WrikeProject Management Guide

Project Management Guide
S M T W T F S
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Table of Contents
3 Introduction 55 Agile Methodology Basics
4 Project Management Basics 64 Agile Project Management

Tools & Techniques
10 Project Management Methodologies 77 Project Management Frameworks
20 Project Life Cycle 87 Resources
25 Project Management Software 89 Glossary
42 Team Collaboration Tips
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Welcome to the Project
Management Guide by Wrike
Everyone manages projects — even if “project manager” isn’t your
official title. Whether you’re a marketer, a creative director, or
an IT professional, project management is essential to achieving
business objectives.
Project management can be defined as the process of creating,

Here at Wrike, we’re passionate about project management because
organizing, and executing a plan to meet specific goals. However,
it can increase organizational efficiencies, boost team performance,
project management is much greater than its definition. It’s a vast
and impact the bottom line. However, we realize not everyone
subject covering a wide variety of topics.
is a project manager by trade. Although project management
is common in all aspects of business, understanding its complex
concepts and terminologies can help you take your project managing
career to the next level.
We’ve put together our project management guide to introduce you

to some of these concepts and terms, and provide you with strategies
and best practices to improve your project management process.
We’ve also linked to an abundance of articles on the Wrike blog, as well
as other Wrike eBooks, videos, and infographics. We hope you enjoy it!

Intro to project How do you define a project?
management basics Before we get into project management basics, we need to define what
exactly a “project” is. Sure, you’ve probably been assigned countless
“projects” in school or on the job, but what is the actual definition?
The ability to deliver projects on schedule, on budget, and aligned
with business goals is key to gaining an edge in today’s highly The Project Management Institute defines a “project” as “a temporary
competitive global business environment. This is why it is important endeavor undertaken to create a unique product, service, or result.”
for the person in charge of the project to have a comprehensive
understanding of project management, from project management There are a few key things to notice in this definition:
basics to extensive experience. Project managers have an incredibly
• The word “temporary” means projects must have a defined
complex assignment, one that blends organizational skills,
beginning and end. This means every project must include a timeline,
an analytical mind, and adept interpersonal abilities.
scope, and resources. The fact that it is temporary with a beginning
and an end also means that it is not part of ongoing operations.
In this section, we’ll walk you through the basics of project
This brings us to the second point...
management and what it means to be a project manager.
• The purpose of a project must be “to create a unique product,
service, or result.” This means a project will be started in order
to accomplish a specific goal that is typically outside the realm
of the day-to-day business operation. This means the project team
might include people who don’t usually work together,
and require resources that are typically outside the scope
of day-to-day operations.

However, dictionary.com defines a project in somewhat looser terms:
“a large or major undertaking, especially one involving considerable
What is project management?
money, personnel, and equipment.”
Project management is the practice of applying knowledge, skills,
tools, and techniques to complete a project according to specific
Regardless, every project must have the following components:
requirements. Understanding project management comes down
• Goal: What are you trying to achieve? to identifying the problem, creating a plan to solve the problem,
and then executing that plan until the problem has been solved. That
• Timeline: When are you trying to achieve it by?
may sound simple, but there is a lot that goes into it at every
• Budget: How much will it cost to achieve? stage of the process.
• Stakeholders: Who are the major players who have an interest

The roots of project management can be traced as far back
in this project?
as the building of the Pyramids in Giza and the Great Wall of China.
• Project manager: Who is going to make sure everything that needs However, the modern development of project management
to be completed gets completed? began in the 19th century when railway companies purchased
tons of raw material and employed thousands of people to work
A project is not something routine. Day-to-day operations on the transcontinental railroad.
or maintenance is not considered a project because it does not have
a definitive start and end. By the early 20th century, Frederick Taylor applied concepts of project
management to the work day, developing strategies for working
smarter and improving inefficiencies, rather than demanding laborers
work harder and longer. Henry Gantt, an associate of Taylor’s, took
those concepts and used bars and charts to graph when certain tasks
or a series of tasks were completed, creating a new way to visualize
project management.

During World War II, military and industrial leaders were employing
even more detailed management strategies, eventually leading to more
What are the stages of project
standardized processes like the critical path method. management?
These practices grew in popularity across industries, and in 1965 The five project management process groups are:
and 1969, the International Project Management Association
• Initiating: The goal for this phase is to define the project.
and Project Management Institute were founded, respectively. In
2001, Agile project management methodologies were codified • Planning: This phase includes developing a roadmap for
by the creation of the Agile Manifesto. everyone to follow.
• Executing & Monitoring: In this stage, the project team is built and
The field of project management continues to shift as an increasingly
deliverables are created. Project managers will monitor and measure
competitive landscape, the need to deliver change fast, and new
project performance to ensure it stays on track.
technologies (automation, AI, etc.) enter the marketplace.
• Closing: The project is completed, a post mortem is held, and
the project is transferred to another team who will maintain it.
Further Reading
• Project Management Basics: 6 Steps to a Foolproof Project Plan
• Top-Down and Bottom-Up Project Management

Further Reading
• Best Practices for Your Project Management Initiation Phase
• 7 Stakeholders to Consult Before Starting a New Project
• 10 Steps to a Kickass Kickoff Meeting
• How 5 PM Experts Create a Fail-Safe Project Management Plan

Why is project management What do project managers do?
important? In short, project managers are responsible for the planning, executing,
monitoring, controlling, and completion of projects, so they must have
Project managers will help your organization:
a complete understanding of project management. However, that
• Have a more predictable project planning and execution process is just the tip of the project management basics iceberg. Here are a few
of the main project manager responsibilities:
• Adhere to project budgets, schedules, and scope guidelines
• Build the plan: Project managers are in charge of plotting out
• Resolve project roadblocks and escalate issues quicker and easier
the most realistic course for the project. The plan must include
• Identify and terminate projects that do not have relevant the project scope, timeline, and budget. This can also include
business value identifying the right tools for the job.
• Become more efficient • Assemble the team: Identifying the proper team is critical
to the basics of project management. Every project team will vary
• Improve collaboration across and within teams
depending on the scope of the initiative and the functions needed
• Identify and plan for risks to complete the project. Finding specialists and subject matter
experts for each of the necessary tasks is ideal.
• Assign tasks: Project managers must provide their team with a clear
Further Reading definition of specific tasks and timeline for every part of the project.
• What Is Resource Management and Why Is It Important? Although each team member will be responsible for their own
• How to Improve the Change Management Process for 7 Key assignments, many tasks will require collaboration from both internal
Personality Types and external team members.
• Stop Projects From Derailing With Wrike’s New Report Templates

• Leading the team: Now that the team has been assembled and roadblocks and empower your team, but also create
their tasks have been assigned, the project manager must keep unnecessary bottlenecks and derail a project if they become
the machine well-oiled, covering the project management basics and unhappy with the direction.
beyond. This will include checking in on individuals for status updates,
• Hand over the project: Just because the project’s objectives have
identifying and clearing roadblocks, negotiating disagreements,
been delivered doesn’t mean a project manager’s job is over.
keeping team morale high, and providing training and mentoring.
The project manager must now deliver the project to the team who
• Managing budget: Most projects will require some expenses, will be managing, maintaining, and operating it moving forward.
which means understanding how to put together a project At this point, the project manager will no longer be the “go to”
budget and managing cost is critical for success. This will involve person and will be assigned to a new project.
comparing real-life expenditures to estimates, and adjusting
• Document the process: Identifying and documenting “lessons
the project plan if necessary.
learned” is not only a good practice for personal project manager
• Managing timelines: As with the budget, project managers growth, but also for relaying that experience to other teams around
are tasked with keeping everything on schedule so the team the organization for future use. This will help others avoid making
is meeting their projected deadlines for completion. This will require the same mistakes or taking advantage of shortcuts discovered.
setting realistic deadlines throughout the life cycle of the project,
communicating consistently with their team for status updates, and
maintaining a detailed schedule.
• Engaging stakeholders: Stakeholders play a large role in your

Further Reading
project. They are typically influential people who are affected
• What It Means to Be a Digital Project Manager
by the project. An essential part of project management basics,
• What Is a Program Manager vs. a Project Manager?
project managers need to maintain a good relationship and an open
line of communication with stakeholders who can not only help clear

Project Manager Certifications
Although getting a general project management certification is not
necessary, some employers may prefer or offer more pay to certified
project managers. The Project Management Professional (PMP)
is the most popular certification, and is run by the Project Management
Institute, but it’s not the only certification available. Here are just a few
of the other options: Next Steps: Check Out Free Resources
• Associate in Project Management Head over to our resource section for more content
on project management, collaboration, and working
• Certified Associate in Project Management (CAPM)
with confidence.
• Certified Project Director (CPD) Read more here.
• Certified Project Manager (IAPM)
• Certified ScrumMaster (CSM) Now that you have a good understanding of project management
basics, it’s time to learn about project management methodologies.
• CompTIA Project+ certification
Each methodology has its purpose and, depending on the type
• PRINCE2 Foundation/PRINCE2 Practitioner of project, you’ll want to choose the right methodology or framework
to make it happen.
• Professional in Project Management (PPM)
• Master Project Manager (MPM) The next section outlines each methodology in depth.

The top project
management
methodologies
“You mean there’s more than one project management
methodology?” There are quite a lot of them, actually, and some even
combine to form new hybrid approaches. But what are they exactly?
How do they help project teams work better? And what makes one
methodology better than another?
Project management methodologies are essentially different ways

to approach a project. Each one has a unique process and workflow.
If you’re looking for a quick visual guide to popular methodologies,

then check out this blog post and infographic: 16 Top Project
Management Methodologies.
Here, we look at some of the top project management methodologies,

grouped by similarity and popularity.

A. The traditional, sequential Identifying and focusing on this critical path allows project managers
to prioritize and allocate resources to get the most important work
methodologies done and reschedule any lower priority tasks that may be clogging
up your team’s bandwidth. This way, if you need to make changes
Waterfall project management methodology to the project schedule, you can optimize your team’s work process
The most common way to plan out a project is to sequence the tasks without delaying the results.
that lead to a final deliverable and work on them in order. This process
is also known as the waterfall methodology — the traditional method
for managing projects and the one that is simplest to understand. You Further Reading:
have to complete one task before the next one begins in a connected • Critical Path Is as Easy as 1-2-3
sequence of items that add up to the overall deliverable. It’s an ideal • How to Calculate Critical Path in Project Management
method for projects that result in physical objects (buildings,

computers), and you can easily replicate project plans for future use.
Critical chain project management (CCPM)
The power of this methodology is that every step is preplanned and laid Critical chain project management takes the critical path method one
out in the proper sequence. While this may be the simplest method step further. CCPM is a methodology that focuses on the resources
to implement initially, any changes in stakeholders’ needs or priorities needed to complete the project’s tasks by adding resource availability
will disrupt the series of tasks, making it very difficult to manage. This to the critical path. It also builds buffers of time around these tasks
methodology excels in predictability but lacks in flexibility. in the project’s schedule, ensuring the project meets its deadlines.
Critical path method (CPM)

The critical path method was developed in the 1950s, based on the idea
that there are some tasks you can’t start until you finish the previous
one. When you string these dependent tasks together from start
to finish, you plot out your critical path.

B. The Agile family What do these various Agile frameworks have in common?
Project objectives are made clear by the customer (internal or external),

Agile project management methodologies are growing in popularity,
while the final deliverable can change as the project progresses.
thanks to a highly competitive business environment and increased
The project team works in iterative cycles, always evaluating results
innovation. In general, Agile methodologies prioritize shorter, iterative
at the end. Depending on the results of these evaluations, the final
cycles and flexibility.
deliverable may be modified to better answer the customer’s needs.
Continuous collaboration is key, both within the project team and with
Let’s take a look at some of the most popular Agile frameworks.
project stakeholders.
Agile project management methodology

The core of the Agile methodology was developed in 2001 with
Further Reading:
four central values:
• From Surviving to Thriving: 3 Challenges PMOs Need to Conquer Now
• Individuals and interactions over processes and tools • 7 Steps to Developing an Agile Marketing Team
• Should Your Business Go Agile?

• Working software over comprehensive documentation
• 8 Attitudes Guaranteed to Sink Your Agile Projects
• Customer collaboration over contract negotiation • The Agile Origins of Project Management 2.0
• Join the Agile Marketing Revolution!

• Responding to change over following a plan
• Agile Project Management vs. Process Oriented: Why Not Both?
The Agile Manifesto of Software Development put forth

a groundbreaking mindset on delivering value and collaborating
with customers. Today, Agile can refer to these values as well
as the frameworks for implementing them, including Scrum, Kanban,
extreme programming, and adaptive project framework.

