As the sphere of project management constantly changes, gaining the skill to properly plan and control the project, its delivery, milestones, and budget is the key to success. This is done through the use of a number of tools where the PMs are required to use different approaches that fit the nature of the projects. That said, an array of strategies and methodologies exist, but to provide a PM with an edge and a set of key practices to carry out the role proficiently.

In this article, the author focuses on the six important tools every PM should know about. Starting from methodologies like Agile, which claim to work in every condition where there is a change in requirements, to risk management solutions where you try to avoid or minimize the potential problem areas, all of this forms and constitutes a powerful arsenal that can help in the most challenging conditions of modern project management. Through comprehension and practice of these approaches, PMs can influence projects to the anticipated productive result, promote team cooperation, and guarantee the fulfillment of goals with accuracy.

Here are the 6 Project Management Techniques that Every PM Should Know

Work Breakdown Structure (WBS)

Work Breakdown Structure (WBS) is the basic project management tool, which means the segregation of one large project into parts that are more manageable. Through breaking the project into more sections and sub-sections, the WBS gives a structure for the specifics of the tasks and deliverables that are part of the project.

Work Breakdown Structure (WBS)

Key Aspects of WBS:

• Hierarchical Decomposition: WBS categorizes a project into a tree structure with major and minor activities and work packages. This work breakdown structure is an organizational model that stands at the highest level of broad project outputs and successively subdivides them into further and further detail.
• Defining Deliverables: The organizational breakdown of the WBS is described in detail down to its lowest level, which ensures that the project is thoroughly dealt with. This clarity is helpful when it comes to distributing tasks or roles, determining the cost as well as the time, and even monitoring the performance.
• Project Scope: Since the WBS describes in great detail the extent of the work to be done, it aids in curbing the extent of the scope creep and captures all the work necessary for the completion of the project.
• Task Allocation: On the same note, the WBS offers a framework for the distribution of tasks and the responsibilities of the team members. It allows a project manager to assign resources properly and guarantees that every employee knows his position on the project.
• Progress Tracking: Through the WBS, the project is decomposed into subprojects that help in monitoring and controlling the project activities. According to the newly launched work packages, the working managers can monitor progress and notice problems.

Gantt Charts – One of the First Project Management Techniques

Gantt chart

• Historical Foundation: Gantt charts are part of the earliest project management tools, having been developed by Henry Gantt in the early 20th century. They changed the way the tasks within the project and their timetable were depicted.
• Visual Representation: Thus, Gantt charts show a graphical view of a project schedule. On the vertical axis, it is necessary to indicate tasks, and on the horizontal axis, time should be noted, thus creating the sequence of the project’s activities.
• Task Scheduling: Every action and operation is given a horizontal bar, and the length of the bar shows how long the action is. This assists in identifying the start and end dates of each of the tasks.
• Dependencies: Methodologies such as Gantt charts help to map out the interlinkages of tasks by ascertaining how the start or finish of one task affects other tasks. This is beneficial in matters of tasks’ coordination and in tracking potential weaknesses in the process.
• Progress Tracking: Also, when a task is done, a check mark might be placed before that portion of the bar, or the bar might be shaded. This makes it easier to monitor and control when and where delays are likely to occur on the project.

Critical Path Method (CPM)

The Critical Path Method (CPM) therefore entails a procedure followed in analyzing the project to establish the longest sequence of related tasks that can define the shortest period of time within which the project can be completed. Thus, identifying this critical path allows a project manager to control and plan tasks in order to achieve the project’s goals in the shortest time possible. Here’s an overview of CPM:

• Identification of Activities: The first activity of CPM is to detail out all the activities to be performed in the project. Every task should be described in detail, concerning its’ duration and its’ dependence on other tasks.
• Dependency Mapping: Activities are placed according to the logical relationship they have with each other. This is about identifying the dependencies of activities in a project, that is, which activities must occur before others, and then establishing a dependency network.
• Constructing the Network Diagram: To depict the tasks and their relationships in a particular project, a network diagram or flowchart is made. This diagram assists in the comprehension of the status of the project and the selection of a crucial chain.
• Calculating the Critical Path: The critical path is a technique calculated from the network diagram to identify the longest path that requires the least amount of time, also referred to as slack time. Float or slack time is the additional time available for a specific activity that does not add to the project’s total span.

Waterfall / Linear

The first and one of the simplest methods in project management is known as the waterfall or linear model. According to it, all the project phases are well organized, and each phase is performed in a predetermined sequence before the start of the next phase. Here’s an overview of the waterfall model:

Waterfall Model

• Phase Completion: In other words, a method of chronology sequence in realization of the phase is necessary, where each one must be followed by the next one. This implies that all chemical specifications have to be arrived at before embarking on the design process, and the design must be completed before carrying out the development process.
• Documentation: Documentation is generated at each step, and the report is particularly long. It is a reference to the following phases to guarantee that everyone involved with the project understands the development and accomplishments made.
• Predictability: This process is highly structured, which makes it easier in terms of timelines and costs for the entire process. Due to the approach of dividing the project into phases, the output and time frame for each phase are clear, which assists in dealing with expectations.
• Change Management: Amendments to requirements or scope are very difficult to implement if a phase is already closed. The rigidity can, however, become a disadvantage if there is a change in project specifications during the development phase.

