Quick Review of Project Management

Methodologies

Project management plays a vital role in accomplishing goals, following schedules, and course correction
during projects. However, getting your team organized and keeping the project on track can be a daunting
task. This is where project management methodology can help project managers make the best use of
available resources for achieving desired project outcomes. Let’s take a look at the basics of project
management, including the different roles attributed to individuals, with a quick review of project
management methodologies.

What is Project Management

Before discussing the various project management methodologies, let us first define project management to
understand its function better

Definition: The planning and organization of resources for the completing of certain tasks in order to
achieve desired goals. This can include a one-time project, ongoing activities, or the management of humans,
money, machine and intellectual property.

The Different Roles in Project Management

There are different key positions held by people working on a project, and then there are people offering
part-time or short-term services. The Project Management Office (PMO) is made up of not only senior
members of an organization but also mid-level and junior officials, each with a role to play in executing the
project. While project management roles can be defined in different ways, with slight variants, the following
reflects the key roles in project management.

Project Client
The project client is the one for whom the project is executed, it can be another organization, unit or
department. Every project has a client who needs to be satisfied. The client plays an active role in reviewing
and approving project management plans, processing requests for changes, raising issues regarding project
execution, releasing payments, and accepting or rejecting the project deliverables in the end. Many
development sector projects consist of government departments, foreign donor organizations or a
combination of public-private partners acting as clients.

Project Sponsor

The project sponsor is the individual or group which takes ownership of a project for a client. While a
project sponsor does not manage the day-to-day tasks of a project, it is responsible for ensuring that all
resources are in place and takes responsibility for the overall project.

Project Director

Project director or directors coordinate to ensure the successful execution of the project. Project director(s)
have oversight over the project manager(s), providing leadership, management and projects financial
monitoring

Business Analysts

The business analyst recommends and identifies the needs and solutions for an organization. In a project,
business analysts work to ensure that the objectives laid out for a project solve problems or improve
performance to add value for project deliverables.

Project Manager

The project manager plays a crucial role in project execution. The project manager is responsible for the
project’s successful completion, within the specified time and budget, in line with project objectives. The
project manager develops the project plan, manages deliverables and the project staff, determines the
methodology for managing the project team, prepares schedules, assigns tasks, and updates the senior
management regarding project updates.

Service Delivery Managers

While project managers are tasked with the day-to-day management of a project, service delivery managers
help an organization function efficiently to ensure client satisfaction. Service delivery managers set
development standards, perform data analysis and hire team members in line with project and client
requirements.

Dedicated and Part-Time Members of a Project Team

Project teams can have different hierarchies, some roles might be cross-cutting, and some individuals might
perform multiple functions. Other than the project director, project manager, business analyst, and service
delivery managers, there are also several members in a project team. These might include dedicated or part-
time staff hired for the project. It might include people managing sales, finances, developing software,
designing UIs, installing hardware, etc. Sometimes, project teams can be a bit confusing to understand, as a
project manager might also act as a business analyst, or a project director might also act as a project
manager.

How to Build a Project Team

Building a project team can be complex and might differ from organization to organization and project to
project. Here is a video which explains how to build a project team. The video discusses not only
conventional project teams but also the need to change the traditional approach in the wake of agile
development.

What are Different Project Management Methodologies?

Now that we have discussed the definition of project management, different project roles, and team
compositions, let’s take a look at the different project management methodologies. We will also suggest
editable project management templates for each methodology.

Lean Methodology

Lean methodology is a method for optimizing resources to create value for the end-user or customer. With
principles of continuous improvement, it is used in many industries ranging from software development to
sales. ‘Lean’ was originally developed at Toyota to reduce waste and inefficiency. Lean methodology aims
to value customers and provide perfect value through a process of zero waste. The latter is often considered
as the 3Ms called Muda, Mura, and Muri. Muda is about eliminating waste, Mura is about removing
overhead variances and Muri is reducing overload by keeping the optimal capacity between 60%-70%.

Source: Lean Product Development Diagram for PowerPoint by SlideModel.com

Agile Methodology

Agile methodology is a new approach to project management. It is more of an umbrella term that consists of
a number of methodologies. Agile methods are more flexible and focus on an iterative approach towards
software development, with a focus on the delivery of outcomes rather than one-time. Agile methodologies
divide the project into smaller tasks, with scope for reversal in case of errors.

Source: Agile Process Lifecycle Diagram for PowerPoint by SlideModel.com

When to use it: The practice originated in software development and works well in that culture. How do
you know if agile is for you? It has been applied to non-software products that seek to drive forward with
innovation and have a level of uncertainty, such as computers, motor vehicles, medical devices, food,
clothing, music and more. It’s also being used in other types of projects that need a more responsive and
fast-paced production schedule, such as marketing

SCRUM

SCRUM is an agile framework for project management, which focuses on teamwork, accountability, and an
iterative approach for achieving defined goals. In software development, SCRUM is considered a popular
methodology with Agile concepts by empowering self-managing teams.
Source: Scrum Framework Diagrams for PowerPoint by SlideModel.com