Scrum Kanban
Scrum is the most popular Agile development framework because Kanban is another framework for implementing Agile based on
it is relatively simple to implement. It also solves many problems a team’s capacity. It originated in Toyota’s factories during the 1940s.
that software developers struggled with in the past, such as The departments used a visual system of cards (“Kanban”) to signal
convoluted development cycles, inflexible project plans, and that their team was ready for more raw materials and had more
shifting production schedules. capacity to produce.
In Scrum, a small team is led by a Scrum master whose main job Today, this visual approach to managing a project is well-suited
is to clear away all obstacles to working efficiently. The team works to work that requires steady output. Project teams create
in short cycles of two weeks called “sprints,” though the team members visual representations of their tasks, often using sticky notes
meet daily to discuss their work and any roadblocks that need clearing. and whiteboards (or online Kanban boards), moving the notes
This methodology allows for rapid development and testing, especially or tasks through predetermined stages to see progress as it happens
within small teams. and identify where roadblocks could occur.
Further Reading:
• Fundamentals of the Scrum Methodology
• Customer’s Tip of the Day: How to Make the Management of Your
Freelance Staff More Efficient
• Scrum in Marketing: Making Enterprises Adaptive
• Scrum in Wrike: Making Software Development More Agile

Extreme Programming (XP)
Extreme programming (XP) is another offshoot of Agile. XP
C. The change management
is a methodology designed to enhance software quality (and simplicity) methodologies
and a development team’s ability to adapt to customers’ needs. Much
like the original Agile formula, XP features short work sprints, frequent Some methodologies deal with managing projects, but with an extra
iterations, and constant collaboration with stakeholders. Change can focus on change management — especially planning for risks and taking
happen within a sprint. If work hasn’t started on a specific feature, it can control of change when it happens. Notable methods include:
be swapped out and replaced by a similar task.
Event chain methodology (ECM)
Adaptive Project Framework (APF) The underlying idea behind event chain methodology is that potential
Adaptive project framework grew from the difficulty in managing risks often lie outside the project’s scope. It’s essential to prepare
most IT projects using traditional project management methods due for these risks and plan your response since unexpected events will
to uncertain and changing requirements. impact your project’s schedule, deliverables, and potentially its success.
APF begins with a requirements breakdown structure (RBS) to define Extreme Project Management (XPM)
strategic project goals based on product requirements, functions, Extreme project management (XPM) is the opposite of waterfall. It
sub-functions, and features. The project proceeds in iterative stages, offers you a way to manage massive change and still move forward
and at the end of each step, teams evaluate previous results to improve to project completion. In XPM, you can alter the project plan, budget,
performance and practices. Stakeholders can also change the project’s and even the final deliverable to fit changing needs, no matter how far
scope at the start of each stage so the team can produce the most along the project is. It’s a good option when managing projects with
business value. a short timeline of anywhere from a few weeks to mere days.
Further Reading:
• What Is Extreme Project Management and Is It Right for Your Team?

D. The process-based Six sigma
Six sigma is a statistics-based methodology seeking to improve
methodologies the quality of a process by measuring the defects or bugs present
and eliminating as many as possible. A process can attain a six sigma
Next, we have the project management methods that practically rating if 99.99966% of the final product — your project deliverable —
veer into business process management (BPM), where each is defect-free.
approach focuses on work as a collection of processes. While
project management purists may argue that these methods belong Lean six sigma
on a different list, we think these are still good ways to plan and Combining the minimalist approach of lean (“no waste!”)
execute a project. and the quality improvement of six sigma (“zero defects!”), lean six
sigma focuses on eliminating waste so that projects are more efficient,
Lean cost-effective, and truly answer customers’ needs.
Lean is a methodology focused on streamlining and cutting
out waste. The first step is to create a work process breakdown Process-based project management
to identify and eliminate bottlenecks and delays. The goal is to do Process-based project management is a methodology aligning
more with less — to deliver value to the customer using less all project objectives with a company’s larger mission and corporate
manpower, less money, and less time. values. All project goals and tasks remain strategic and must roll up
to the larger corporate objectives. The steps involved include defining
the process, establishing metrics, measuring methods, adjusting
Further Reading: goals when these prove unstable, planning improvements,
• Product Development Tips From the Wright Brothers and implementing them.
• 5 Lessons in Lean Product Development From the Wright Brothers
• Startups Should Lean on Lean Project Management
• The 7 Wastes That Cripple Knowledge Workers

E. Other methodologies
PRINCE2
PRINCE2 stands for Projects In Controlled Environments. It’s a method
for managing projects used by the UK government and characterized
by a product-based planning approach. In PRINCE2, a structured
project board is in charge of high-level activities such as setting
the business justification and resource allocation. A project manager
takes care of the lower level, day-to-day activities like scheduling. This
methodology gives teams greater control of resources and the ability
to mitigate risk effectively.
Benefits realization
Further Reading: From conception to execution to delivery and beyond, the benefits
• PRINCE2 Explained realization methodology focuses on whether your deliverables satisfy
the benefits the customer expects and not just whether you delivered
it on time or within budget. This methodology ensures that you provide
PRiSM real value to customers and stakeholders.
PRiSM stands for Projects Integrating Sustainable Methods and aims
at managing change while incorporating environmental sustainability
into its processes. The goal with PRiSM is to complete tasks while Further Reading:
reducing a company’s negative environmental and social impact. It is, • From Surviving to Thriving: 3 Challenges PMOs Need to Conquer Now
quite literally, green project management.

F. The PMBOK “method” What’s inside the PMBOK guide
The PMBOK collects set processes, best practices, terminologies,
and guidelines that the project management industry accepts
While it may be debatable whether this is a true project management
as standards. You’ll find it documented in the book, A Guide
methodology, you will find organizations that say they use
to the Project Management Body of Knowledge (PMBOK Guide),
the project management body of knowledge (PMBOK) method
compiled and overseen by the Project Management Institute (PMI).
for managing projects.
The PMBOK Guide provides project managers with guidelines and best
While not an official methodology, this system involves breaking
practices, defining everything from the project life cycle to project
down projects into the five process groups agreed upon by
management strategies and concepts. The PMBOK Guide details
the Project Management Institute (PMI) and documented in
the various project management processes that interact and overlap
the Guide to the Project Management Body of Knowledge (PMBOK).
throughout a project’s life cycle.
The five stages include:
• Initiating The 10 project management knowledge areas of PMBOK

PMBOK officially recognizes 47 typical project management processes,
• Planning
organized into 10 knowledge areas:
• Executing
• Project communication management: Processes that disseminate
• Controlling information among team members and external stakeholders,
ensuring that data is exchanged continuously and more importantly,
• Closing
understood by all concerned.
• Project cost management: Processes regarding budgets, funding,

spending allocation, and timing. Cost management is dependent
on activity estimates from time management.

• Project human resources management: Processes involving • Project stakeholder management: Processes that identify who will be
managing your project team, like sourcing, hiring, assigning roles, impacted by the project and how to manage relationships with them,
professional development, and fostering team spirit. including strategies for collaborating with stakeholders on project
direction and execution.
• Project integration management: Processes necessary to define,
consolidate, and coordinate all the other processes and project • Project time management: Processes needed to ensure the project
management activities. These processes are vital in setting is completed before the specified deadline.
expectations and keeping communication lines open.
• Project procurement management: Processes for planning,

Further Reading:
budgeting, and purchasing resources — whether physical
• PMP Certification? Use this List of Helpful PMBOK
or informational — to complete work.
Guide Resources
• Project quality management: Processes that define a project’s • 5 Online Project Management Courses for Beginners
success or criteria for considering the task complete. The team • 20 Online Training Resources for Project Managers
manages quality at every stage of the project, from planning • What Project Management Books Should You Read?
to continuous performance improvement. • Top Project Management Methodologies & Frameworks
for Successful Teams

• Project risk management: Processes involved with preparing for and
managing unexpected risks.
• Project scope management: Processes managing the scope

or parameters of a project. These processes ensure the range
is well-defined and that all requirements remain within the limit.

Next Steps B. Assess what’s already working
Don’t forget to look at the processes you already have in place that
have proven successful for your team. In what kind of work environment
How to choose the right project management methodology
does your team excel?
How do you choose the right methodology for your project with so many
different options available? You should pick based on the needs of your • If they thrive on collaboration, incorporating new ideas as they
project and your team. Two tips are relevant here: work, and even last-minute pivots due to changing needs, consider
methodologies such as Scrum, Kanban, XP, or APF.
A. Start with the end in mind
• Or do they prefer an orderly, structured plan that accomplishes tasks
Take a look at your requirements, project goals, and objectives. What
sequentially? Then look at methodologies such as waterfall, critical
does your final deliverable need to look like? What benefits should
path, and critical chain project management.
it provide? Here are some examples:
• If it’s a physical object, such as a building or a household product with

very definite materials and stakeholder expectations, it may benefit
from a sequential methodology such as waterfall or critical path.
• If it’s a software product or app that is not set in stone, a flexible Agile
methodology may be just what the project needs.
• If environmental sustainability is a core value of your organization and

Now that you’ve been introduced to the various methodologies,
essential to the delivery of your product, try PRiSM.
the next step is to understand each phase of the project life cycle, so
• Process-based methodologies such as lean or lean six sigma support you can start planning your project from start to finish.
the rapid development of a minimum viable product.
In the next section, we outline everything you need to know about
the project life cycle.

The phases
of a project life cycle
Regardless of what kind of project you’re planning, every project goes
through the same stages. Although each project will require its own
set of unique processes and tasks, they all follow a similar framework.
There’s always a beginning, a middle, and an end. This is called
the project life cycle.
The project life cycle provides predictability and gives the project
manager a way to tackle tasks in distinct phases. In this section, we’ll
explain what you need to know about each phase:
• The initiation phase
• The planning phase
• The execution phase
• The controlling and monitoring phase
• Project closure

The initiation phase The planning phase
The initiation phase is the first phase of the entire project management The planning phase is critical to creating a project roadmap the entire
life cycle. The goal of this phase is to define the project, develop team can follow. This is where all of the details and goals are outlined
a business case for it, and get it approved. During this time, the project in order to meet the requirements laid out by the organization.
manager may do any of the following:
During this phase, project managers will typically:
• Perform a feasibility study
• Create a project plan
• Create a project charter
• Develop a resource plan
• Identify key stakeholders
• Define goals and performance measures
• Select project management tools
• Communicate roles and responsibilities to team members
By the end of this phase, the project manager should have a high-level
• Build out workflows
understanding of the project’s purpose, goals, requirements, and risks.
• Anticipate risks and create contingency plans
Further Reading: The next phase (execution) typically begins with a project kickoff
• Best Practices for Your Project Management Initiation Phase meeting where the project manager outlines the project objectives
• 7 Stakeholders to Consult Before Starting a New Project to all stakeholders involved.

Before that meeting happens, it is crucial for the project manager to do
the following:
The execution phase
1. Establish goals and deliverables This stage is where the bulk of the project happens. Deliverables
are built to make sure the project is meeting requirements. This is where
2. Identify your team members and assign tasks
most of the time, money, and people are pulled into the project.
3. Develop a draft project plan
As previously mentioned, a kickoff meeting is held to mark the official
4. Define which metrics will be used to measure project success
start of the execution phase. A kickoff meeting agenda might look
5. Identify and prepare for potential roadblocks something like this:
6. Establish logistics and schedules for team communication • Introductions: Who’s who?
7. Choose your preferred project management methodology • Project background: Why are you doing this project?
What are the goals?
8. Ensure your team has access to and knowledge of the relevant tools
• Project scope: What kind of work is involved?
9. Schedule the meeting
• Project plan: What does the roadmap look like?
10. Set the agenda and prepare the slides
• Roles: Who will be responsible for which elements of the project?
• Communication: What kind of communication channels

Further Reading:
will be used? What kind of meetings or status reports should
• Project Management Basics: 6 Steps to a Foolproof Project Plan
your team expect?
• 10 Steps to a Kickass Kickoff Meeting
• How 5 PM Experts Create a Fail-Safe Project Management Plan • Tools: Which tools will be used to complete the project, and how
will they be used?

