The 8 most used project management methodologies and how to find the right one for you

"It's no drama if the project doesn't go according to plan. It's a drama if the project manager doesn't know about it," British project manager Peter Hobbs once said. And to prevent this from happening, good planning, good communication and other factors are crucial.

In order to make excellent project conditions a reality, it is essential to choose the right project management method. There is a whole jungle of them and fighting your way through it is no easy task.

That's why we give you an overview of the 8 most established methods, explaining what they are actually good for, what the difference is between agile and classic project management methods and how you can find the right one for your project. We'll garnish the whole thing with a small dictionary that explains the most important terms within this topic, lots of tips and project management software recommendations.

Key terms:

• Scrum = Agile project management method

• Lean = Efficiency, waste reduction, and simplicity

• Kanban = A project management method with a high degree of team autonomy (Japanese for "signal card")

• Agile = Flexible and iterative

• PRINCE2 = Widely used classic project management method

• Stakeholder = individuals with a vested interest in a project, organization, or issue

• Six Sigma = Project management method with focus on analysis for problems and solutions through statistics

What are project management methods?

In a nutshell, project management methods help you to give your project a system and structure, regardless of its scope. Each project has its own personality, to which you need to respond appropriately.

You will read more often in this article that planning is important, but this also varies from project to project - but you won't get far without it. In addition, there are always different people involved in a project, different factors of importance and different resources. In order to utilize all of this appropriately so that the final result is a crowning achievement, you should choose the right project management method. This will give you structure in all the variables of a project. There is no project management without a method.

Project management methods are essential for the success of your project

In most cases, project managers are close friends with risk. After all, this is exactly what projects are fundamentally exposed to. Whether it's the introduction of a new car at VW, the development of new software at SAP or the creation of a new lemonade flavor at fritz-kola: every project creates something new, the final result of which can only be predicted to a limited extent.

If customers don't like it in the end because the project was implemented at the drop of a hat and less emphasis was placed on planning, market studies and expertise, the final result can quickly hit the wall. A scenario that could have been prevented. And this is exactly where the answer to the question of why you should use project management methods comes into play. First of all, see them as a foundation that you constantly check for cracks and ultimately build on.

This way, you always have an eye on monetary, personnel, time and all other resources. And depending on the project management method, you sometimes have more and sometimes less leeway. The most important "lesson learned" in project management is therefore the following: Never approach the project ad hoc, but put good planning before anything else. The larger the project, the greater the risk that success will ultimately say goodbye.

A large part of the foundation is the right project management method. A little tip: none of these methods is the ultimate answer for every project. It's the other way around: every project has different prerequisites and requirements that determine the choice of the ideal method.

Which classic and agile project management methods are used

Each method uses different instruments. Accordingly, there are many ways to approach and structurally support a project. We will introduce you to the eight most commonly used methods, explain what type of project they are suitable for and suggest several project management tools that will make your life easier.

Scrum – For complex projects

This agile project management method originates from the software sector, where complex projects are the order of the day, but human resources are limited. They are often difficult to plan in detail in advance and require a great deal of flexibility. The Scrum method is characterized above all during a project, rather than before, as it constantly reacts to changing factors and develops a continuous learning curve - in the best case.

During a project based on the Scrum framework, a large number of so-called sprints take place. They define the completion of necessary tasks within a usually short time window. An interim result should be achieved at the end of each sprint. These short intervals allow the scrum team to adapt the long-term project plan to new circumstances. The agile nature of the scrum method is complemented by predefined rules and roles that give structure to the story. The hierarchy of such a project is flat. Control and progress are maintained through short daily meetings (daily scrums).

The roles:

• Scrum Master: Ensures that the Scrum method is implemented, but does not act as project manager

• Developer: Implement the required tasks in each sprint

• Product Owner: Represents the client and is responsible for the (economic) success of the project, as well as representing the stakeholders

Which projects benefit from the Scrum method?

All projects that can be tackled in small teams but are faced with a variety of unpredictable circumstances can benefit from Scrum. It provides structure through a role framework and a long-term plan, but at the same time gives the team the necessary freedom to act and react flexibly.