Kanban

Kanban is a Lean manufacturing system that focuses on work that is continually released in better quality.
Kanban project managers use sticky notes or online tools for whiteboards and workflow management. Trello
is a famous Kanban tool for representing a teams workflow. Trello can be used for a variety of task and
project management purposes, including one-time projects or ongoing activities like content project
management. Check out our article on how to export Trello to PowerPoint if you are interested in presenting
your Trello boards to an audience. You can also take advantage of some other workflow diagram software
tools to design and present your workflows.
Source: Editable Kanban Board PowerPoint Templates by SlideModel.com

XP or eXtreme Programming

XP or eXtreme programming is an Agile software development framework. It provides processes and

defined values meant for improving the quality of software. Similar to SCRUM, the values revolve around
communication, feedback, courage, simplicity, and respect. If you’re confused regarding the value of
‘courage’ in the framework, it implies that software developers evaluate their work and are ready to adapt to
make changes.
Source: Extreme Programming PowerPoint Templates by SlideModel.com

Waterfall Methodology

The Waterfall methodology, which is also known as the Software Development Life Cycle or SDLC is a
methodology which unlike the Agile approach, focuses on doing things once, in the appropriate manner. In
this methodology, the requirements are defined at the beginning, this is followed by work completion in
phases. In a waterfall approach, the outcomes of the next phase are typically the input of the previous phase.
The term waterfall implies that the project is executed in a cascading manner, where one phase is completed
before the next can begin.
Source: Waterfall Model Diagram PowerPoint Template by SlideModel.com

PRINCE2

PRINCE2 (PRojects IN Controlled Environments) is a process based project management methodology. It

was developed as an information systems standard for the UK government. The methodology has its roots in
PROMPT II (Project Resource Organization Management Planning Techniques).

The six aspects of PRINCE2 are tolerances or what you can call performance goals. These include scope,
timescale, risk, quality, benefits, and costs. Furthermore, PRINCE2 consists of seven principles including
continued business justification, learn from experience, defined roles and responsibilities, manage by stages,
manage by exception, focus on products and tailor to suit the project environment. PRINCE2 is a great
project management methodology for large scale and predictable projects.
Source: PRINCE2 PowerPoint Template by SlideModel.com

PMI’s PMBOK

A framework of standards, Project Management Body of Knowledge or PMBOK provides standards,

conventions, best practices, guidelines, terminologies and processes which make up the project management
industry. Due to this it is often considered as a methodology on its own, though this can be considered
debatable. PMBOK has five process steps for project management which include initiating, planning,
executing, monitoring and closing.
Source: High Level Management Views PowerPoint Diagram by SlideModel.com

Hybrid Project Management & Methodologies

The modern project manager no longer works in a rigid hierarchy or a predictable working environment.
Hybrid project management is a combination of Agile and Waterfall methodology meant for a fast changing
environment, where project managers might need to adapt to quick changes, while maintaining quality.
Hybrid methods break down projects into components which can be easily managed by function or
discipline using Work Breakdown Structure (WBS). Whereas the Agile approach is used to speed up
development of each component and its sub components.

Scrumban

The Scrumban methodology is a combination of both SCRUM and Kanban. It limits the work in progress by
allowing teams to focus on their current tasks. Scrumban retains the aspects of reviews and retrospectives for
improvement, whereas it uses aspects of Kanban for managing small iterations of teams using a visual board.

Wagile

In order to better understand if a hybrid methodology falls closer to Waterfall or Agile, the terms Wagile and
Agifall are used. Wagile for instance, is a group of software development methodologies where the waterfall
approach is adopted by reversing the Agile approach.

Agifall

The Agifall approach uses both the speed and fluidity of the Agile approach, while introducing more project
information beforehand like the waterfall method.
How to Choose the Right Project Management Methodology

There are a number of factors that you should consider before choosing a project management methodology.
Not every methodology would fit every organization or project’s needs. Here are a few factors which can
help you identify the right project management methodology.

1. Project Factors

Are you developing software? Does your project include large-scale infrastructure development or the
production of a standard product? Your project management methodology will depend on your project
factors such as project needs, constraints, available resources, and finances. Some projects might need a
more traditional Waterfall approach. Whereas other projects might need to be more fluid in output and
project management approach, requiring Lean or Agile frameworks.

2. Organizational Goals

Does your organization intend to satisfy customers amidst changing needs, or wishes to provide a high-
quality product which is old school and standardized? Your organizational goals will play a major role in the
type of methodology you use.

3. Organizational and Team Values

It isn’t easy incorporating Lean and Agile frameworks in a working environment where people are not used
to adaptability. The corporate culture, values of an organization and team values instilled by the senior
management play an important role in what methodology is used for project management in an organization.

4. The Rigidity or Flexibility of Your Work Environment

Organizations in the IT industry are always looking to adapt to ever changing environments, new devices
released every year if not every quarter amidst the need to address customer needs. On the contrary, the need
for producing a standard product such as infrastructure for a government department might not be as fluid,
with rigid controls, lengthy paperwork and red tape.

5. Methodology which Delivers the Most Value

A methodology which adapts quickly to changes after an operating system update cannot be applied for a
rigid environment, where customers like to stick with a traditional product, with little or no change. The
methodology which adds the most value and addresses customer needs should be a top consideration when
picking a project management methodology.