, Agile encourages short iterations that help make changes an improvement rather than an expense.

When to use Agile

An Agile approach works well on creative projects where requirements might change along the way and the final details of the product are not yet established. It is also a good option for projects where clients or stakeholders prefer to offer feedback regularly, rather than only when the final product is delivered.

Scrum is a lightweight Agile framework designed to help self-organising teams develop more complex projects. The framework includes a set of roles and meetings centered on the values of commitment, courage, focus, openness, and respect.

To better understand Scrum, let us take a look at some of its roles and practices.

Sprint: Short (usually one month or less) development cycle where a team creates a useable and (hopefully) releasable product increment

Scrum Master: Team leader responsible for coaching the team in the Scrum method, organising Scrum meetings and events, and ensuring team members have the support they need to succeed

Daily Scrum: 15-minute stand-up meeting held each day of a sprint where the team plans work for the next 24 hours

Product backlog: Prioritised list of work still to be done on a product

Product owner: Person responsible for maximising the value of the product by managing the product backlog

Development team: Roles responsible for the actual development work of a project

Sprint review: Informal session where the development team presents their finished iterations to stakeholders for feedback

When to use Scrum

The Scrum method, best for self-managing teams and a culture open to innovation, can help bring products to market more quickly. The short development cycles and frequent stakeholder involvement can often lead to a better-quality product.

Kanban is an Agile method of project management that helps visualise workflow to improve efficiency. The method got its start in the Japanese manufacturing industry before gaining popularity across many fields. 

At the center of the Kanban method is a Kanban board—a physical or digital tool that divides workflow into columns organised by development stage, such as to-do, in-progress, and completed tasks. This helps eliminate multi-tasking by encouraging teams to focus on only a few tasks at a time. It also makes it easy for both the team and stakeholders to quickly see where the team is in the development process.

Did you know? The word Kanban means billboard in Japanese. The method was developed by Toyota in the 1940s. 

Six Kanban practices

1. Visualise the workflow. The Kanban board visualises a team’s workload in a way that is easy to understand and execute.

2. Limit work in progress. Restricting the number of tasks a team is working on at any given time helps maintain focus.

3. Manage flow. This method switches the focus from managing people to managing a smooth flow of work.

4. Make policies explicit. Keep them simple, visible, and easy to understand.

5. Use feedback loops. Revisiting project goals regularly helps the team respond to changes and take advantage of new opportunities.

6. Improve collaboratively. Teams with a shared vision can work together to achieve continuous improvement. These evolutions should be based on metrics and experimentation.

When to use Kanban

If you want to limit planning and meetings and focus on continuous improvement, Kanban could be a good choice. It is particularly effective in helping teams work through big backlogs or deal with frequent requests from stakeholders.

The Lean methodology focuses on maximising value by reducing waste and improving efficiency. It is another method that came from Toyota and has expanded in popularity well beyond manufacturing. 

Five core principles of Lean

The Lean methodology centers on five principles, outlined in the book The Machine that Changed the World and Lean Thinking .

1. Understand value. Think about value from the customer’s perspective. What are they willing to pay?

2. Identify the value stream. Use visual techniques to map out the actions required to develop and launch a product. Use this map to identify areas of waste.

3. Create value flow. You can achieve this by eliminating waste due to things like excess inventory, time spent waiting, or performing more work than is necessary.

4. Use a pull approach. Deliver value as the customer requests it. This keeps the focus on delivering what the customer actually wants while eliminating time spent on features that might not be wanted or needed.

5. Continuously improve. Always seek perfection by assessing the project regularly for ways to reduce waste and enhance value.

When to use Lean

The focus on waste elimination makes Lean a natural fit for more traditional manufacturing projects. But it can also be effective in other industries, particularly when you want to keep the focus of development on the customer first.

6. Critical path method (CPM)

The critical path method defines the longest sequence of tasks that must be completed to successfully complete a project. These are the tasks that, if stalled, could cause delays in the entire project. The method also maps out the dependencies between tasks and an estimate of how long each task will take to complete.

Mapping out these elements can help establish important project deadlines and define a more accurate project schedule.  

When to use CPM

CPM is best for projects with a well-defined series of tasks that need to be performed in a set order (construction projects, for example). It is a good option to keep projects with a fixed deadline on schedule.

7. Critical chain management (CCM)

Where CPM focuses on time, the critical chain method (CCM) shifts the focus to the supply chain. This method is used to map out a critical path based on resource availability. These resources could include people, physical space, equipment, or other physical components. Unlike a CPM map, a CCM map includes scheduled buffers to remind a project team that a certain resource is necessary to finish a critical task. 