• Next steps: What are the immediate action items that need During the controlling and monitoring phase, project managers may
to be completed? have to do any of the following:
• Q&A: Open the floor for any questions • Manage resources
• Monitor project performance
Further Reading: • Risk management

• The Chemistry Behind Every Great Project Kickoff
• Perform status meetings and reports
• The Right Way to Empower Your Team With Flexible Hours and
Remote Work • Update project schedule

• The Art of the Handoff: What Soccer’s Tiki-Taka Teaches
• Modify project plans
Us About Teamwork
• Joelle Kaufman’s Secrets to Leading a Successful Team

At the end of this phase, all the agreed project deliverables should be
completed and accepted by the customer.
The controlling Further Reading:

and monitoring phase • The Chemistry Behind Every Great Project Kickoff
This phase happens in tandem with the execution phase. As the project Remote Work
moves forward, the project manager must make sure all moving • The Art of the Handoff: What Soccer’s Tiki-Taka Teaches
parts are seamlessly headed in the right direction. If adjustments Us About Teamwork
to the project plan need to be made due to unforeseen circumstances • Joelle Kaufman’s Secrets to Leading a Successful Team
or a change in direction, they may happen here.

Project closure
The closing phase is a critical step in the project management life
cycle. It signals the official end of the project and provides a period
for reflection, wrap-up, and organization of materials.
Project managers can:
• Take inventory of all deliverables
• Tie up any loose ends
• Hand the project off to the client or the team that will be managing
the project’s day-to-day operations
• Perform a post-mortem to discuss and document any learnings

from the project
• Organize all project documents in a centralized location Now that you understand each stage in the project life cycle, choosing
the right project management tool for you and your team is critical
• Communicate the success of the project to stakeholders
to project success. Read on for best practices when choosing a tool that
and executives
fits your needs, and a guide to the features you should consider when
• Celebrate project completion and acknowledge team members assessing a project management software.

Project management
software overview
Uniting your team and preparing them to work as a unit is integral
to your projects’ success. But without proper project management
software, you may be doubling your efforts instead of optimizing them.
Think of all the time you’ve spent juggling spreadsheets and managing
your overflowing inbox. With the right project management software,
you can be more strategic with your resources.
There are two types of project management software designed

for managing work more efficiently: work management/collaboration
tools and personal productivity tools.
Individual project management software

For one person who needs lightweight, web-based software to manage
their projects, individual project software is a great fit.
It possesses fewer features than more comprehensive project

management solutions but is also suitable for managing a project
portfolio. If you need a trial or require only basic project management
solutions, this is a good place to start.

Collaborative project management software Project management tools can vary from team to team, but most
Collaborative project management software is a perfect option are computer programs that help users plan, execute, and manage
for large teams that need a low-tech solution for their project. projects in one centralized virtual location.
It allows all team members to access, view, and collaborate
on project tasks easily. You can use project management software for any of the following:
• Project planning
While it also works for smaller teams, it may be insufficient for
large teams with diverse projects happening concurrently. • Project scheduling
Team productivity can suffer if members cannot collate and link
• Resource allocation and capacity planning
data from different projects.
• Budgeting and monitoring project costs
Integrated project management software
• Project portfolio management
A unified, integrated project management solution works
best for companies with a large project portfolio or different • Business process management
teams for various projects. It provides a centralized database
• Workflow management
of information, digital assets, and workflows that can be accessed
by different team members based on their requirements. • Quality management
• Storing and sharing documentation and project records

Users have permission-based access to data and information
across projects with an intuitive dashboard. Teams can outline • Creating and publishing project reports
task dependencies, track time, schedule tasks, and collaborate
• Tracking the actual time spent on project tasks
using the built-in messaging functionality.
• Analyzing trends and forecasting

Who should use project
management tools?
Anyone that manages projects can benefit from project management
software. Even if you don’t run formal projects or have the title
of “project manager,” project management software can still be useful.
Many companies that don’t run formal projects use software to plan,
organize, track, monitor, and execute their work.
These tools come in many different forms, just like projects themselves.
For instance, some of your plans may be simple processes that only There is intense competition in the instant messaging market.
involve you and another person, while others can take multiple teams Slack, Zoom, Google Hangouts, Skype, Chatter, and Facebook
months (or even years) to complete. Here are three kinds of tools that Messenger dominate the field alongside a growing number
can help manage tasks and teamwork. of mobile-first applications.
A. Real-time instant messaging tool

A tool that allows people to talk or video chat with remote colleagues Further Reading:
in real time is essential for any business. You need to hear your • 5 Best Video Conference & Meeting Apps for Your Team
colleagues in meetings, and it’s even better if you can see them • 3 Video Conference Horror Stories & Tips for Avoiding Them
too (because, as we all know, non-verbal communication is just • The 5 Ws of Virtual Communication
as important in these situations).

C. File-sharing tool
To work collaboratively, you will need a way to share files easily.
You could attach files to emails, but it’s highly discouraged since
it often leads to problems and wasted time. File-sharing tools allow
you to easily save, sync, and share files with your team. Many options
are available, including Box, Dropbox, OneDrive, and Google Drive —
B. Knowledge base tool
all of which integrate directly with Wrike. If you use Wrike, you can
Imagine a place to store your team’s combined wisdom, accessible
easily attach files from these services to your tasks.
by all members via a searchable database. You can accomplish this
with knowledge base tools like internal blogs or wikis (something
Wrike can do very well). These tools enable you to document processes
and record expertise or best practices to share with the team, so
the information is accessible to all.
Further Reading:
• How to Create a Wiki Knowledge Base Using Wrike
• Wrike’s Project Management Features Enhanced with Wiki
• 3 Kinds of Data To Help Avoid Project Management Failure
• Why You Need to Record Your Project Management Lessons
Learned: Tips & Templates

Personal productivity tools Further Reading:
• Amazing Online Productivity Resources for Procrastinators
The average worker is distracted every 11 minutes. It can be challenging
• 5 Reasons Why Your Team Isn’t Getting Stuff Done
to fight off interruptions and focus solely on work, which is why many
• 3 Notorious Productivity Killers and How to Fight Them
turn to helpful productivity tools. Productivity apps can kill alerts
• 50 Productivity Tips to Boost Your Brainpower
and notifications, force you to focus on one browser tab at a time,
• 16 Simple Motivation Tips to Get More Done
drown out the office (or home office) noise around you, and organize
• Should We Have This Meeting?
your work. We’ve listed 10 useful tools here: 10 Free Productivity Apps
• 4 Weird Ways to Trick Yourself into Being Productive
for Getting Things Done.
• 5 Inspiring Productivity Tips from the Book Manage Your Day-to-Day
• Email Management: 10 Clever Tricks to Hit Inbox Zero

However, many organizations find that these tools are not flexible
• Productivity Hacks Turn Procrastination Into Action
enough to suit every type of project. Solely using email and group
messaging for project management leads to lost information,
document versioning issues, and a lack of clarity on prioritization
and task dependencies. Here is where project management
software comes in.
Why use project management

software?
Managing a project without proper software is possible, but it will
increase the risk of errors and inefficiencies in the process. Project
management software allows for ease of visibility and collaboration.

While it is possible to use spreadsheets for project tracking, Here are 15 additional reasons why people choose to use project
it requires a lot of time and effort. Manually updating spreadsheets management software:
increases the risk of errors. For the rest of the team to see
• You can easily create new projects and tasks from old files and templates
the update, the spreadsheet has to be re-saved and re-uploaded
to a central location. • Modifications to existing projects and tasks are automatically updated
on any linked tasks, dependencies, and other variables in real time
Other issues project managers can have with spreadsheets are:
• You can build reports and dashboards to help you visualize
• Multiple versions of the same file existing, leading to confusion over project performance
which is the most accurate and up to date
• There is less risk of losing your progress than with manual
• Trouble syncing information so people can work together in real time tracking methods
• Potential security issues due to spreadsheets being uploaded and • Stakeholders can view real-time progress and reports
downloaded multiple times in multiple places
• Seeing everything in one place gives you a clearer picture of
• Difficulty in recording developments and updates promptly the project’s overall health
• You can set up alerts to notify you of new or overdue tasks

Project management software will help you overcome all these issues.
• Learnings and documentation from previous projects can be stored
in one centralized location
• You can integrate applications like Dropbox, OneDrive, and Google

Drive for increased efficiency
• You can coordinate tasks and automate workflows so team members

know when to begin their work

adopting project management software. It allows you to create,
Further Reading: implement, and manage efficient and optimized processes
• How Spreadsheets Are Costing You Time and Money for your team and business.
• Most Wanted Project Management Software Features:
GetApp Report Here are three of the key benefits of implementing project
• How Successful Teams Use Project Management Software management software:
• Cloud Project Management Software vs. Online File Storage:
What’s the Difference? Centralization

• Why (and How) a Small Business Chooses Project Project management software creates a central workspace
Management Software and knowledge base for your team. Centralization makes it easier
to track tasks and projects, reducing confusion and inaccuracy.
This visibility improves the planning and estimating of future projects.

What are the benefits of project Time logs allow you to review past projects and predict how long
management software? specific tasks will take, helping you to calculate billable hours.
You can also use this information to determine whether potential
projects will be profitable.
Project management software is beneficial for all companies
that manage projects, regardless of organizational size or industry.
Project software also reduces the labor and time required
The software provides project planning and resource management
to track and compile data manually. With manual methods such
capabilities that anyone can use, including businesses that don’t
as spreadsheets, there’s always the risk of human error, delays
run formal projects.
in updates, and having multiple versions of the same file.
With software, you can easily maintain a single source of the truth.
Any company that needs an effective method for estimating, planning,
tracking, delivering, and billing for their services can benefit from

Coordination With cloud-based project management software, virtual teams
Project management software can help teams coordinate tasks and stakeholders can log in to your central workspace from anywhere,
and automate the workflow. It notifies team members when they need at any time. This 24/7 connection enables you to communicate across
to start work, which reduces delays and the need for go-betweens. countries and time zones easily.
Project management software also provides insight into progress, Project management software provides all key parties with instant
roadblocks, and success. The number one benefit of project software access to updates, progress reports, and project notifications no matter
for small businesses is time-tracking. Seeing where every minute goes where they are. Stakeholders will never again have to wait for someone
helps small business owners identify and remove bottlenecks. This to email them a stale report. One centralized hub lets everyone leave
functionality also allows for the early identification of delays and issues. feedback on tasks, eliminating lengthy, hard-to-follow email threads.
Without a centralized base for coordination and knowledge Process standardization

sharing, you and your team can fall victim to misplaced documents, As the number of projects increases, teams have to repeat many
miscommunication, and guesswork around responsibilities activities, workflows, and processes. Project management software
and progress. Project management software ensures that quality helps in automating and standardizing these tasks.
doesn’t suffer and tasks take no longer than necessary.
For example, if a new team member needs to be onboarded, they can
Communication review the software’s workflows and quickly catch up with the team’s
Streamlined communication is one of the most significant benefits way of doing things.
of project management software. Businesses are relying more than
ever on remote teams, contract workers, and freelancers. It’s becoming
increasingly important that companies can effectively communicate
with team members in the office and beyond.

Stakeholders often make project requests in different formats When stakeholders ask budget-related questions, you can use
or from various sources. With versatile project software, teams can the project software to generate customized reports that meet their
standardize the project request form and set up alerts for its receipt. decision-making needs.
Every time a new feature request comes in, it will be automatically sent
to the identified stakeholders and come in a standard format. Pipeline forecasting
Focusing resources on the right tasks is a crucial skill that project
Processes and workflows can be standardized, organized, and stored teams need to master. Successful project managers use pipeline
in a database known as a process management wiki. forecasting to establish and track the flow of project progress,
review, and execution.
Budget management
Wellingtone’s project management report states that 27% of projects Since companies may have a portfolio of projects in progress,
overshoot their defined budgets. So, staying within budgets is a priority they need a clear view of everything from strategy to delivery.
for project teams. A well-defined pipeline outlines the logical steps towards
implementing a project effectively.
One of the top benefits of project management software is its ability
to keep teams updated about project data, resource utilization, With project software, teams get real-time data to optimize resources
milestone progress, and budget. Incorporate project software that across competing projects and review upcoming demands before
allows you to review past project budgets and expenses to make accepting new work requests. They can sequence work based
accurate estimations. Robust project tools also have built-in features on dependencies and priorities.
that send alerts or notifications if a particular task exceeds its
prescribed budget. Your team can forecast risks, identify top-priority projects, and manage
workflows smoothly with project management software.