OMR tip: If you are in the software world, you will come across the Scrum method particularly often. So it doesn't hurt to be a little prepared.

Which tools are suitable for the Scrum method?

• Monday.com 

  (Register now for free)

• MeisterTask

• Jira

• ClickUp

  (Register now for free)

• Hive

• Zoho

  (Test now for free)

Excerpt from the tool: MeisterTask

Kanban – For autonomous work in teams

This is one of the most popular project management methods in recent years. And who invented it? The Japanese. More precisely, project managers at Toyota, who were looking for a more suitable method for their projects in the 1950s. They couldn't find anything, so they developed one themselves.

Kanban focuses primarily on independent teamwork, which is controlled individually. Daily stand-up meetings ensure the necessary progress of the entire project. Successes are noted, but challenges that have emerged in the course of the work are also discussed. All of this makes the Kanban method highly effective.

At the heart of this project management method, however, are the Kanban boards. In addition to the original physical representation, SaaS solutions are particularly useful nowadays. We have listed five of them below. These boards are basically divided into three columns: To-Dos, In Progress and Done. A logical path of a task is therefore used. First, the to-dos are created, then processed by the relevant teams according to prioritization and finally declared complete. This almost guarantees a transparent overview. Of course, you can also add or customize additional boards for your project.

OMR tip: As a project manager, you should make sure that the to-do pile does not fill up unfiltered. This is where old acquaintances such as analysis, communication and solutions using existing resources come into play.

Which projects benefit from the Kanban method?

Kanban has already been used in many areas, starting with car production and later mainly in software development. In general, however, this method can be used in almost any type of project. The high flexibility, overview and continuous feedback loops promote the effective implementation of small and large projects. Private projects can also benefit from the project management method.

Which tools are suitable for the Kanban method?

• Trello

• Asana

• Stackfield

• awork

• MeisterTask

Project management according to the Kanban method in Trello

Waterfall - For simple projects

In our overview of project management methods (what a term), the simplest and most well-known should not be missing. The name refers to the order in which the phases of the project take place.

As we have already revealed in our article on the different phases in classic project management, it is essential to define them. While other projects do not necessarily experience the 4 or 5 phases one after the other, the waterfall method is different. The sequence is already determined at the start of the project.

In contrast to agile methods in project management, all necessary resources and plans are evaluated and defined in advance. In addition, feedback loops after the individual phases are dispensed with. This gives the waterfall method a certain stiff touch. However, this can have its advantages for some types of project.

According to the waterfall method, a project goes through various defined phases. Quelle: https://www.umsl.edu/~hugheyd/is6840/waterfall.html

Which projects benefit from the waterfall method?

Simple projects that can be planned in terms of money, personnel and resources before the start benefit from the waterfall. They do not require regular feedback on the individual steps or tasks; good planning is more important here. The type of project manager also plays a major role. In addition to expertise on the project topic, a sense of responsibility should be demonstrated, which is particularly important in the determination of resources.

OMR tip: If your project involves factors that simply cannot be foreseen before implementation, it is better to steer clear of the waterfall method. This is only suitable for companies whose task list can be processed regularly one after the other or whose structure is repetitive, meaning that experience is already available.

PRINCE2 – For a lot of structure and planning

The acronym stands for "Projects IN Controlled Enviroments". And as the name suggests, it is less about unpredictable factors or the soft skills of the project managers. This classic method focuses on results and quality. The time and money budgets are meticulously adhered to.

The PRINCE2 method is made up of four building blocks, the last of which makes use of the flexibility to adapt PRINCE2 to pretty much any size of project. The other three are the seven basic principles, the seven themes and the seven processes.

• 7 basic principles

  1. Business justification

  2. Learning from experience

  3. Defined roles & responsibilities

  4. Control via management phases

  5. Control according to the exception principle

  6. Product orientation

  7. Adapting a project

• 7 themes

  1. Business Case

  2. Organization

  3. Quality

  4. Plans

  5. Risks

  6. Changes

  7. Progress

• 7 processes 

  1. Preparing a project

  2. Steering a project

  3. Initiating a project

  4. Controlling a phase

  5. Managing product delivery

  6. Managing a phase transition

  7. Closing a project

• Adaptation to the project: All components of the PRINCE2 method are individually adapted to the project. This includes, for example, the topics, roles and processes.

