The 5 most common project management methodologies: pros & cons

Managing a project can feel like juggling a hundred moving parts at once; timelines, budgets, resources, and unexpected challenges all need to come together seamlessly.

In a world where, sadly, around 70% of projects fail to meet their initial objectives, it’s important to have methodologies that help guide your team to project success. Without it, projects can easily drift off course, leading to missed deadlines, blown budgets, and frustrated teams.

Following a methodology helps bring order to the chaos, making sure everyone is on the same page and knows exactly what needs to be done and when.

In this article, we’ll dive into the five most common project management methodologies, their pros and cons, and how to decide which might be the best fit for your next project.

Waterfall

Waterfall is a sequential project management methodology that follows a linear approach where each phase must be completed before the next begins. It’s best suited for projects with well-defined requirements and minimal expected changes.

Where did it come from?

The methodology was first introduced in 1970 by Dr. Winston W. Royce in his paper "Managing the Development of Large Software Systems." Strangely, although Royce presented it as an example of a flawed process, it became widely adopted as the standard model for software development.

Why is it called the “Waterfall methodology”?

It’s named the “Waterfall methodology” because it follows a linear, step-by-step process where each phase flows into the next, similar to how water rolls down a waterfall. Once a phase is completed, it cannot be revisited, which creates a clear, downward progression through project stages.

How challenging is it to learn Waterfall?

Learning the Waterfall methodology can be straightforward due to its linear and sequential nature, but mastering it requires a deep understanding of planning, as each phase must be completed fully before moving on, which can be challenging or frustrating for those unfamiliar with rigid project structures. The most common popular course that teaches Watercall is Project Management Professional (PMP).

What industries use Waterfall?

The Waterfall methodology is commonly used in manufacturing, construction, government, and healthcare industries due to its structured, sequential approach that ensures tasks are completed in a specific order.

Pros

Structured and predictable - Waterfall’s linear, step-by-step approach provides clear stages with defined deliverables, making it easy to plan, track progress, and maintain order throughout the project.
Established detailed documentation - Each phase requires detailed documentation, which helps ensure all requirements are understood and provides a clear trail of decisions. This is particularly valuable in regulated industries where records are essential.
Easy to manage - The sequential nature of Waterfall allows for a high level of control over the project, with set milestones and deadlines, making it simpler to monitor progress and manage timelines.
Reduced ambiguity - Due to its rigid nature, Waterfall minimizes scope creep, which can be beneficial when project goals are stable and well-understood.

Cons

Inflexibility - The rigid structure makes it difficult to incorporate changes once a phase is completed. Any adjustments often require revisiting previous stages, which can be time-consuming and costly. This is one of the biggest complaints you hear from teams using the Waterfall methodology.
Limited stakeholder engagement - Client and end-user feedback is primarily gathered at the beginning, with little interaction during later stages, increasing the risk of the final product not meeting expectations.
Late testing - Testing occurs late in the process, which can lead to discovering critical issues near the end of the project, resulting in significant rework and delays. Anyone on a software development team can understand how frustrating this could be.
Drags out projects - Due to Waterfall’s sequential nature, projects can take longer to complete as each phase must be fully finished before the next begins, slowing overall progress. Consider parts of your team waiting for others to finish before getting started. Ultimately, many project managers believe this isn't a practical methodology in a modern workplace.

How popular is the Waterfall methodology today?

Waterfall methodology, while still in use, has seen a decline in popularity compared to more flexible methods. Although there aren’t any recent statistics on the use of the waterfall methodology, demand for learning other methodologies has grown, while Waterfall has seen a steady decrease.

Agile

The Agile methodology is an iterative approach that emphasizes flexibility, collaboration, and customer feedback throughout the project lifecycle. It breaks projects into small, manageable segments, allowing teams to adapt quickly to changes and deliver value incrementally.

Where did Agile come from?

Agile originated from the software development industry in the early 2000s, with its principles formally established in the Agile Manifesto published in 2001. The methodology was created by 17 software developers who gathered in Snowbird, Utah, to find better ways of developing software.

It’s noteworthy that the original group of 17 developers who created the Agile Manifesto in 2001 were all men, reflecting the tech industry's demographics at the time. Today, there are numerous initiatives and organizations, such as the Women in Tech Collective, that support women in technology, addressing challenges faced in Agile and Scrum roles and promoting greater diversity and inclusion within these fields.

Why is it called the “Agile methodology”?

Agile is named for its emphasis on flexibility and quick adaptation to change in project workflows.

How challenging is it to learn the Agile methodology?

Learning Agile can be moderately challenging, especially for those new to project management or accustomed to more traditional methodologies like Waterfall. It requires a mindset shift towards flexibility, continuous feedback, and iterative work, which can be difficult to master initially. The most common Agile course is the Certified Agile Project Manager (IAPM).

What industries use Agile?