When to use CCM

CCM is well-suited for projects that rely on limited or time-sensitive resources to complete. Overestimating task durations by building in buffers helps teams meet deadlines even in the face of unforeseen circumstances.

PRINCE2 stands for Projects in Controlled Environments. It is a process-based project management methodology used to answer certain basic questions in product development:

What are you trying to achieve?

When will you start?

What do you need to complete it?

Do you need help?

How long will it take?

How much will it cost?

While used primarily by the British government, the PRINCE2 method has been applied to projects in a variety of industries around the world. The method is designed to be scalable to fit a variety of projects.

When to use PRINCE2

PRINCE2 is particularly popular outside the US — it is used in more than 150 different countries. If your project involves multinational stakeholders, it might be worth considering this method. The focus on robust organisation makes it more appropriate for complex yet predictable projects.

The Project Management Body of Knowledge, or PMBOK for short, is not so much a methodology as a collection of best practices and guidelines outlined by the Project Management Institute (PMI). 

Did you know? The PMBOK Guide is currently in its seventh edition, published in 2021. The reference was designed to be used alongside the Agile Practice Guide .

The book, regularly updated by PMI, breaks down projects into five stages, often referred to as the lifecycle of a project:

Controlling

While PMBOK is often associated with the waterfall method, its practices can also fit into an Agile framework. For large companies managing multiple projects, PMBOK can help standardise terminology and practices across different departments.

When to use PMBOK

Just about every company and project can benefit from the standardised practices outlined in PMBOK. Project managers who pursue the Project Management Professional (PMP) certification will want to be familiar with the material.

The Projects Integrating Sustainable Methods (PRiSM) model of project management places an emphasis on environmental sustainability. Specifically, the method focuses on minimising the ecological risks and increasing benefits that may impact the five Ps: people, planet, prosperity, process, and products.

Unlike other methodologies, PRiSM looks at projects beyond the scope of development to consider their impact beyond delivery.

Six principles of PRiSM

1. Commitment and accountability: Organisations should take responsibility for a clean environment, employee well-being, and equal opportunities. 

2. Ethics and decision making: All decisions should take into account the short and long-term impacts on both society and the environment.

3. Integrated and transparent: Projects should promote financial, environmental, and social benefits at all policy levels.

4. Principal and values-based: Projects should use technology to use resources more efficiently.

5. Social and ecological equity: Project managers should evaluate any impact a project may have on vulnerable populations or environmentally sensitive areas using demographic data.

6. Economic prosperity: Fiscal planning should balance the needs of company stakeholders and future generations.

When to use PRiSM

This approach is best for projects with an established environmental impact, such as real estate and industrial projects. It is not as useful for things like software development, where environmental impact is less of a concern.

11. Six Sigma

Six Sigma, a quality management process developed at Motorola in the 1980s, comprises a set of tools and techniques to eliminate errors in development. This can help reduce costs and customer complaints due to errors.

The method generally takes a five-phase approach to improve existing processes:

Define : Analyse a business problem from a customer perspective.

Measure : Measure the problem in terms of data and define a performance metric.

Analyse : Quantify your goals and determine if your process is efficient and effective.

Improve : Find ways to improve process implementation.

Control : Implement and maintain the solution.

When to use Six Sigma

Six Sigma tends to be most effective in large organisations with several hundred or more employees. 

12. Extreme Project Management (XPM)

Doug DeCarlo, the creator of Extreme Project Management (XPM), defines it as “the art and science of facilitating and managing the flow of thoughts, emotions, and interactions in a way that produces valued outcomes under turbulent and complex conditions” [ 2 ].

This flexible approach helps teams adapt to the unknowns that pop up during a project, including frequent changes to requirements and complex project needs. For software development projects, this is sometimes referred to as extreme programming.

When to use XPM

XPM works best for short development cycles with less-defined product specifications. Teams that like to experiment to see what works could thrive with this method.

Hybrid Methodologies

Just as there is no single best method for managing a project, you also do not have to limit yourself to just one option. Project managers have combined various approaches to come up with new hybrid approaches, such as Lean Six Sigma or Scrumban (Scrum and Kanban).

How to choose a project management methodology

The best project management method for you will depend on your project, team organisation, and tools. Let's take a quick look at some things to consider and questions you should ask yourself when choosing a PM methodology.