Industries that benefit most from 2. Construction
Construction projects for roads, rail, buildings, utilities, or other
project management software structures can take weeks, months, or even years to complete. Every
construction team lays down its goals, plans tasks, creates estimates,
A company’s capacity to sustain, grow, and profit depends and controls its costs.
on the efficiency with which it manages its projects. When the number
of projects increases, teams need stable and dependable project All construction projects, such as commercial, residential, or industrial,
management software to help manage them. can benefit from using construction management software.
From IT to marketing, law, and event management, all kinds With a reliable project data source, teams can access accurate
of organizations benefit from using project management software. Let’s information, automate repeatable actions, and work more efficiently.
take a look at a few industries and how project management software
can work for them: 3. IT
While project management benefits most industries, it is
1. Marketing agencies a game changer for IT. IT projects can vary widely in their design,
A versatile project management solution is a key component scope, and scale.
of a marketing agency’s toolkit.
However, every IT project goes through the five common project
Marketing project management helps teams take on every action — stages — initiation, planning, execution, monitoring, and closure. These
including collaborating on digital assets, centralizing communication, are the essential steps required to turn an idea into a finished product.
assigning tasks, or tracking campaign progress.
IT project management software allows teams to use Kanban boards,
Using project management software with personalized dashboards, Gantt charts, customized reports, and personalized dashboards
marketing teams can monitor social channels, get a 360-degree view to manage risk, scope creep, and frequently evolving client needs.
of all campaigns, and track results for each client.

4. Law
Many law firms manage their operations with simple spreadsheets Organizing attendee information, collecting payments, and curating
and physical document management systems. However, not keeping sponsor details becomes a breeze with event software. It can also
up with digital transformation can cost them time and money. be easily integrated with other software for customer relationship
management, marketing automation, payment gateways,
Legal project management solutions help teams organize paperwork, or accounting and finance.
meet business goals, and make their clients happier.
6. Engineering
With all legal data, contracts, and information stored in a centralized Engineering projects can be complex. Teams must adapt to change
database, teams can securely and accurately prepare for vital and stay within defined schedules and budgets, whether they
negotiations, court trials, or company audits. Project management are managing civil, chemical, electrical, mechanical, aerospace,
software can help legal teams streamline their workflows, automate or environmental engineering projects.
tasks, organize legal contracts in one place, and prioritize their work.
Engineering project management software lets teams define project
5. Event management scope and work on milestones in collaboration with other stakeholders.
With the rapid adoption of online events and the return of offline You can optimize your workflows with premade templates for project
conferences, having event management software is a no-brainer schedules, complex projects with phases, and tools such as Gantt charts.
for events professionals.
Project management software helps to plan, organize, and execute Further Reading:
successful events, whether a small, in-person event, a sold-out concert, • How Spreadsheets Are Costing You Time and Money
or a webinar with global attendees. • 5 Most Common Mistakes in Managing Multiple Projects:
Software & Technology
From registration, ticketing, analytics, billing, and floor planning, this • 6 Benefits of Collaborative Work Management
software is designed to support all pre- and post-event activities.

How to select the best project When should you invest in project
management software management software?
There are many types of project management software on the market, It makes sense to invest in project management software when you
but choosing the right one for you and your team is critical. Here see deadlines missed, processes falling apart, and miscommunication
are some questions to ask when assessing project management occurring — but at that point, it may already be too late. After all,
software options: by the time you’ve gotten to that stage, you’re already suffering
the adverse effects.
• Will my team use it?
• Can multiple departments use it? For best results, you should invest in software before it becomes
critical. While it can be difficult to predict when you’re about to
• Does it support transparency and clear communication?
outgrow more rudimentary tools, like spreadsheets, here are three
• Is it flexible? signs that it’s time to invest.
• Can you generate custom reports?

Growth
• Does it easily (and securely) allow for external communication/users? A significant factor in your decision to invest in project software
is the rate of growth your business is currently undergoing. If your
• Does it integrate with other tools we use?
projects and teams are growing in size or number, you will likely need
project management software. Communication gets more difficult
One of the most important things to think about when selecting
as teams grow and disperse geographically. You may also need to adopt
your software is your long-term strategy. Getting your team familiar
new ways of collaborating, such as asynchronous communication,
and comfortable with project management software takes time
which is more difficult without the proper tools.
and resources. You’ll want to make sure you’re choosing one that can
grow and adapt with your team, not limit it.

Project management software is also beneficial when planning to scale Interdependency
your business. If you’re taking on larger, more complex projects, you will In small companies, employees may work individually or in small
need to adopt more robust project management tools. Growing your co-located groups. This changes as businesses get larger and more
business requires the automation of repetitive administrative tasks. diverse, and the complexities and need for collaboration increase.
Without the means to efficiently work as you grow, you’ll needlessly
waste money and effort. Even when your organization is not growing, changes in functional
structures or physical locations can signal the need for project
Processes also get more complicated as you grow, so having a tool management software. Communication and integration become more
to manage all the pieces and stakeholders is vital. You don’t want challenging if you start employing contractors or remote workers.
to miss critical project tasks or overlook any issues — this can be
the difference between a project’s success and failure. An increase in external partnerships with stakeholders such as vendors,
suppliers, and customers may also add complexity to your projects. For
Agility is also essential as your company evolves. It’s natural to need instance, if you undertake a project that requires one subcontractor
to change processes and methodologies, and project management to complete 35% of the work, management and oversight can quickly
software can support you throughout with minimal rework and no loss become difficult without the right software and processes in place.
of historical data.
Efficiency
Without project management software, employees spend more time
doing manual tasks like entering data into spreadsheets. Not only
does this take more time upfront, but it also increases the likelihood
of rework due to errors and misplaced data.

Project management software reduces the need for manual
and repetitive tasks, freeing up your team for more analysis
How much does work
and big-picture planning. This functionality also helps ensure they management software cost?
aren’t overloaded and that people are engaged and happy.
The price of project management software, or work management
After all, people tend to be more fulfilled in their jobs when they’re software as it’s sometimes called, varies. Factors include:
doing something of value, rather than completing small, repetitive
• The software vendor: Costs can vary widely across companies.
tasks over and over. Nobody’s happy when their spreadsheet crashes,
and they lose the report they spent the last three hours poring over. • The software functionality: Not all software solutions come with
the same features. For example, a vendor may offer a basic package
If your team members are struggling more and more with increased as well as a more advanced solution.
workloads and simple tools crumbling under the weight of large
• The size of your business: Project management software costs
and complex files, it’s time to invest in project management software.
vary depending on the number of users and the volume of storage
space required.
Further reading:
Most project management software vendors offer several different
• 6 Questions to Ask When Evaluating the Best Software
packaging options, separated by business size or add-on features.
for Project Management
Check out the top software providers and review their pricing to see
• Use It or Lose It! The Best Project Management Software
which package meets your needs.
Adoption Tips
• Why Your Creative Team Isn’t Using Your Project
Management Software

There are plenty of free project management software options
on the market, but these often come with hidden costs. Many free
Key features when selecting
options do not offer training and support, which means you’ll need a project management software
to spend more on implementing and maintaining the system than you
would with a paid solution. Your team may need a tool with some specific features as they adopt
project management workflows. Here are a few things to look for:
There are also the costs of not having project management software.
• Real-time collaboration: Project management software should
As we talked about in the last section, without project management
allow for real-time collaboration between team members and
software, you’ll increase both the time spent completing tasks
stakeholders. Users should be able to access and make changes
and the chance of errors, which costs you money.
to the system at the same time.
Project management software makes communication • Sharing and storing documents: Your project management
and collaboration effortless. And when you consider that poor software should allow you to store and share documents, providing
collaboration and communication can cost your company up to a knowledge repository for your projects.
$62.4 million per year, even the most expensive project
• Cost management: Your software should help you track and report
management software starts to look very affordable.
costs as well as monitor for potential overruns.
• Reporting: Customizable reports and dashboards allow

Further reading: for real-time reporting. You should be able to filter and format based
• The Hidden Cost of Free Project Management Software on the criteria that are important to you.
• The Costs of Having the Wrong Work Management Technology
• Doing Nothing to Improve Work Management Is Costing You Money

• Ease of use: If the system is too complicated, your team won’t • Controls and governance: While versatility is essential, a system
want to use it. also needs to have sufficient controls and restrictions to ensure data
is secure and approvals are tracked and recorded.
• Template creation: You should be able to create and customize
templates so that you’re not building each project and activity • Integration capability: The software should integrate with other
from scratch. business systems, such as your financial management system.
• Warning flags: The system should trigger alerts or warnings when • Unique calendars: You will want to have calendars that can be
things go off track, such as when an activity is late. changed to reflect your working days and hours and updated
to reflect any shutdown periods or vacations.
• Scheduling: You’ll want a software system that allows you to create
a schedule baseline and monitor your actual schedule against it.
• Time management: Actual time worked will need to be

tracked in the system to monitor progress and manage both
labor costs and resources.
• Resource allocation: You should be able to assign resource roles

(i.e., accountant) and individual people (i.e., John Doe) tasks
in the system.
• Customization: The software should be flexible enough to adapt

to both your organization’s various projects and processes as well
as your team’s way of working.

50 key project management software features
Further Reading:
1. Request forms 26. Rich text
• Most Wanted Project Management Software Features:
2. Work assignment 27. Security
GetApp Report
3. Resource management 28. Reporting
• Greater Visibility with New and Improved Dashboards
4. Time tracking 29. Dashboard
• Create, Find & Use the Right Files Faster with Wrike
5. Scheduling 30. Automation
• So Long, Silos! 5 Tools Marketers Should Centralize via Work
6. Folders 31. Guest review
Management
7. Custom fields 32. File sharing
• GetApp & FinancesOnline Rank Wrike as the Best Project
8. Recurring tasks 33. Task views
Management Software
9. Customizable templates 34. Collaborative editing
10. Gantt charts 35. Digital asset management
11. Kanban board 36. Custom workflows
12. Filters & search 37. Email & chat integrations
13. Live support 38. Customized workspace
14. Free trial 39. Adobe Creative Cloud extension
15. Training resources 40. Dependency management
16. Mobile app
17. Desktop app
41. Digital file markup
42. Proofing & approvals
Conclusion
18. Calendar 43. Tasks & projects
Project management software can provide significant benefits
19. Capacity planning 44. Milestones
and cost savings for your business. If you’re ready to experience all
20. User, role & access management 45. Budget tracking
the advantages of project management software that’s simple yet
21. Activity feed 46. Performance & reliability
powerful, make sure to choose a tool that’s worth your investment.
22. Inbox 47. To-do lists
23. Notifications 48. Task prioritization
24. Comments 49. Version control
25. API 50. Cloud-based storage
Effective project
collaboration tips
for teams
You’ve analyzed the various methodologies, chosen the frameworks most
suited to your project, your team, and your objectives, and found a project
management tool that fits your needs. Throughout the entire project
life cycle, working together with each team member will ensure you all
function as a cohesive unit.
But just because you’ve selected the right people to accomplish the work
doesn’t mean they will always collaborate in the best way. Different work
habits, communication styles, and short-term and long-term goals can
throw your entire team (and the project) off track.
Clarifying the behaviors you want your team to practice and establishing
key values from the beginning starts everyone off on the right foot.
We’ve assembled several best practices for setting up and managing your
project team to encourage collaboration for optimal performance.

The importance of collaboration Using Wrike’s collaborative tools, California technology innovation
company Tactus was able to centralize its product information
in project management and shorten Scrum periods by 80%.
Before we get into building a collaborative team environment, let’s Collaborating with external stakeholders increases innovation
discuss why collaboration is important. Without collaboration, your When you seek feedback from your customers, partners, and vendors —
company will stagnate. It takes a team’s combined ideas and work aka your external stakeholders — and are able to use their feedback
to pull off a complex project, innovate, and come up with products that to improve your product or service, the customer’s actual wants
beat the competition. and needs will better align with your product’s features.
Collaboration is important for two main reasons: Today, companies who try to do everything in-house are limited —
it’s impossible to be good at everything all the time. They need outside
Internal team collaboration increases productivity ideas and feedback to grow. The same goes for your project team.
When internal teams use remote collaboration tools and work When teams work together, they achieve amazing things.
processes that make communication and collaboration more efficient,
they can meet goals faster and produce better quality work. Internal
productivity increases with smoother collaboration. Further Reading:
• 11 Key Business Benefits of Team Collaboration
A study of 1,100 companies carried out by the Institute for Corporate • Why Managers Need to Break Up with Email and Spreadsheets
Productivity (i4cp) and Professor Rob Cross of Babson College

in Massachusetts found companies that promoted collaborative
working were five times more likely to be high-performing.

