Understanding and Choosing the Right Project Management Methodologies (Series 3)
A set of guiding principles and processes for owning a project through its life cycle is known as Project Management Methodologies.
Project management methodologies help guide project managers throughout a project with steps to take, tasks to complete, and principles for managing the project overall.
I will take you through three different types, but first, let's talk about the two most popular approaches “Linear and Iterative Methodology”.
A typical example of the Linear approach means the previous phase or task has to be completed before the next can start. Using this type of linear project management approach(Water Fall), completing each step in order and sticking to the agreed terms upon specific results and being able to deliver just what the client ordered.
While the Iterative approach uses Agile methodology to deliver projects flexibly, changes can be made at any point in time.
Two of the most popular project management methodologies are Waterfall and Agile. Each of these methods has a rich and complex history.
WATERFALL
Waterfall as a methodology was created in the 70s, also commonly called traditional methodology and refers to the sequential ordering of phases. You complete one at a time down the line like a waterfall starting at the top of a mountain and traveling to the bottom. Waterfall has a linear approach.
they follow an ordered set of steps that are directly linked to clearly defined expectations, resources, and goals that are not likely to change.
Example:
When would a project manager want to use the Waterfall approach?
- When the phases of the project are clearly defined
- When project changes are expensive to implement once it’s started
- When there are tasks to complete before another can begin
- A typical example is the construction of a building.
AGILE
Agile Methodology is entirely built for change and flexibility. This has become the most popular and used project management method in recent times.
The term agile means being able to move quickly and easily. It also refers to flexibility, which means being willing and able to change and adapt. Projects that use an Agile approach often have many tasks being worked on at the same time, or in various stages of completion which makes it an iterative approach. The concepts that shaped Agile methodology began to emerge in the 90s as a response to the growing demand for faster delivery of products, mainly software applications at that time. But it wasn’t officially named Agile until 2001.
Agile project phases overlap and tasks are completed in iterations, which are in Scrum, and are called Sprints.
Scrum is a form of Agile using Sprints, this doesn’t mean running a race as fast as possible.
Sprints are short chunks of time usually one to four weeks where a team works together to focus on completing specific tasks.
What’s important to understand is that Agile is more of a mindset than just a series of steps or phases. It’s concerned with building an effective, collaborative team that seeks regular feedback from the client so that they can deliver the best value as quickly as possible and adjust as changes emerge.
Example:
A team building a healthcare application might develop parts of the code and roll out the features using Agile iterations and sprints to allow for change.
- Projects that are best suited for an Agile approach are those where the client has an idea of what they want but doesn’t have a concrete picture in mind.
- Projects that have already started halfway and the client suddenly has a set of qualities he/she will like to see in the result.
- Projects that suddenly change features by the Customer and the Customer wants this integrated without being concerned with exactly what it looks like.
Another important indicator to know an Agile Project is when a project has a level of high uncertainty and risk involved with the project.
LEAN SIX SIGMA
Lean Six Sigma is a combination of two parent methodologies, Lean and Six Sigma. The uses for Lean Six Sigma are common in projects that have goals to save money, improve quality, and move through processes quickly.
This methodology focuses on team collaboration which promotes a positive work environment. It is often seen that when your team feels valued and motivated, there is an increase in productivity and the whole process functions more efficiently.
There are five phases in the Lean Six Sigma approach:
- Define
- Measure
- Analyze
- Improve
- Control
Known as DMAIC, this is a strategy for process improvement, this mostly occurs when you are figuring out where the problems are in the current process and fixing them so that everything runs more smoothly.
The goal of each step in Lean Six Sigma is to ensure the best possible results for your project.
Example:
A customer service team might focus on using Lean Six Sigma to improve an experience for our users like offering new features based on a recent analysis.
Let’s take a real-life scenario to demonstrate this:
Imagine you were assigned as a project manager for an e-commerce company to help streamline and minimize customer service wait times that have been surging due to a recent sales promotion.
The goal is to take average wait times down to less than 5 minutes on average compared to 20 minutes.
Before you start fixing this issue, you’ll need to do below:
- Define the project goal
- Talk to stakeholders about expectations for the project.
- Measure how the current process is performing, to improve this process,
- DMAIC focuses on data. So use data amicably
- Map out the current process and locate exactly where the problems are and what kind of effect the problems have on the process.
- Set a plan for how you’ll get that data and how often to measure it. You can request company reports on a weekly, monthly, or quarterly basis.
Data analysis is important for project managers regardless of which method they choose. From your data, you’ll have a strong understanding of causes and solutions to get to the next stage.
Oftentimes, project managers may want to skip straight to this phase but projects in process improvements should only be made after a careful analysis. This is the point where you present your findings and get ready to start making improvements.
To sum it all up, you can remember DMAIC like this:
Defining tells you what to measure
Measuring tells you what to analyze
Analyzing tells you what to improve
Improving tells you what to control.
Lean Six Sigma and the DMAIC approach are ideal when the project goal includes improving the current process to fix complex or high-risk problems like improving sales, and conversions, or eliminating a bottleneck, which is when things get backed up during a process.
Following the DMAIC process prevents the likelihood of skipping important steps and increases the chances of a successful project. As a way for your team to discover best practices that your client can use going forward, it uses data and focuses on the customer or end-user to solve problems in a way that builds on previous learning so that you can discover effective permanent solutions for difficult problems.
The final concept of Lean uses a Kanban scheduling system to manage production.
The Kanban scheduling system, or Kanban board is a visualization tool that enables you to optimize the flow of your team’s work.
It gives the team a visual display to identify what needs to be done and when. The Kanban board uses cards that are moved from left to right to show progress and help your team coordinate the work.
Kanban boards are core methods of the Lean and Agile methodology.
They can help you manage your project successfully.
Project management methodologies provide a structured and systematic approach to managing projects, ensuring that projects are delivered successfully, meet objectives, and satisfy stakeholders. They bring consistency, efficiency, and control to project management practices, resulting in increased project success rates and organizational effectiveness.
Thank you!
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