1. Evaluate the project. Does your project have fixed or flexible requirements? Is the finished product well-defined or will the team take a creative approach to defining it? How complex is it and how long will it take to complete? What physical resources are involved? Will the stakeholders or clients be readily available and how involved would they like to be?

2. Consider your team. Some methods work well with small, self-managing teams. Others lend structure to larger cross-functional teams. Also, take into account what method your team might already be used to. Would the benefits of implementing a new method outweigh the time cost of teaching it?

3. Look at the organisation. What are your company’s goals and values? You will want to choose a methodology that aligns with these elements. Some companies may prefer and employ a particular approach that you will need to adapt to.

4. Think about your tools. Some project management tools are flexible enough to work with various different methodologies. Others might be more specific to a particular approach. Make sure the tools and software you are proficient in are a good match for whatever methodology you select.

If you're considering a career in project management, be ready to learn job-oriented skills with a Professional Certificate in project management from Google .  Learn about traditional and Agile methods, access career resources to enhance your resume and interview skills, and get connected with top employers through the Google hiring consortium.

Article sources

Merriam-Webster. " Definition of methodology , https://www.merriam-webster.com/dictionary/methodology." Accessed February 24, 2022.

XPM Group. "Process, https://www.xpmgp.com/process ." Accessed February 24, 2022.

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How can businesses successfully deliver strategic projects in today's disruptive business landscape?

• Publication
• May 08, 2024

The need for effective project management along with experienced and skilled project professionals is more prevalent now than ever. Today’s global landscape is characterised by rapid change, innovation and disruptive technology. The world is more globalised and intricately linked than ever, with events occurring around the world having immediate significant impacts on the entire global value chain. As a result, in today’s business landscape, flexibility and resilience are crucial for success, particularly when it comes to key project portfolios that drive strategic development and organisational change.  

Over the last few years, a number of global events highlighted the need for organisations to be agile and resilient in their strategy and operational execution. To maintain a competitive edge, businesses need to deliver large projects and strategic plans with significant speed and finesse. Responsibility for specific strategic projects and organisational change is typically handled by an internal team formed of talented people with other job responsibilities to focus on, or to various outside contractors. Many organisations simply do not have the available in-house resources on the scale required to deal with the pace of change in today’s global business landscape.

So how can organisations maintain a focus on delivering current operational needs whilst driving and executing strategic and organisational development?

This is where Project Management Offices (PMOs) could support businesses in keeping up with the required pace of strategic business development. Using PMO specialists to support critical projects and programmes is a decision to be taken carefully, but there are clear benefits to taking advantage of the breadth and depth of skills and insights of trusted PMOs, experienced in supporting organisations in delivering strategic projects and programme management.

Project Management Offices: The catalyst in successfully delivering strategic projects

The increasing relevance of pmos in the current complex organisational landscape.

A significant number of projects experience failure due to the inability to deliver a project’s scope or to remain within the budget and expected timeframes. When the number and complexity of an organisation’s projects reaches a certain level, it becomes increasingly difficult to prioritise resources, organise procedures and assess risk. Moreover, managing day-to-day operations has also increased significantly due to the current rate of change and increasing disruptions. 

As a result, organisations may find difficulty in remaining connected with the ultimate goals and strategy of a project whilst navigating such a complex and evolving operational landscape. To achieve effective project implementation, executed with speed and finesse, a dedicated and fully focussed PMO can effectively support the delivery of strategic projects. Project Management Offices (PMOs) act as the engine driving the delivery of project undertakings. A good PMO drives communication and discipline, and is driven to align projects to a company’s core strategic objectives. 

PMO adds a level of coordination across an organisation’s portfolio of projects that increase the likelihood of success.

The Essential Ingredients for a Successful PMO

Each project is unique, and professional PMOs will need to develop a tailor-made approach for each project, to ensure the effective management and delivery of the project’s scope. 

An overall effective PMO will implement consistent methodologies, to ensure compliance with an organisation’s strategy and success across various projects. PMOs should aim to deliver visibility and accountability for project execution, by placing the organisation’s KPIs at the forefront of its strategy. PMOs should be involved in the project from the inception phase, allowing it to support the organisation throughout the full project lifecycle up until implementation.

PMOs are responsible for motivating and driving stakeholders and focus their efforts on specific priorities, which elevates the PMO function into a driver of strategic development and change. The implementation of a well-integrated PMO helps to establish cross-boundary relationships which create significant value to the overall success of the strategic project.  