Which projects benefit from the PRINCE2 method?

Many questions are already answered during the planning phase so that there are no surprises during the course of the project. However, a strict structure always entails inflexibility. In our view, PRINCE2 is therefore suitable for large companies in the IT sector and less suitable for unpredictable, agile or smaller projects in other areas.

OMR tip: The PRINCE2 method requires a lot of theoretical knowledge. Reading up on it should therefore be mandatory for you.

Which tools are suitable for the PRINCE2 method?

• Asana

• Wrike  

  (Register now for free)

Wrike Projektmanagement Tool

Milestone trend analysis - For great foresight

In contrast to the waterfall method, milestone trend analysis is not just about working towards a final result, but also about repeatedly working towards intermediate stages. In this way, trends can be recognized and the course of the project can be adapted.

At the beginning of the project, the intervals at which the milestones are set and the status quo is checked are defined. Unexpected challenges, completed and new tasks and problems are discussed within the team.

Which projects benefit from milestone trend analysis?

This method focuses primarily on the time orientation of a project and thus retains the flexibility to recognize delays in the event of trend changes. This allows costs, time expenditure and other factors to be adjusted quickly.

Milestone trend analysis is not suitable for large and complex projects. Similar to the waterfall method, milestones are worked through one after the other - even if new tasks may be added - which is of great value for smaller projects and teams. Forecasts can be easily recorded in diagrams. If it becomes clear that a milestone cannot be met on time, action is required.

OMR tip: Implementing milestone trend analysis requires a certain amount of foresight and the talent to recognize changing circumstances at an early stage.

Which tools are suitable for milestone trend analysis?

• Microsoft Project

• Joinpoints

• Quickbase

  (Test now for free)

Microsoft Project Projektmanagement

Lean project management - for less waste

If Kant had been a project manager in his day, he would probably have turned to the lean method. Instead of looking at positive benefits, lean project management focuses on potential waste. This is quite a philosophical approach, as much attention is paid to the people and environment of the project or company.

Absolute efficiency is achieved by identifying all wasted resources and overloads in three areas and eliminating them prematurely. In short: "Lean" means "lean" and that is precisely the focus of this project management method. It was also developed at Toyota - like Kanban - and has proven itself outside the car manufacturer.

The three areas are:

• Muda = Waste

• Mura = Imbalance

• Muri = Overuse

While Muda analyzes material movement, inventories, movements, waiting times, overproduction, incorrect use of technology and mistakes made, Mura deals with the imbalance in production and Muri with the overuse of all employees and machines. As you can see from this approach, the lean method does not have much in common with the project management methods mentioned so far. As I said, it is a philosophical approach that focuses on efficiency throughout the entire company or in just one department.

Which projects benefit from lean project management?

With the lean approach, the prerequisites are much more to be found in the company, in the team or in the management's willingness to change existing processes than in whether the project fits the approach. Accordingly, lean project management often accompanies other methods such as Kanban. The prerequisite is therefore based on the question of whether something should be changed or improved for the benefit of all.

Which tools are suitable for lean project management?

• Asana

• monday.com

  (Register now for free)

• Miro

• NetSuite

  (Test now for free )

• Smartsheet

  (Test now for free )

Lean projectmanagement in Asana

Agile project management - for a lot of flexibility with a lot of risk

There is no single agile method in project management. It is much more about certain characteristics that define agility. First of all, it is nothing more than a project management method that is geared towards a high degree of flexibility and also towards the customer. The focus of agile project management is therefore primarily on the final result and ensuring that this is as helpful as possible for the user.

As some of you can imagine, it is difficult to stick to quality, time and cost targets (as the magic triangle would have it) during the project. This means that the agile approach from the customer side already brings with it an unevenly high tolerance threshold in these areas. As flexibility, efficiency and quality are increasingly in demand in many areas of the business world, both now and in the future, agile project management is one of the methods that is growing in popularity.

There is even a veritable manifesto, which was written by 17 authors in 2001. It deals with 12 principles and the following 4 agile 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

Which projects benefit from agile project management?