How to set up a project team So what should you consider when assembling your project team?
• Project needs – Understanding the scope of the project first allows

Now that we’re on the same page about the value of collaboration, let’s you to strategically choose who needs to be on the team.
take a step back and discuss what makes a project team. Merely assigning
• Skill set - Choosing team members who can offer a diverse set
tasks is not the same as building a strong and collaborative team.
of skills is crucial. If your team lacks a certain skill set, a task may not
be completed correctly. Too many people with the same skills can
A project team is a group of people who are all working towards
cause confusion over ownership.
a common goal by bringing valuable and unique skills to the table.
Identifying your project team members, defining your team’s • Capacity - Even if you find the perfect person for a part
identity, and standardizing its operating practices are all critical of your project, if they’re overloaded with work, they can become
to a successful project. a roadblock. Find team members who have availability in their
upcoming project schedules.
• Work styles - Different people have different work styles

and personalities. It’s important to understand how these
differences may affect your team dynamic and embrace them
once the project has started.

What makes a successful • Diversity - Time and time again, studies have shown that diversity
improves performance. A strong project team will include a variety
project team of skill sets and experience and a diversity of race, gender, and
cultural backgrounds.
Your project team can vary depending on the project scope and skills
• Bonding time - Finding time for project team members
needed, but the elements of a successful project team are more or less
to get to know each other and build a rapport grows trust, breaks
consistent across the board.
down barriers, and opens communication lanes. Finding time
• Strong team leadership - Every team needs a leader who can bring for team-building exercises and celebrating victories, no matter how
out the best in their teammates. Understanding each of your team big or small, can go a long way.
members’ individual strengths and knowing how to bring them out
is vital to the success of the team as a whole.
Further Reading:
• Clear goals and purpose - When the roadmap and goals are clear,
• Joelle Kaufman’s Secrets to Leading a Successful Team
it’s much easier for a team to see where they’re going and how their
• 6 Different Team Effectiveness Models
contribution will matter down the road. Encourage them to rally
• How Culture & Collaboration Help Boost Employee Engagement
around your cause with a clear vision.
• Standardized operating procedures - When conflicts arise

or a task needs to be assigned, teams need to know how to take
action. Creating standard processes and workflows, along with
clear roles, eliminates confusion and empowers your team
to blow past roadblocks.

How to make the project kickoff 5. Identify potential risks and bottlenecks: Prepare the team
for potential roadblocks and have a process in place to handle
meeting a success them quickly should they arise.
6. Establish logistics for team communication: What is the best

Before project work formally begins, hold a project kickoff meeting
way to provide status updates? Establish a consistent process
to get everyone on the same page. This is a crucial first step that sets
(such as weekly meetings) and determine the technology needed
the tone for the work that follows. It’s typically the main chance to share
to facilitate it.
the project’s objectives and overall plan with every stakeholder.
7. Choose work process or project management methodology:
Successful kickoff meetings require preparation. Here are eight steps Establish which methodologies and frameworks the team will follow
to make your kickoff meeting a success: to align work styles and expectations.
1. Establish vision and deliverables: Set a common goal for everyone. 8. Decide which tools to use: Ensure everyone has the tools they need
Lay out what needs to be done and when. to accomplish their tasks.
2. Identify team and set roles: Create a list detailing who’s responsible
for which task and include contact info for easy communication.
Further Reading:
3. Develop initial project plan: Present your initial project plan, • 10 Steps to a Kickass Kickoff Meeting
but understand that details may shift during discussions with your • 10 Phrases That Can Ruin Your Project Kickoff Meeting
team at the kickoff. Know how you want to approach the project,
but be flexible.
4. Define metrics for success: How will the project be measured?

What will make it successful? Set expectations and goals early.

Tips for effective team Here are five ways you can help your team build new habits:
•
management Lead by example - Define the habit you want the team to practice,
then do it yourself. Be the role model. Your team will follow your lead
when they see the benefits of this new habit in your daily work.
Now that the project is underway, it’s your job to keep everyone
motivated, on track, and working together. Motivational speaker Brian • Find your early adopters - Get assistance from enthusiastic team
Tracy said it best: successful people are simply those with successful members who can quickly adopt new tools or new behaviors and
habits. Your team’s productivity habits are the magic ingredients for your spread them to the rest of the team.
project’s success. If you have the right team habits in place, your team will
• Use small wins to gain big victories - Small wins can motivate
complete the project on time and collaborate without much friction.
the team to keep going, even though it may seem difficult at first.
Celebrate progress — no matter how small — and encourage team
Even if your team doesn’t have the right work habits now, you can help
members to keep up the good work.
them build new, more productive behaviors. Just remember that
it takes anywhere from 66 days to eight months to cement a new habit. • Motivate your team - Intellectual reasoning won’t work without some
Be sure to proceed with sensitivity — after all, we humans are quite emotional heft behind it. Give your team incentives to practice this
resistant to change. new habit. Make it fun. Turn it into a game. Be creative.
• Blend new habits with old - It’s always easier to transition to new
habits when you piggyback on older, existing behaviors. It makes
the new habit feel more familiar and ensures a more natural
transition. Identify behavior your team is already doing well, and help
them take it to the next level.
Learn more about these tactics to increase team effectiveness in our

free eBook: 5 Strategies for Forming Team Productivity Habits.

How to create a collaborative
work environment
A collaborative work environment isn’t just about having collaborative
tools, processes, and workflows in place. It’s also about striving
for common goals, despite differences in work styles, personal
priorities, or cultural backgrounds. A collaborative work environment
Next Steps: Proceed with sensitivity
should be a safe space where everyone feels supported and able
to voice their opinions.
A word of caution — when people are faced with change,
their reaction pattern mimics that of grief. Your team
As organizations grow and become increasingly dispersed, more
will spiral from denial to anger, confusion, depression,
workers are collaborating across great distances. As a result, cultural
and crisis, before finally settling into acceptance,
intelligence — the ability to embrace different mindsets in challenging
and new confidence. If you’re going to build new team
situations — is becoming more and more important.
habits, the new behavior will take time to develop roots,
so reactions will be varied. Proceed with sensitivity
In order to lead a multi-cultural (and increasingly multi-regional)
and empathy for your team’s concerns while still
team to success, you must be able to bridge cultural differences with
motivating the team to forge better, more productive
sensitivity and sincerity. Here are some best practices:
behavioral patterns. For more on this topic, read our free
eBook: Accelerating Change Management: Getting • Learn about one another: Find time to talk about things that are not
7 Personalities On Board. work or project-related. Ask your teammates about their hobbies,
holidays, weather, entertainment, and so on. Just show an interest —
and remember what they share with you!

• Embrace different learning and communication styles:
Some cultures can be more direct, while others prefer to stay Your next action: Ask questions
in the background until asked for their opinion. Get to know The common themes for working with different cultures
each team member’s preferences, so you can engage with them are respect and knowledge. Respect the different
as effectively as possible. cultures and backgrounds on your team. If you don’t
know something, ask a question to better understand
• Always recap the main points of the meeting: And always make
where your team member is coming from.
sure responsibilities and next steps are crystal clear for each team
member. Besides providing clarity on action items, this also ensures
team members feel included and invested.
• Get everyone involved: Different people have different

communication styles. Just because someone doesn’t speak up
doesn’t mean they don’t have good ideas. Find ways to get feedback
from everyone, even those who may appear more introverted.
Further Reading:
• Incorporate humor (where appropriate): This doesn’t mean you • 4 Collaboration Secrets Guaranteed to Improve Teamwork
should joke about everything all the time, but lightening the mood • 6 Roadblocks to Creative Collaboration and How to Avoid Them
can help people to open up and improve work relationships. Make • 5 Unexpected Ways to Improve Team Collaboration
sure to read your team on this one. Not everyone responds to humor
in the same way.

Project management Try a more effective brainstorming technique
Brainstorming meetings can help spark collaborative thinking and great
collaboration tips and techniques new ideas. But when brainstorming goes wrong, it can discourage team
members from contributing — or even worse, make them feel like their
It can be easy to lose sight of collaboration best practices with opinions aren’t valued.
deadlines looming overhead, but implementing them throughout
the entire project will help optimize team performance. When embarking on a brainstorming session, try these techniques
to make it more effective and empowering:
Make meetings more efficient
• Brainwriting: The team leader shares the topic with the team, and
While meetings can be a valuable time for collaboration, unnecessarily
the team members individually write down their ideas. This creates
long meetings can be a productivity killer. With the global rise
a safe space for everyone to come up with ideas individually before
of remote working, organizing efficient and effective virtual meetings
any discussion begins.
can be especially difficult. When scheduling a meeting, remember
these tips: • Figuring storming: Think about how a person such as your boss,
a famous celebrity, or a successful CEO might handle the situation.
• Lose status update meetings and use a software tool instead
It’s like role-playing, but with a creative problem in mind.
• Only invite people who are absolutely necessary; don’t waste other
• Brain-netting: Create a communal folder in your project
people’s time
management platform where your team members (especially remote
• Create a goal-oriented agenda and stick to it workers) can jot down ideas and share them with the entire team.
• End your meeting by clarifying everyone’s next steps • Rapid ideation: Clarify the ideas and solutions you want your team
to brainstorm. Set a time limit and have your team come up with
as many ideas as possible using whiteboards, sticky notes, or plain
pen and paper.

• Round robin brainstorming: Organise your team members Resolve conflict quickly
in alphabetical order, and have each person offer an idea in turn, Conflicts are inevitable when collaborating on group projects.
while a facilitator records each idea. Discussion starts only after They’re emotional, sometimes dramatic, and often exhausting.
everyone’s had a chance to share. But when conflicts get resolved, they lead to stronger relationships
within the team, a better understanding of how to collaborate,
• Starbursting: Challenge the team to come up with as many
and opportunities for growth.
questions as they can about your topic. Start with the five Ws: who,
what, where, when, and why.
Here are some pointers for resolving conflict quickly:
• Stepladder Technique: Once the topic is shared, everyone leaves
• Keep calm - It’s not always easy to keep your emotions out
the room except two members of the team. These two discuss
of a conflict, but approaching a conflict rationally will help
the topic and their ideas. Then, one new member is added and
in the long run.
will contribute his/her idea before the original two share theirs.
Repeat the process until everyone from the original group • Pay attention to both verbal and nonverbal communication -
is back in the room. What you say matters just as much as what you don’t say. They say
more than half of perceived communication is done nonverbally
through body language.
Further Reading:
• Keep your language and your tone neutral - The intonation
• 7 Techniques for More Effective Brainstorming
of your voice can be just as important as the words you’re speaking.
Remaining neutral can help you get your point across without
ruffling more feathers.

• Avoid threats and accusations - Accusations and threats typically tool, a project management/task management tool, a knowledge
take situations in the opposite direction you want to head. Rather base tool, and a file-sharing tool. One tool that can do all
than escalating the conflict, take a breath and listen to what of the above is even better.
the other person has to say. Understanding their side of the story will
• Encourage engagement everywhere. Line the hallway and meeting
help you see things from their perspective.
rooms with whiteboards and encourage team members to draft plans
• Be generous - Keep in mind that resolving the conflict is more and brainstorm ideas on them. Reward those who contribute.
important for the working relationship — and your team’s ultimate
success — than “winning” the fight. Persuade those in the conflict
to let go of grudges and forgive and forget. Further Reading:
• 5 Mistakes Marketing Teams Make With Collaboration
How to improve collaboration in the workplace

While effective collaboration will ultimately stem from the willingness
of your project team, there are several tips and techniques you can use
to encourage them:
• Build a collaborative work environment. Organize an open work

area away from personal workspaces where team members can meet
Tips for remote collaboration
and work together for the project’s duration. and virtual meetings
• Encourage effective remote collaboration. Have
Remote collaboration is becoming more and more common, and
an always-on video conference system in place so that remote team
is now seen as the norm in thousands of businesses worldwide. Modern
members can be reached any time while they work.
workers and workplaces need to adapt to accommodate remote
• Use tools for sharing. Effective collaboration requires the right tools working and encourage collaboration, no matter where they are or
and technology. At the bare minimum, you will need a real-time chat what time zone they’re in.