Through the support of experienced Project Managers, businesses can achieve strategic goals by engaging with professionals that have the required experience and expertise to add-value throughout the project lifecycle.

PMOs deploy the right tools, insight and expertise at key stages and work side by side with the organisation to successfully deliver complex strategic projects and programmes. If critical projects are managed well, the organisation will be better equipped with the required agility and speed to manage tomorrow’s disruptions and new challenges.

How can we help?

If you are interested in discussing how to implement effective Project Management Offices, our dedicated team of subject matter experts can help you.

Claudine Attard

Director, Advisory, PwC Malta

Tel: +356 9947 6321

Katya Pirotta

Senior Manager, Advisory, PwC Malta

Tel: +356 7973 6016

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• Agile project management
• Scrum tools

Nine best Scrum tools to master project management

Browse topics.

Scrum is a framework for software development teams to develop, deliver, and sustain complex products. It allows companies to continuously deliver value to their customers. You can think of Scrum as a set of tools to get work done.

Products, particularly software, change constantly—from requirements to goals. Scrum helps teams expect and embrace change by breaking down large projects into smaller features they can complete quickly through frequent iterations.  

Project managers use Scrum tools such as Jira  to strengthen collaboration, increase project transparency, and track progress in real-time. This guide will cover what Scrum tools are, the benefits of using Scrum tools in project management, and more.

What are Scrum tools?

Scrum allows teams to take complex projects and split the work into manageable groups of tasks. Sprints, the smaller and more focused projects, quickly and efficiently address the highest-priority tasks.

Scrum tools support Scrum ceremonies , such as sprint planning , daily progress tracking, refining backlogs , and using retrospective data for continuous improvement. During these collaborative team activities, Scrum tools keep members focused by linking the work to its value. 

There are a number of scrum tools available, ranging from non-traditional and open-source tools, such as Kanbanara and Agilefant, to those that are customized for software development teams. You could even manage Scrum with spreadsheets, but tools designed for Scrum and its methods let development teams focus on the work instead of managing the tool.

Jira includes Scrum templates to help manage tasks by simplifying collaboration and progress tracking.

Benefits of Scrum tools in project management

Scrum is a popular project management framework because it delivers tangible benefits, such as:

• Project managers can split complex projects into smaller features to deliver value to customers faster and more frequently.
• Scrum meetings provide transparency and promote collaboration, allowing teams to adjust to changes and address roadblocks quickly.
• Backlog refinement focuses on customer-centric goals and priorities. These goals align with the product roadmap , which is your long-term product plan that aligns with company goals.  
• Focused sprints make teams more productive, optimizing schedules and resource allocation.
• Feedback from customers, stakeholders, and project retrospectives provide data-driven continuous improvement opportunities.

Key features of effective Scrum tools

When evaluating Scrum tools, consider features such as the ability to manage sprints, track progress, and measure performance. Tools should include:

• The ability to create task boards that provide a visual representation of the progress of ongoing sprints. For example, Jira boards include various visual layouts for tracking tasks by status: to do, in progress, and done.
• The ability to document user stories , which are informal explanations of features from the users’ perspectives, helps teams collectively understand their goal. For example, “I (store owner) must link the product's serial number to the customer who purchased it.”
• The ability to conduct sprint planning, which includes collaboratively defining each sprint based on the goal (what), the work (how), the team (who), the tasks (backlog inputs), and the outcome.
• The ability to see real-time updates, such as percent complete for each status on the task board.

Types of Scrum tools

The size and complexity of your project and team will determine the best Scrum tool. While some tools focus purely on task management, tools designed for Scrum offer robust collaboration and communication platforms.

Look for tools that support advanced backlog refinement, creating user stories, gathering requirements, prioritizing tasks, sprint planning, and aligning the project with the product strategy and roadmap. Additional features that optimize the Scrum approach include knowledge management capabilities, collaborative whiteboards, virtual meetings, and real-time communication. Together, these features lay the foundation for effective sprint planning and execution.  

9 best Scrum tools for project management

Many factors impact which Scrum tool is the best for your project. Some factors to consider include the size and structure of your team, the complexity of your projects, other tools you want to integrate, budget constraints, and training requirements. The following are nine top Scrum tools used by project managers and Scrum masters:

1. Best for backlog management: Jira

Jira  is the #1 choice among Agile software development teams. It includes templates to break down complex projects into manageable tasks for effective backlog refinement and sprint planning. With real-time visual status updates, teams can quickly respond to changes and roadblocks. It also supports remote and geographically dispersed teams seamlessly with always-up-to-date task scheduling and tracking. 