Kanban – The Simplest Project Management Technique

Kanban is a completely flexible workflow system that focuses on smooth delivery and intends to employ a Kanban board to administer tasks. Starting with Toyota’s production system, Kanban has been adapted as one of the most effective methods for organizing projects of different types, including software development projects and personal tasks. Here’s an overview of Kanban:

Kanban Board

• Visual Workflow: Since then, the key element of Kanban is centered around the use of a physical or virtual Kanban board, which is usually in the form of columns that represent various stages of the system. Activities are depicted as cards or notes that transition from one zone to another depending on the executed or ongoing step.
• Work in Progress (WIP) Limits: Kanban, of course, gives much importance to the idea of not starting too many tasks at the same time. When WIP limits are adopted at the various stages, the team guarantees that the work is properly done in line with the time standards, and any internal blockages are likewise identified early enough.
• Continuous Delivery: Kanban also maintains the workflow in a steady and constant manner by delivering the smallest amount of work in smaller chunks at a time, in preference to waiting for the big bangs. This enables efficiency in managing time and performing changes in activities and priorities to fit into the available time.
• Flexibility: Kanban is very flexible and versatile and can be applied to almost any situation and in any business field. Unlike other frameworks or methodologies that entail having strict roles, responsibilities, or even rituals, this framework can be adopted and fused with other strategies of managing projects without a lot of issues.
• Incremental Improvement: One of its strengths is that it addresses the issue of constant optimization by inspecting and adapting the procedures periodically according to the team’s outcome and input. Thus, the iterative procedure proves advantageous when it comes to workflow optimization and relative efficiency improvement.

Scrum – Best Agile Project Management Technique

Currently, Scrum can be referred to as one of the most popular agile frameworks aimed at improving the effectiveness of complex work. It offers an orderly yet flexible approach to creating gradual value in cycles that comprise development. Here’s an overview of Scrum:

Scum Cycle

• Iterative Development: Scrum manages projects in segments called sprints, which should not exceed 2-4 weeks. It will always produce a deliverable that can be potentially shippable, so that the team is able to deliver value often and collect feedback.
• Product Backlog: It is a complete, prioritized, and continually changing list of the things that the system must do to meet stakeholders’ needs. It is in constant evolution and aligned in terms of priorities by the product owner according to the business value as well as from stakeholders’ points of view.
• Sprint Planning: In the initial stage of every sprint, there is an elaboration of the meeting for sprint planning where the basic items of a product backlog to be developed in a particular sprint are defined. It defines the sprint goal and comes up with how it will be accomplished.
• Daily Scrum: The daily scrum or stand-up is a very brief, time-limited meeting of the project team where participants discuss what has happened, problems that have been met, and the plan for the next day. This makes people communicate mainly and come up with ways of improving on what is expected in the particular sprint.
• Sprint Review: self-organizing and self-directed, the team has a sprint review meeting at the end of each sprint cycle to present the work done to the stakeholders. It means requirements are collected and incorporated into the product backlog and the plan for the following sprints.

Related Posts:

• Tools and Techniques Used in Project Management
• Project Management Tutorial
• 6 Steps to become a Project Manager
• What is Project Management? Definition, Concepts
• 7 Steps to Successful Project Management
• Phases of Project Management Process

Conclusion

Scrum can be identified as one of the most significant Agile project management processes based on the described approach, roles, and focus on improvement. Due to the breaking down of work into small plates, Scrum enables constant, valuable increments’ delivery and encourages change acceptance. According to the principle of the agile framework, information sharing is required and work is accomplished in small and consistent steps; these features enable the teams to successfully manage and expedite the process of implementation of a large and multifaceted project in response to organizational changes. Although the Scrum approach may have issues in a more distinct or simple environment, it is one of the more advantageous strategies for improving the potency of a team and the flexibility of its responses to today’s projects.

Project Management Techniques: FAQs

What is Scrum?

Scrum is the Agile development approach that is meant to be implemented for iterative and continuous improvement of projects. To cater for changes and provide value in the shortest time possible, it divides work into time-boxed sprints, which are 2 to 4 weeks long.

What are the main roles in Scrum?

The main roles are:

• Product Owner: Still, it identifies the nature and importance of the product backlog.
• Scrum Master: It supports Scrum and clears the way for the process.
• Development Team: represents the product increment at the end of each sprint.

What is a sprint?

A sprint is a period of time typically ranging from two to four weeks after the start of which a team is expected to deliver a new increment of a product that can be released to the market.

What is a product backlog?.

The product backlog is a package of recognized requirements, improvements, and corrections that are necessary for the product. It is controlled and optimized by the product owner and becomes the source of work in sprints.

What happens during a sprint planning meeting?

During sprint planning, a team chooses items from the product backlog to be delivered during the sprint. The team also sets the sprint goal and the way to achieve it.

What is the daily scrum?

A daily scrum (also called a stand-up meeting) is a very brief meeting in which the agenda of the day consists of individual reports by team members about the work they have done, problems they encountered, and the plan of the day. It can be used in the management of organizations to ensure ways are adopted for dealing with such problems.