Tips for using a collaboration software tool • Create water cooler channels - Creating channels in your
When project managing a distributed team in a variety of locations, communication tools where team members can discuss non-work
a collaboration software (or project management) tool is an effective related topics allows them to get to know each other and be social
way to keep everyone on the same page and all of your project even from afar.
information in one place. However, using a great tool doesn’t magically
• Celebrate small wins - Collaboration tools are a great place to
make collaboration happen. Here are 10 best practices when using
share victories, no matter how big or small. Even a short message
a collaboration software tool:
can go a long way.
• Share proactively - Assign team members to the tasks they need
• Balance the load - You can’t collaborate well if you’re
to be aware of and @mention them in the comments, so they receive
overloaded with work. Use your tool’s visibility and resource
alerts when the ball is in their court.
management features to ensure project tasks are balanced
• Put every project into your collaboration project management among your team members.
tool - Use your tool as a single source of all project-related materials
and notes. This will make the material easy to find for everyone, no
matter when they joined the project. Further Reading:
Remote Work

Tips for better virtual meeting communication Without a doubt, collaboration is important — not just for the success
Communicating with team members is always a bit more challenging of your projects, but for the continued growth of your organization.
when you’re not face-to-face, but new technologies are helping It’s an essential ingredient for day-to-day project work, but more
to make virtual meetings easier. At your next remote meeting, keep importantly, it’s the X factor that defines your organization’s culture
these best practices in mind: and attracts the top performers to your company.
• Always introduce yourself - Never assume everyone knows what

To learn more about virtual collaboration, check out our video.
you sound like or look like. Always tell people who you are and
hopefully others follow suit.
• Have a backup technology to count on - The last thing you want Next Steps
to do is scramble for another conference call line or make everyone Read our eBook about achieving operational
download a new video software. Have a contingency to fall back excellence based on insights from 15,000
on in case your first choice isn’t working. of the world’s leading companies.
• Be clear who you’re speaking to - Avoid repeating yourself by saying

a person’s name before asking something.
• Establish proper etiquette - Guidelines for your calls or video

meetings will make virtual meetings more efficient. You could ask
people to mute themselves when not speaking, or have their camera
turned on while presenting.

Agile Methodology
Basics
Intro
Agile is a project management approach developed as a more flexible
and efficient way to get products to market. The word ‘agile’ refers
to the ability to move quickly and easily. Therefore, an Agile approach
enables project teams to adapt faster and easier compared to other
project methodologies.
Many of today’s projects have more unknowns than a traditional

project management methodology can adequately handle.
This uncertainty makes it challenging to document requirements
and adapt to changes successfully.
This guide will explain the Agile methodology, which projects will
benefit from an Agile approach, and how to implement one effectively.
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What is Agile methodology?
Agile methodology is an approach to project management that
uses four values and 12 principles to organize projects.
The four values of the Agile Manifesto are:
• Individuals and interactions over processes and tools
• Working software over comprehensive documentation Agile has a high level of customer involvement and includes frequent
reviews of progress with both the project team and the customer.
• Customer collaboration over contract negotiation
• Responding to change over following a plan You can run an Agile project using several different frameworks.
Some of the more popular ones include:
The Agile method works in ongoing sprints of project planning
• Scrum
and execution, enabling you to continuously adapt and mature your
plan, scope, and design throughout the project. • Kanban
• Extreme Programming
Agile projects require an iterative approach, which supports
incremental, frequent, and consistent delivery of workable products • DSDM
to your customer or client. This innovative approach ensures your
project team can consistently deliver concrete products without being This video on the Agile methodology further explains the approach,
delayed by changes and evolving requirements. breaking down everything from the core principles to the Agile frameworks.

The history of Agile methodology The 12 Agile principles
Depending on the source, the origins of Agile methodology can be traced The Manifesto for Agile Software Development outlines 12 Agile
back to the 1990s, 1975, or even as early as the 1960s. However, everyone principles that all projects should follow. These are:
agrees that Agile took root with the creation of the Manifesto for Agile
1. Our highest priority is to satisfy the customer through early
Software Development, also known as The Agile Manifesto.
and continuous delivery of valuable software. The first principle
of Agile methodology states that customers should receive project
The Agile Manifesto was originally released in February 2001 to create
deliverables or iterations across regular intervals throughout
a new way of managing software development. A group of leading
the project’s life cycle, rather than just one product delivery
software developers wrote the manifesto on a retreat in Utah, where they
at the end.
had met to discuss industry problems and potential solutions.
2. Welcome changing requirements, even late in development.
This group understood that the software industry needed a better, quicker Agile processes harness change for the customer’s competitive
way to get products to market. Their goal was to develop new methods advantage. The Manifesto’s authors found that, with traditional
for changing a product and project that would not impact the cost project management, it was difficult to accommodate last-minute
or delay the production schedule. change requests. This principle ensures that Agile projects can adapt
to any changes, no matter how late in the game, with minimal delay.
They determined that dividing a project into shorter iterations would allow
3. Deliver working software frequently, from a couple of weeks
for faster development and testing. Reviews (called sprint retrospectives)
to a couple of months, with a preference for shorter timescales.
would take place at the end of every iteration, and changes could then be
Agile projects plan for frequent, short project timelines that allow
made without having to wait for the end product.
for a fast turnaround of workable products. Teams will often break
Agile projects into one to four week-long sprints or project intervals,
The Agile Manifesto was initially drafted as a solution for software
each one ending in the delivery of a product.
development management, but the Agile methodology has since grown
to encompass projects across various industries and businesses.

4. Business people and developers must work together daily 7. Working software is the primary measure of progress.
throughout the project. This Agile principle states that regular The Agile methodology aims to provide complete, working
communication with all stakeholders is critical to the project’s deliverables. This goal should always take priority over any
success. Commonly, this involves a short daily meeting with both additional requirements, such as project documentation.
the project team and any other key stakeholders. Other metrics, such as hours spent or time elapsed, are not
considered as important as delivering working products.
5. Build projects around motivated individuals. Give them
the environment and support they need, and trust them to get 8. Agile processes promote sustainable development. The
the job done. A central concept of the Agile project management sponsors, developers, and users should be able to maintain
methodology is that the right people need to be placed in the right a constant pace indefinitely. According to this principle, Agile
positions and given the autonomy required to do their jobs well. projects should have a consistent pace for each iterative cycle
It’s essential to design a project team based on capabilities rather or sprint within the project. This breakdown should eliminate
than job positions or titles. The project manager’s focus should be the need for overtime or crashing schedules while promoting
on motivating the project team and supporting them, rather than frequent output of workable products. It should also create
micromanaging them. a repeatable cycle that the team can continuously follow
for as long as necessary.
6. The most efficient and effective method of conveying
information to and within a development team is face-to-face 9. Continuous attention to technical excellence and good
conversation. The Agile Manifesto emphasizes the importance design enhances agility. An Agile project’s primary focus
of co-locating teams and stakeholders whenever possible, should be on improving the end product and achieving
as face-to-face communication is more effective than email advancements consistently over time. Each iteration should
or phone. If your team cannot be co-located, video conferencing always improve on the previous one, and the team should
is an option that can still capture the value of non-verbal cues. always be looking to innovate.

10. Simplicity – the art of maximizing the amount of work not
done – is essential. An Agile project aims to get just enough done
The benefits of Agile project
to complete the project and meet the requested specifications. Any management
additional documentation, steps, processes, or work that does not
add value to the customer or enhance the project outputs should be The benefits of Agile project management are many, particularly
avoided or eliminated. for the following organizations and project types:
11. The best architectures, requirements, and designs emerge • Any project that evolves or does not have clear scope and
from self-organizing teams. Agile is based on the belief that you requirements at the start
need motivated, autonomous, and skilled teams to deliver the best
• Organizations that work in a fast-changing environment,
results and products. Teams should be empowered to organize and
such as technology
structure themselves as required. They should have the freedom
to collaborate and innovate as they see fit, without being hampered • Organizations that need to work closely with their customers and
by too much oversight. other external parties throughout the life of the project
12. The team discusses how to become more effective at regular • Companies that emphasize process and product improvement and
intervals, then tunes and adjusts its behavior accordingly. A are constantly looking to innovate
successful, self-motivated team requires a strong focus on advancing
• Projects with many interdependent tasks, where the team needs
their skills and processes to grow and improve. The team should
to work closely and frequently communicate to ensure success
have regular reviews on their performance and outcomes, including
discussions on improving as they move forward. • Companies that need to create a prototype before building the final
project outcome
• Projects that require rapid feedback from stakeholders about each

product iteration before moving on to the next version or draft

Here are the five largest benefits Faster delivery
Agile incorporates a continuous development approach that ensures
of adopting an Agile method: your team is continuously delivering workable products. Instead
of waiting for six to 12 months or longer for an end product, your client
Continuous customer contact is getting a working version of the product at much shorter intervals,
Traditional project management methods generally only had typically every two to four weeks.
the project team in touch with the customer at the start and end
of the project. If customer requirements or expectations were not Lower project risk
captured correctly in the beginning or changed over time, the project Your team is developing versions of the product regularly and getting
team had no idea until it was too late. With Agile, there’s ongoing customer feedback early on, minimizing the risk of a project failing.
contact throughout the entire process and iterative deliveries Breaking a large project into iterations reduces your risk of an iteration
to ensure your team is on track, so the end product will be exactly what or draft failure. You’re more likely to find small problems early that
the customer wants. can be addressed quickly, rather than discovering a large issue
only at the time of final testing before the end delivery. If later you
The ability to adapt encounter a problem or need to cancel the project, you’ll have invested
What if your customer told you halfway through a project that they less time and money.
needed a scope change? Using a traditional approach to project
management, this either couldn’t be accommodated or likely involved Ongoing innovation
significant increases to both the project cost and schedule. With Agile, Agile supports collaboration and continuous improvement, both
you can incorporate changes with minimal effort, no matter how far of which can lead to innovation and the development of new products
along in the project. and features. Co-locating teams and having daily meetings encourages
brainstorming and idea creation. Agile supports an “idea meritocracy”
where the best idea wins out, no matter who it comes from. The project
team, other stakeholders, and the customer can figure out functionality
and features together.

When not to use the Agile project Your project must produce a repeatable deliverable
By definition, a project is “a temporary endeavor with a beginning
management method and an end, and it must be used to create a unique product, service
or result.” But what if a customer asks you to construct five identical
Despite the many benefits of Agile, the methodology is not for every houses, and you decide to create a separate project and team for each
project or organization. But how do you know when not to use one? Using Agile could result in five unique houses rather than five
the Agile project management method? What are the advantages identical ones. One of the disadvantages of Agile is that it’s not
and disadvantages of the Agile methodology? designed for reproducibility.
Here are four times the Agile development methodology isn’t Your stakeholders don’t want Agile
the best option: An Agile project requires continuous contact with your stakeholders.
However, some may not have the time, ability, or desire to dedicate
The outcome of your project is stable and well understood themselves to a project. If the project is considered low value or low risk,
Agile is intended to help reduce the cost of change and uncertainty they may prefer a more traditional approach where you only involve
on a project by breaking it down into iterative project management them at key phases or final delivery.
stages. However, if there’s already very little uncertainty and a low
possibility of change, Agile may not be the most effective approach. Your company cannot support Agile
For instance, if you work in an industry with heavy regulations or where If your company or project team isn’t ready, adopting the Agile
many of the project requirements are already known, you don’t need development cycle can introduce risk to your project.
iterative planning and multiple drafts.

Here are five indicators that your company isn’t ready to use Agile:
Agile vs. Scrum
1. Agile isn’t well understood. If your team and company don’t
have training in Agile or a sound understanding of its principles, The Agile method outlines the best practices for organizing projects
practices, and frameworks, then they’re not ready to use it. based on the four values and 12 Agile software development principles
documented in the Agile Manifesto. You may have seen comparisons
2. Key stakeholders are resistant. Whether it’s your project sponsor
between Scrum and Agile. The definition of Scrum is “a framework
or a key team member, if someone is resisting adopting Agile, then
for project management that emphasizes teamwork, accountability,
you’ll need to resolve the issue before you can successfully adopt
and iterative progress toward a well-defined goal.” Scrum
the methodology.
is a framework that you can use to implement these Agile principles,
3. Your organization cannot support daily collaboration. If there values, and best practices.
are significant barriers to communication and open collaboration
between team members, Agile may not be the best approach. To better understand Agile vs. Scrum, you can think of Scrum
as a guideline for adopting the Agile approach to project management.
4. The company structure cannot support cross-functional teams.
Scrum provides the rules, roles, events, tools, and artifacts necessary
On an Agile project, people from many different operations
for successfully adopting an Agile mindset.
need to meet, communicate, and collaborate throughout
the project’s life. If functions are siloed in your company, this
The main difference between Agile and Scrum is that Agile
might not be realistic.
is the process you want to achieve, and Scrum is a tool for its success.
5. Your organization requires heavy documentation. If your company You will often hear Scrum and Agile used interchangeably, as Scrum
requires extensive documentation and test reports, Agile may is the most popular framework for Agile. However, it’s not the only
be too costly to adopt. One of the 12 Agile principles is to reduce framework you can implement to plan and run an Agile project.
project reports, requirements, and traceability matrices.