Agile is most commonly used in software development, with around 86% of international software developers adopting the methodology due to its flexibility and iterative approach. Other industries increasingly utilizing Agile include construction, engineering, aerospace, and pharmaceuticals, where it helps enhance efficiency, reduce time to market, and improve overall project management processes.

Pros

Flexibility - Agile allows teams to quickly adapt to changes in project scope, requirements, or market conditions, making it highly suitable for fast-paced environments.
Faster delivery - By breaking projects into smaller, manageable sprints, Agile teams can deliver functional increments of the product faster, allowing for early user feedback and quicker improvements.
Enhanced collaboration - Agile promotes constant communication and collaboration among team members and stakeholders, leading to better project alignment and outcomes.
Higher client satisfaction - Agile focuses on delivering high-quality products that meet customer needs through regular feedback loops, ensuring the final product aligns with user expectations.

Cons

Lack of predictability - Due to its iterative nature, Agile can make it difficult to predict project timelines, costs, and outcomes, which can be challenging for stakeholders needing upfront commitments.
Requires experienced teams - Agile relies heavily on the skill and experience of team members, and less experienced teams may struggle with its self-organizing nature and decision-making processes.
Scope creep risk: The flexible nature of Agile can lead to scope creep if changes are not managed properly, potentially causing delays and increased costs.
Intensive stakeholder engagement: Agile requires constant input from stakeholders, which can be time-consuming and difficult to manage, especially if stakeholders are not fully committed or available.

How popular is Agile today?

Agile is currently very popular, with around 71% of U.S. companies utilizing Agile methodologies across various industries. This high adoption rate reflects Agile's effectiveness in fostering flexibility, rapid response to changes, and enhancing team collaboration, making it a preferred choice for software development, IT, and beyond in today’s environment.

Scrum

Scrum is a framework that helps teams work together to tackle complex projects by breaking them down into manageable, time-boxed sprints, typically lasting two to four weeks. It focuses on roles, events, and artifacts to facilitate continuous progress, feedback, and iterative development.

Where did Scrum come from?

Scrum originated in the early 1990s, developed by Jeff Sutherland and Ken Schwaber as a framework to improve how teams work on complex software development projects. They formally introduced Scrum in 1995 at the OOPSLA conference, where they presented it as a new way to address the shortcomings of traditional project management methods. Here is a public copy of the scrum guide.

Why is it called “Scrum”?

Scrum is named after the rugby term "scrum," which emphasizes teamwork and close collaboration, reflecting the framework's focus on team dynamics.

How challenging is it to learn Scrum?

Learning Scrum can be challenging initially due to its specific roles, rules, and structured events like sprints and daily stand-ups, which require disciplined practice and commitment from the team. However, with consistent application and support, teams often find the process becomes more intuitive and effective over time. The most common Scrum course is Certified ScrumMaster (CSM).

What industries use Scrum?

Scrum is widely used in industries such as software development, IT, finance, healthcare, and manufacturing, where complex projects benefit from iterative and collaborative work environments. Its focus on teamwork, continuous feedback, and adaptability makes it popular in sectors that need to respond quickly to changing requirements and market conditions.

Pros

Adaptability - Scrum is highly flexible, allowing teams to adjust to changing requirements or unexpected challenges quickly.
Faster time to market - By working in short sprints, Scrum helps teams deliver parts of the product quickly, speeding up the overall release.
Encourages innovation - The collaborative nature of Scrum supports continuous idea testing and creative problem-solving.
Enhanced transparency - Regular stand-ups and reviews increase visibility into progress and challenges, boosting accountability and motivation.

Cons

Requires experienced teams - Scrum works best with skilled, experienced teams; beginners may struggle with its processes and feedback loops.
Challenging to scale - Scrum is difficult to implement in large organizations or complex projects without significant adaptation.
Scope creep risk - Its flexibility can lead to uncontrolled changes if not properly managed, resulting in delays and cost overruns.
High commitment - Frequent meetings and ongoing collaboration can be demanding, sometimes causing team burnout.

How popular is Scrum today?

Scrum is highly popular today, with 87% of teams reporting that they use some form of Scrum in their project management practices.

Kanban focuses on visualizing workflow and managing work in progress to improve efficiency. It uses a board with columns to represent different stages of work, helping teams optimize their processes and limit bottlenecks.

Kanban

Where did Kanban come from?

Kanban originated in Japan in the late 1940s, developed by Toyota engineer Taiichi Ohno as part of the Toyota Production System to improve manufacturing efficiency. It was inspired by the supermarket restocking practice “pull system” that uses visual signals to manage production based on real-time demand.

Why is it called “Kanban”?

It is called Kanban because the term means "visual signal" or "card" in Japanese, reflecting its use of visual cues to manage project workflow.

How challenging is it to learn Kanban?

Learning Kanban is generally not very challenging, as it is a straightforward, visual system that focuses on continuous improvement and flexibility. However, like the others on this list, mastering its principles, such as limiting work in progress and optimizing workflow, requires practice and consistent application in real-world scenarios. The most common training course for Kanban is Kanban Management Professional (KMP).