As I said, there is no single agile solution for tackling a project. But what agile project management methods are there? Examples are Scrum or Kanban. Both and other methods of this type are ideal for high-risk projects where little is predictable. This is often the case when software or a product is to be introduced brand new, so you don't have any references yet, let alone know the scope of the resources.

OMR tip: In agile project management, the people involved play a major role - not least because of the flat hierarchy. Starting with the project manager, communication is a driving force that determines the success or failure of an agile project. It therefore depends on a good portion of soft skills.

Which tools are suitable for agile project management?

• monday.com

  (Register now for free)

• factro

• Jira

• Trello

  

  Trello on OMR Reviews

  

  

• Wrike 

  (Register now for free)

• Miro

• Resource Guru

  (Test now for free )

Agile working with monday.com

Six Sigma – For statisticians

What sounds like the name of a student fraternity in the USA is actually a project management method for number and statistics enthusiasts. It originated at Motorola back in 1987 and is still used today in various variations. The focus is on statistical tools with which all steps are monitored, analyzed and evaluated.

The DMAIC approach is followed: Define, Measure, Analyze, Improve, Control. Accordingly, the focus is on problem handling during a project. The problem is identified, the requirements of the process are measured, the causes of the problem are analyzed and, in the last two steps, the problem is resolved and monitoring of the new process is initiated using statistics.

In order to join Six Sigma projects, certain training is required, as the focus is on concrete problem handling and this must not be allowed to deteriorate through misconduct. For this purpose, the roles are identified by belt colors, as known from Japanese karate. Starting with the yellow belt, the Black Belt identifies the project manager and the Master Black Belt the Six Sigma coach.

Which projects benefit from the Six Sigma method?

The method is favored for projects that are scalable and have a short duration. Six Sigma is used in different variants in mostly large companies. Both software development and the finance sector make use of the advantages of this project management method alongside production.

OMR tip: If you are interested in this method, you should undergo training, as Six Sigma is very demanding and requires special skills. The classification according to martial arts belts exists for good reason.

Which tools are suitable for the Six Sigma method?

• Miro

Project management with the Miro tool

What is the difference between agile and traditional project management methods?

To get to the heart of the matter once again, let's insert another part at this point. And if we want to be precise (and we do), we need to name the difference between agile vs. classic vs. hybrid.

• Classic = Project management methods such as waterfall or PRINCE2 focus on planning and predefined processes. The allocation of resources, costs and time required are therefore determined before the start, as are deadlines. This gives the customer an advantageous estimate. However, this leaves little scope for working on the project using traditional methods. Examples: Waterfall, PRINCE2

• Agile = On the other hand, we have agile project management, which is characterized by flexibility and flat hierarchies, among other things. It offers the advantage of being able to react to obstacles or new ideas during the project. The overall culture has a positive effect on all participants, as communication and personal responsibility are highly valued. This homogeneity allows products to be marketed more quickly and clients to be more economically satisfied. Examples Kanban, Scrum

• Hybrid = As in many areas, both approaches can of course be used equally in project management. The advantages of agile and traditional project management complement each other in order to better address specific project requirements.

Ultimately, it's all about the individuality of a project and we have a few final tips for this.

How to choose the right project management method - our tips

The comparison of project management methods should have shown you the advantages and disadvantages of each one. It doesn't matter whether it's a private project or a project in your job. It is also irrelevant whether you are a project manager or part of a project but in a different role.

In our opinion, it doesn't hurt to have a rough overview of the methods in project management in order to understand what happens in individual phases, steps and processes. In addition, the hierarchies in each method are different, which can also lead to a wider distribution of responsibilities, so communication is particularly important for you. After all, if information and communication are scarce, it will be difficult for you to do your job.

Find out which project management method is used and what is important to those responsible. If you are a project manager yourself, the slogan is even clearer.

Also prepare yourself well in theory, but be aware that every single project in this world has a very special character. Applying the same project management method to every project you come across without thinking about it will never work.

It also depends a lot on the people working with you on the project. Your work in project management depends on whether you are surrounded by creative minds or IT people, experienced or youngsters. This is a particularly important point when a project process is repeated. The process is the same, but the participants are not. And that changes a lot in order to have a successful project at the end.