Agile vs. Waterfall project Conversely, Agile was created to handle projects where the primary
constraints are not well understood.
management
As discussed earlier, Agile is an iterative, flexible approach to projects.
Agile methodology project management and Waterfall project This method splits a project into stages or “sprints,” allowing
management are two of the more popular methods for organizing it to mature and evolve as you gain more information.
projects. When determining how to plan and run your next project,
you’ll likely start by comparing Agile and Waterfall project management When deciding between Waterfall project management and Agile,
to determine which is more suitable. it should ultimately come down to your end product’s maturity and how
well you understand the project’s outcomes and requirements
Waterfall is a more traditional approach to project management, in the initiation phase.
involving a linear project flow. It’s best for clearly defined projects with
definitive timelines and well-defined deliverables from the outset.
In other words, if your major project constraints are well understood Additional Agile resources
and documented, Waterfall is likely your best option.
Here are some Agile resources that delve further into the Agile
The core principles of Waterfall include: methodology and how to successfully implement it: Agile Guide.
• Gathering all requirements upfront
• Completing all work in structured, sequential, pre-defined phases
• Conducting testing only after product development or

construction is completed

Agile Project
Management Tools &
Techniques
6. There is a lack of skills/experience using Agile methods
Common setbacks to adopting 7. Training and education are insufficient
Agile project development 8. The customer, business, or product owner aren’t available enough
While there are many benefits to adopting Agile project development, 9. Traditional project methods are too entrenched within the company
transitioning to a new project management methodology can be
10. Data and metrics are fragmented, providing an incomplete
challenging. The 2020 State of Agile report found that the most
“big picture”
common setbacks companies face when adopting and scaling Agile
project management techniques are:
Many of the struggles businesses face in implementing Agile
1. There’s a general resistance to change across the organization are the same as those of any broad organizational change.
The setbacks are often not Agile-specific but rather the result
2. There is a lack of leadership participation in Agile
of poor change management.
3. Processes and practices are inconsistent across teams
When considering implementing Agile project management,
4. The organizational culture is at odds with the values of Agile
you must incorporate consistent Agile guidelines and best practices
5. Management support and sponsorship are inadequate of change management.

Change management tips for Your Agile implementation plan should follow the guidelines
and structure of any organizational change implementation plan.
implementing Agile in a Waterfall For instance, before implementing Agile, leadership should inspire
environment change in employees by presenting a compelling vision for the future.

This includes communicating Agile methodology advantages and how
Agile will benefit your people and your business.
When implementing Agile in a Waterfall environment, proper change
management can mean the difference between success and failure.
Communication is key. Before, during, and after implementing
any large change, the management team should consistently
Respondents of the 2019 State of Agile survey provided these five tips
communicate what, when, and why changes are happening and what
for how to implement Agile in an organization:
they mean for employees. It’s also important to share what will be
• Put internal Agile coaches in place to help others learn and staying the same.
implement Agile
For instance, if the organization will use both Waterfall and Agile
• Have strong executive sponsorship for the adoption of Agile
methodologies to suit different projects and customer/business needs,
project management
it’s important to understand which methodology will be used and when.
• Implement company-provided training programs for all employees
who will be involved with or be a stakeholder in Agile projects Strong management support can aid change, but it’s also vital
to provide training and coaching to all impacted employees. Agile
• Promote and enforce consistent practices and processes
experts can help teach your teams the proper applications of Agile
across all Agile teams
methodology for a smooth transition. Plus, it ensures consistent
• Provide standard tools across all teams processes and practices throughout the organization.

Here are five of the best Agile project management books
on the market:
• Agile Project Management QuickStart Guide: A Simplified Beginners

Guide To Agile Project Management
The “Agile Project Management QuickStart Guide” is one of the best
Agile books for those who are new to the subject. This book provides
an excellent overview of what Agile is, how to use it, how to figure
out which framework is best for your project, and more. It also comes
with free lifetime access to guides, checklists, and cheat sheets
If Waterfall methodologies are entrenched in the culture of your
to plan and execute your first Agile project.
company, this can create a general resistance to change that’s not easy
to overcome. In this case, management may need to focus on enforcing • Head First Agile: A Brain-Friendly Guide to Agile Principles, Ideas,
and encouraging Agile practices. and Real-World Practices
“Head First Agile” is a complete guide to Agile, including the most
It’s also essential to capture project data and metrics. If you can show popular Agile frameworks such as Scrum, XP, Lean, and Kanban.
statistics that prove Agile results in greater project performance, it can If you’re studying for your PMI Agile Certified Practitioner
help win over hesitant stakeholders. (PMI-ACP®) exam, this book guarantees 100% coverage
of the exam subject matter. One of the reasons this is one of the best
Agile project management books is its unique format. Head First
The top five Agile books Agile is not text-heavy — rather, it focuses on multi-sensory learning
and cognitive theory to help you grasp new concepts more quickly.
Due to the growing popularity of the Agile methodology, many books
on the subject have been published over the last few years.

• Scrum: A Breathtakingly Brief and Agile Introduction
This Agile project management book is short and to the point.
It’s a pocket-sized guide that you can carry around and refer
to on the go. “Scrum: A Breathtakingly Brief and Agile Introduction”
is a great way to familiarize yourself with the Scrum framework
in under an hour. If you’ve just been thrown into a Scrum project, this
book can help keep you from feeling lost.
• Scrum: The Art of Doing Twice the Work in Half the Time
“Scrum: The Art of Doing Twice the Work in Half the Time”
is considered one of the premier Agile books about Scrum. It also
happens to be created by one of Scrum’s founders. This book covers
Other options for Agile training:
both why Scrum is beneficial and how to embrace the framework. It
While most recognized Agile certification programs (such as
delves deeper into Scrum than many beginner books, providing both
the PMI-ACP) do come at a cost, there are currently two free Agile
an overview and an implementation guide.
certification options.
• Coaching Agile Teams: A Companion for ScrumMasters, Agile
• Scrum Fundamentals Certified by Scrumstudy
Coaches, and Project Managers in Transition
This course is for anyone who wants to learn more about the basics
Most Agile methodology books focus on providing an introduction
of Scrum. It also awards you a free Scrum certification once you’ve
to beginners. What makes this book stand out is its focus on teaching
completed the 40-question, multiple-choice exam.
you how to coach others on Agile. It covers all the important Agile
coach roles, including teacher, mentor, problem-solver, conflict • Agile Scrum Training by Master of Project Academy
navigator, and performance coach. If you’re looking for a resource This is a free online course that provides a brief overview of Agile and
to help you build a self-organized, high-performing team, this may be Scrum. At the end of the 30-minute course, you’ll receive a digital
just what you need. course completion certificate.

Other options for Agile training:
Industries that can benefit from
• edX offers a number of free Agile courses, such as Agile Leadership
Agile project management
Principles. However, while the course is free, if you want to obtain techniques
an instructor-signed certificate with the institution’s logo to verify
completion, it’ll cost you. The Agile methodology is used by a growing number of companies
across all industries. While technology is still the most common industry
• Like edX, udemy also offers many free Agile courses, such as Basics
for Agile, finance, professional services, insurance, government,
of Scrum, Agile and Project Delivery. However, you won’t receive
and many other sectors are also embracing it.
a certificate at the end of the course.
• The Scrum Training Institute gives away a free Scrum certification Numerous companies are adopting the Agile methodology with
to one lucky person every quarter. While this is perhaps one confidence. Organizations are taking rapid strides towards growth
of the best Scrum certifications available, it typically carries a cost even as the world evolves at lightning speed. However, an Agile
of over $1,000 USD. transformation is overdue for many companies. Let’s look at industries
that can significantly benefit from going Agile:
• If you’re looking for Agile certification for beginners, International
Scrum Assembly offers free online training. While its free courses
Construction
can help you prepare for several different Scrum or Agile certificates,
Construction industry projects are perfect for the Agile methodology.
the actual certificates require you to pay a fee.
A typical project life cycle involves design, pre-construction,
procurement, development, and the final post-construction stage.
It is a very linear industry where the next step can be started after
the previous one is completed. Agile construction teams can utilize
Agile for the design and pre-construction phase to create iterative
tasks, adapt to upcoming changes, and deliver value on time.

By including the Agile principle of visualization, teams can eliminate waste, Event planning
avoid loss of time, and immediately respond to emerging issues. Whether you’re planning for a one-time event or a recurring one, there
are many elements to be considered. The Agile methodology enables
Engineering event planning companies to make real-time changes to their plans
Agile project management techniques are a great fit for the traditional and iterate faster to meet deadlines.
engineering sector’s linear and well-defined sequential processes.
Agile’s method of visualizing project tasks helps teams track progress
Different stages in an engineering project span from concept development, and avoid stress due to unnecessary slip-ups.
requirements gathering, system architecture, design and development,
integration, evaluation, testing, and operations and maintenance. Finance
Agile can be an excellent option for finance companies. Apart from
Changes in the engineering industry can be costly. When teams apply Agile helping them automate routine tasks and establish customized internal
tools, they proactively collect customer feedback and incorporate that into workflows, the Agile methodology also eliminates manual errors.
their prototype or minimum viable product (MVP). This helps them deliver
a constant value stream in smaller batch sizes and save on costs. Agile finance teams can also implement emerging technologies, upskill
their employees, and introduce newer ways of working.
Agile has a strong focus on continuous improvement. Teams use Kanban
boards to map their workflows from start to finish — this way, they Agile finance teams can monitor budgets and maintain the focus
spot obstacles before they occur and eliminate any wasteful activities, on profitability by tracking every entry in real time. Since Agile brings
optimizing the entire engineering value chain. together cross-functional teams working in sprints, any issue can be
resolved at the source.

Leading companies that use
Agile methodology
Some of the most well-known companies that use Agile project
management techniques are:
• Amazon: Some form of Agile was present at Amazon as early as 1999,

but it was between 2004 and 2009 that the organization achieved
the widespread adoption of Scrum. It’s now one of the most common
Product development
and well-known examples of Agile project management.
Agile project management tools are a great fit for the dynamic
product development space. • Cisco: Cisco adopted Agile in 2015 to lower defects, reduce
employee overtime, and improve product delivery times.
While traditional product development focuses on building the entire
• Google: Google is one of the best-known companies that use Scrum.
product before launch, Agile emphasizes getting work done in smaller
The company has many applications such as Gmail, Google Maps,
sprints. It shortens timelines and increases productivity while creating
Google Calendar, etc., that all need regular updates. To handle
more autonomy for product teams.
the updating, testing, and release of so many products quickly and
consistently, Google utilized the Scrum framework.
Instead of being told what to build, Agile gives product development
and UX teams a more hands-on approach. Agile requirements • Lego: Lego adopted Agile back in 2015 to improve communication,
are generated in the form of user stories and the entire team decides focus, and productivity. It helped them achieve more accurate
how best they can serve the customer. estimates, reduce paperwork, and become more efficient.

• Netflix: Netflix is a great example of a company that uses
Agile project management to remain innovative and stay
How to choose the best Agile
ahead of the competition. Netflix uses Agile to create television project management tool
shows and movies to quickly and consistently provide content
for all demographics. Agile project management tools are any tools used to manage
and execute an Agile project. In the most basic form, a whiteboard
• Microsoft: Microsoft uses Agile for both small and enterprise-sized
and sticky notes could be considered Agile management tools. The key
projects. The company first implemented a small-scale Agile model
difference between Agile tools and other project management tools
and then scaled and modified it for larger projects and solutions.
is their ability to handle Agile frameworks, such as Kanban and Scrum.
• Spotify: Spotify embraced Agile software development practices
to compete with well-established competitors such as Apple, In other words, Agile tools must be able to support Agile project
Google, and Amazon. management best practices. For instance, if you’re adopting a Scrum
framework, it’s important to select Agile project management software
that can create, update, and share Scrum boards.
The best Agile software will help your team embrace the key pillars
and values of Agile. This means your Agile management software
should increase visibility, communication, and collaboration among
team members and stakeholders. It should also be versatile enough
to change the requirements of your project as needed.