What industries use Kanban?

Kanban is commonly used in marketing, logistics, and retail because it helps these industries efficiently manage high volumes of tasks and need to adapt quickly to changing priorities.

Pros

Visual workflow management - Visual boards help teams quickly understand task status, identify bottlenecks, and prioritize.
Continuous improvement - The focus on incremental changes encourages ongoing evaluation and optimization.
Flexibility - Allows for real-time adjustments to tasks and priorities, making it easier to respond to changes in project requirements or unexpected challenges.
Enhanced productivity - Limiting work in progress helps maintain a steady pace, reducing idle time.

Cons

Lack of deadlines - Without fixed timelines, it can be challenging to manage time-sensitive projects.
Requires discipline - Success relies on team discipline to manage work limits, maintain task flow, and adhere to set processes.
Potential for over-expansion - Teams may take on too many tasks without careful management, leading to inefficiencies, missed deadlines, and reduced overall performance.
Less predictable outcomes - The fluid nature of task management can make long-term planning and forecasting difficult, as priorities are continuously reassessed rather than scheduled.

How popular is Kanban today?

Kanban is highly popular today, with 56% of teams using it for project management and 87% of users believing it outperforms other agile adjacent methods in effectiveness.

Lean

The lean methodology is centered on maximizing value by eliminating waste and improving utilization. It’s widely used to enhance efficiency, reduce costs, and deliver products and services more effectively by focusing only on what adds value to the client.

Where did Lean come from?

Lean also originated from the Toyota Production System in the 1940s, and was also developed by Taiichi Ohno! It was intended to eliminate waste and improve efficiency in manufacturing. It was inspired by Ford's assembly line and Japanese management practices focusing on continuous improvement and “just-in-time” production.

It was popularized as a project management methodology by researchers at MIT in the 1980s.

Why is it called “Lean”?

It’s called "Lean" because it focuses on minimizing waste and maximizing value by streamlining processes, reducing unnecessary steps, and using fewer resources without sacrificing quality.

How challenging is it to learn Lean?

Learning Lean can be moderately challenging because it requires understanding a set of principles and tools that focus on continuous improvement, waste reduction, and efficiency. While the basic concepts are straightforward, successfully implementing Lean often involves a cultural shift within teams and organizations, requiring commitment, practice, and the ability to identify and eliminate inefficiencies consistently. The most common course to learn the methodology is the Lean Six Sigma Certification.

What industries use Lean?

Lean is most popular in manufacturing, particularly in automotive and electronics, due to its origins in Toyota’s production system. It is also widely used in healthcare for process improvement, in logistics for streamlining supply chains, and in service industries like finance and IT to enhance efficiency and reduce waste in operations.

Pros

Waste reduction - Lean focuses on eliminating waste in all forms (time, resources, effort), improving overall efficiency, and reducing costs, making processes more streamlined and effective.
Continuous improvement - The emphasis on Kaizen (continuous improvement) fosters a culture of regular evaluation and enhancement, encouraging employees to seek ways to improve processes constantly.
Customer value focus - Lean prioritizes delivering value to the customer, aligning processes and resources toward meeting customer needs more effectively.
Employee empowerment - Lean empowers employees at all levels to contribute ideas, identify inefficiencies, and take action.

Cons

Requires cultural shift - Successful Lean implementation often demands a significant change in organizational culture, which can be difficult and time-consuming.
Resource-intensive - Implementing Lean practices, such as training and process redesign, can require substantial upfront resources and time investment before seeing tangible results.
Over cost cutting - If not balanced correctly, Lean can lead to an excessive focus on cost-cutting at the expense of innovation, quality, or employee well-being.
Complex implementation - Lean principles and tools can be complex and difficult to implement effectively across all areas of a business.

How popular is Lean today?

Lean remains highly popular today, especially in industries like manufacturing, healthcare, and construction. In 2024, over 500 industry leaders gathered at the Lean Summit to discuss Lean's continued influence, showcasing its broad adoption across sectors.

How to decide which methodology is right for your team?

When choosing the right project management methodology for your team, it's essential to consider your project's unique needs, the industry context, and the working style of your team.

Start by assessing the level of flexibility required, does your project need room for adjustments along the way, or does it benefit from a more structured, step-by-step approach?

Also, consider your team's experience with various methodologies and the importance of stakeholder feedback and collaboration. The best methodology will align with your team's strengths, the complexity of your project, and your overarching goals.

To help you make that decision, here’s our TL;DR for each methodology:

Agile and Scrum are generally the best for dynamic, rapidly changing environments that need ongoing feedback and adaptability.
Lean is ideal for industries focused on efficiency and continuous process improvement.
Kanban works best for teams needing a flexible, visual approach to task management without strict deadlines.
Waterfall is best for projects with clearly defined stages but is less popular today due to its rigidity compared to more adaptive methodologies.

Each methodology has its place, and the best choice depends on the project's complexity, industry, team experience, and how much flexibility and feedback are needed throughout the project lifecycle.