2. Best for documentation and knowledge management: Confluence

With Confluence , you can house all documents and related information in a central repository. Whether it’s customer surveys, requirements documents, product strategy, or other supporting data, you can seamlessly integrate knowledge management into the product development lifecycle and streamline collaboration.

3. Best for sprint planning: Jira

Jira makes sprint planning easier by putting the backlog at the center. It helps the team estimate stories, adjust scope, and prioritize issues in one location. Atlassian’s sprint tutorial can also help teams get up to speed quickly.

4. Best for sprint retrospective: Confluence whiteboards

With Confluence whiteboards , teams can brainstorm, visualize, and turn ideas into action in real time or asynchronously. With features like stamps, votes, and timers, teams can make collaborative decisions and then edit Jira issues and other pages without leaving the whiteboard. This makes Scrum ceremonies like a sprint retrospective easy. 

5. Best for prioritizing ideas and building roadmaps: Jira Product Discovery

Jira Product Discovery offers features for prioritizing ideas and building roadmaps. It allows teams to bring insights and ideas together, collaborate, and create a product roadmap everyone can support. 

6. Best for virtual meetings: Zoom

Zoom virtual meetings erase the distance between geographically dispersed team members. With Zoom’s extensive features, teams can host virtual meetings and collaborate in real-time. They can also record meetings and decisions for those who can't attend.

7. Best for real-time communication: Slack

Slack offers easy access and real-time targeted communication when just a few team members need to quickly share information or ask questions. Channels allow teams to create focused areas, such as C++ developers working on a specific product, to keep tasks moving forward without unnecessarily interrupting others. 

8. Best for team collaboration: Jira

Jira  allows teams to manage projects across the company, giving members real-time project data. Create dependencies and build automations so you overlook nothing, especially when disparate groups are working on the same project.

9. Best for iteration planning: Trello

Trello’s easy-to-use, highly visual interface for project management supports small teams with iteration planning, automating repetitive tasks, and tracking sprints. It also integrates with commonly used tools such as Slack.

Use the best Scrum tool for your team’s next project

The best Scrum tools support sprint planning, progress tracking, backlog refinement, and continuous improvement. They also facilitate team collaboration and help teams rapidly address roadblocks.

Jira, Confluence, and Jira Product Discovery work together seamlessly to provide Scrum teams with end-to-end planning, ideation, collaboration, execution, and tracking. Jira Scrum boards provide a single source of truth for a project, from refining the backlog to completing the sprint and conducting the project retrospective. By organizing work around the sprint timeframe, Jira prevents over-commitment and helps teams deliver on time.  

Get started with Jira Scrum Boards today.

Scrum tools: Frequently asked questions

Are scrum tools suitable for all types of projects.

Software projects typically use Scrum tools, but other project types can benefit from the focus on collaboration and customer-centric goals. Unless a project faces constantly changing requirements and goals (which Scrum tools address easily), other approaches, such as waterfall project management, may offer a better fit. 

What’s the difference between Agile and Scrum tools?

People often use Scrum and Agile interchangeably, and while they work well together, there is a clear difference. When considering Agile vs. Scrum , Agile is a project management philosophy based on principles and values that put people and their interactions above processes and tools. For example, vendor–client collaboration replaces contract negotiation in the Agile approach.

In contrast, Scrum involves a clearly defined set of activities to get the work done, such as backlog refinement, sprint planning, and sprint retrospectives.     

Agile teams adopt the Agile philosophy and use Scrum to achieve the work. However, teams can use Scrum without Agile.

What’s the difference between Kanban and Scrum tools?

Scrum and Kanban are both used by Agile development teams. However, there are a few differences to be aware of when considering Kanban vs. Scrum for project management. Both are project management methodologies, but Kanban relies on visual tasks to manage workflows. It uses real-time communication of capacity and full transparency of the work. Scrum, on the other hand, focuses on breaking down complex projects and delivering value to customers faster and more frequently. The smaller size of the project provides the same transparency teams find with Kanban.

Scrum Sprints: Everything You Need to Know

A sprint is a short, time boxed period when a scrum team works to complete a set amount of work. Read on to learn how to plan and execute scrum sprints.

Scrum in Agile: A Deep Dive into Agile Methodologies

A comprehensive guide covering Agile, Scrum, Kanban, and Waterfall. Discover which approach best aligns with your team's needs.

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