Features to look for in Agile • Do you expect your organization to grow in the next two
to five years? The best Scrum tools should be capable of growing
project management tools with your business.
• How user-friendly is the Agile project tool? What’s the average

When looking for the best Agile project tool, consider whether
user satisfaction rating of the tools you’re considering?
the software will allow you to add new tasks, change resources,
or create a new sprint in an existing project. • How will users access the Agile project tool? Do you need Scrum
project management tools that are accessible from multiple
Don’t forget that both Agile and non-Agile project management locations or mobile devices?
tools should enable you to follow project planning best practices.
• What other tools or systems will your new Agile project management
This means any tool you choose should help you create and maintain
tools need to integrate with? If you have ERP (enterprise resource
project structure, record changes, track and monitor progress, view
planning) software you need your Scrum management tools
trends, and give visibility into your projects’ performance.
to integrate with, it’s essential to check for this compatibility
before purchasing.
When determining which Agile project management tools are
best for your team or organization, here are some other important
Before starting with the Agile methodology, check out the top features
factors to consider:
your Agile project tool should have:
• How many projects will you need your tools to handle at one time?
• Project progress and visualization
• How many people need to be able to use the tool at once? Seeing project progress helps team members know everyone’s
status, including the expected time required for completion. Any
• Will you be managing both Agile and non-Agile projects? Do you
tasks lagging behind their due dates are displayed clearly, so teams
need a tool that can handle both?
can take action to speed up completion.

• Easy collaboration
Composing frequent and time-consuming emails isn’t great
Building your first Agile workflow
for project productivity. See if your Agile software provides you and project plan
with a seamless interface for collaborating with the entire team and
integrates with your team’s favorite messaging app. Once you’ve selected your Agile tools, it’s time to create your first
Agile workflow and project plan.
• Customized reports
Every department tracks various metrics. Therefore, your Agile
It’s easiest to develop a project plan before you create workflows,
project tool should be able to provide customized reports for internal
as the plan will identify which workflows and phases your
teams, senior management, and external stakeholders.
project will need.
• Manage project portfolio
With the number of projects increasing, your Agile project The Agile project plan’s role is similar to that of any traditional
management tools should be able to handle the overall project project plan in many ways. Firstly, an Agile project begins with
portfolio. It should allow project managers to jump into different a pre-planning step where the project vision is both defined
projects seamlessly based on their needs. and documented. This is also where known business and technical
requirements are documented.
• Bug tracking
Every project has issues and bugs. You need a tool that helps you
This phase of basic project planning is also when your project team
identify, evaluate, and resolve them immediately. With a robust issue
members will be assigned. High-level estimates for budget, time,
tracking feature, teams will be able to work on specific issues and
and scope should also be gathered and documented. Your project
resolve them without impacting the entire project.
team will then determine the number of sprints or iterations
required for the project, the length of each sprint, and the expected
deliverable or outcome.

Here’s an Agile project plan example that can be used as a template:
The big difference between Agile and traditional project methodologies

comes after high-level planning is done. For an Agile project, you’ll
plan only the initial sprint in detail, rather than the entire project. Under
Agile, it’s only after each sprint is completed that the next sprint’s details
are planned. This iterative process enables your project team to adapt
each sprint plan based on the previous sprint outcome(s).
The sprint details of your plan should be put into your Agile project Once your project plan is complete, it’s time to set up the proper
management tool. If your software comes with templates, you may be project management workflows within your new Agile project software.
able to use a blank Agile template or a sample Agile project plan to create For instance, if you’ll be using the Scrum framework, you’ll now need
your new project plan. to create your Scrum workflow.

Workflows ensure tasks and activities move through the right people Once created, you can use these workflows, along with a project
at the right time and the work is properly completed and tracked. dashboard, to easily track your overall project progress.
Since Agile best practices recommend an iterative and incremental
approach, your workflows need to accommodate cycles of work.
A standard workflow would often assume a task would move from

“in progress” to “in review” to “complete.” But with Agile project
planning, you may need to exchange tasks between “in progress”
and “in review” several times before they ever get to the “complete”
phase. It’s critical that your software can handle this without losing
visibility of progress.
Here’s an Agile workflow example:

More than a methodology: Stakeholders, including the executive, should support eliminating
needless documentation and reducing paperwork requirements to allow
How to create an Agile team members to spend more time creating project deliverables.
environment • Customer collaboration over contract negotiation. The customer must

be viewed as a teammate, and an open relationship must be formed with
As we discussed in another section, two of the most common setbacks frequent communication. Your company needs to be willing to make
to adopting an Agile methodology are due to the organization’s culture changes to satisfy the customer, even if that means having to amend
being at odds with Agile values or a general resistance to change the original contract.
across the organization.
• Responding to change over following a plan. An Agile environment
requires a willingness to be flexible and adapt quickly to changes.
Therefore, Agile must be viewed not just as a project methodology
If technology requires a change of scope midway through a project,
but also as a holistic approach to projects. Agile impacts the entire
an Agile team will work it into the next sprint, whereas a traditional
organization, even those not directly working on projects. And to be
environment may refuse to adapt.
successful, the overall company environment needs to support
the values and principles of Agile.
The bottom line is that companies with Agile environments typically
accept and promote change, innovation, and process improvement.
The four pillars that any Agile environment needs to support are:
They understand different Agile frameworks and support Agile practices,
• Individuals and interactions over processes and Agile project such as planning in sprints and working collaboratively. These workplaces
management tools. The company must value people over processes support their team members and view engaged employees and customers
and be willing and open to adapt to changing needs. as more important than following documented processes.
• Working software over comprehensive documentation.

The emphasis must be on creating working project deliverables.

Project Management A. What is a project management
Frameworks framework?
A project management framework is a collection of tools, tasks,
• A. What is a project management framework? and processes used to organize and execute a project from initiation
to completion. A framework outlines everything you need to plan,
• B. What do Agile frameworks have in common?
manage, and control your projects successfully.
• C. The Scrum framework
A standard project management framework can be broken down into
• D. Other popular Agile project management methods
three main buckets:
• E. Agile epics defined
1. The project life cycle. A key difference between Waterfall and Agile
• F. Project manager best practices for choosing the right framework
methodologies is that their frameworks include different life cycles. For
• G. Free Agile project management tools instance, the Waterfall framework outlines these five standard phases:
• Initiation
• Planning
• Execution
• Control and monitoring
• Closure
An Agile project framework will likely use a modified life cycle

to represent the flexible and iterative nature of Agile better.

2. Templates, checklists, and other tools. Your project framework What is the difference between a methodology and a framework?
contains the information you need to plan your project effectively,
from recommendations on tasks, activities, and resources to draft A methodology outlines the project management principles, values,
project documents. and best practices to follow, while a framework prescribes a way
to follow them. In other words, a methodology tells you what you want
3. Processes and activities. Each framework will outline specific project to achieve, and a framework focuses on how to achieve it.
processes to follow, so different frameworks work better for different
projects. For instance, daily meetings are a regular activity in many For instance, Lean and Agile principles may tell you that responding
Agile frameworks. to change is vital. However, these methodologies don’t tell you
how to ensure your projects react well to change – this information
The purpose of a project management framework is to provide is outlined in a framework.
a clear and consistent outline for projects – one that ensures reliable
and repeatable execution of projects across teams and throughout
companies. Frameworks document and share best practices
to the benefit of all. They also help organizations and industries create
common standards.
The PMBOK Guide describes a framework as the basic structure

for understanding project management. Project managers choose
the framework that works best for their project or team – we explain
how to select the appropriate framework for your project under
Section F below.

B. What do Agile frameworks C. The Scrum framework
have in common? The Scrum methodology was developed in the 1990s based on a Harvard
Business Review article titled “The New New Product Development
The Agile project methodology is a project management approach
Game.” Most project managers would name Scrum as the most popular
that uses four key pillars and 12 principles to organize projects. Agile
Agile framework.
frameworks are all designed to support the achievement of these
pillars and principles.
As with other Agile frameworks, Scrum entails an iterative approach
to project management. The Scrum methodology prescribes breaking
The Agile process flow stands out from other project management
a project down into sprints that typically only last one to four weeks. Each
approaches due to its emphasis on iterative development, flexibility,
sprint ends with the completion of a workable version or draft of the final
continuous feedback, and valuing people over processes. Therefore,
project deliverable.
Agile frameworks must be built around these core values.
The Scrum approach’s short iterations enable your team to continuously

While each framework has its unique facets, each ensures that you
deliver a working version of the final product.
follow the basics of project management to complete the project
successfully. Agile frameworks are considered lightweight compared
Scrum was initially designed using a software model that follows a set
to traditional frameworks, as they typically focus on keeping
of roles, responsibilities, and meetings. It’s flexible enough to be used
documentation and rules to a minimum. However, every Agile project
for any complex project in any industry but works best when your project
framework must include all critical project processes and phases.
results in a concrete product rather than a service.

Scrum is considered lightweight and flexible but difficult to master, manager’s roles and responsibilities often include the position of Scrum
with three main pillars: master. However, they can delegate this to anyone on the team who’s
a Scrum expert and a strong facilitator.
• Transparency. You must use a common language and
standard definitions. • Development team. The development team is your Scrum project
team. It’s typically self-organized and cross-functional. This team
• Inspection. Scrum “artifacts” and products must be regularly and
includes all the people necessary to design, produce, test, and release
diligently inspected to ensure quality.
the final product.
• Adaptation. Whenever an inspection discovers below-standard
• Scrum team. The Scrum team structure includes your development
quality, the team must make adjustments or corrections as soon
team, Scrum master, and product owner.
as possible.
Scrum also has some unique terminology. The following are key terms
Scrum in Agile requires particular roles and responsibilities,
commonly used in the Scrum framework:
including the following:
• Product backlog. The backlog is a list of tasks and requirements that
• Product owner. The product owner on a project is the person
you must include in the final product. It’s the product owner’s
responsible for representing the customer’s best interest. This person
responsibility to create and manage the backlog.
has the ultimate authority over the final product. The product owner’s
job is to ensure product requirements, functionality, and priorities • Sprint. A sprint is a set time frame for completing each set of tasks
are understood and achieved. from the backlog. Every sprint should be the same length. Two weeks
is typical, but the sprint can be anywhere between one to four weeks,
• Scrum master. The Scrum master is responsible for arranging the daily
depending on the team and project’s needs.
meetings, improving team interactions, and maximizing productivity.
The difference between the project manager and Scrum master • Backlog planning. Backlog planning (sometimes called Agile sprint
is that the latter focuses on being a servant leader. The Agile project planning) refers to determining which tasks on the backlog list you will
include in each sprint.

• Sprint backlog. The portion of the backlog that is assigned to
the current sprint.
D. Other popular Agile project
• Daily Scrum. A Scrum project team meets every day to discuss any
management methods
progress over the last 24 hours, progress expected in the next 24 hours,
While Scrum is one of the most popular Agile project management
and any new problems. These meetings are typically referred to as
methods, it’s certainly not your only option. You may be wondering: what
a Daily Scrum or Daily Stand-Up and generally take about 15 minutes.
is Agile planning, and which framework should I pick? Here are five other
• Retrospective. Each sprint should end with a review meeting called Agile project management methodologies to choose from:
a retrospective. The team reviews their progress so far and discusses
how they can improve in the next sprint. 1. Kanban
Kanban is a simple, visual means of managing projects. Originally
• Scrum board. A Scrum board helps your team see and manage
designed as a scheduling method, Kanban helps teams execute
the sprint backlog. It can be a physical board, such as a whiteboard,
just-in-time (JIT) production by enabling everyone to see both
or a virtual one within a project management tool. The board typically
the project’s progress and what’s coming up next.
has three columns: “To Do,” “In Progress,” and “Done.” As you
complete backlog items, you move them from one column to the next
Kanban focuses on a visualized workflow with tasks broken into small
on the board. This way, everyone can see what they need to do during
pieces. The Kanban framework is similar to Scrum in many ways. Kanban
the current sprint and how the work progresses.
also uses a board to help view and keep track of progress, segmenting
• Artifact. The product backlog, the sprint backlog, and the product tasks into three primary columns: “To Do,” “Doing,” and “Done.”
increment are the three Scrum artifacts within a project. The product However, unlike Scrum, the Kanban board tracks all product work
backlog and sprint backlog represent work still to be done, and without separating it into sprints. Kanban can help identify bottlenecks
the product increment is the portion of the product that the team has and waste, as well as reduce wait time.
already completed during the current sprint.

2. Extreme programming (XP) for every software model feature, making it more documentation-heavy
Extreme programming (XP) is an Agile framework initially designed than other Agile frameworks. Due to its rigorous documentation
for Agile software development projects. Like Scrum, this framework requirements, FDD is better for teams with advanced design
focuses on continuous development and customer delivery and uses and planning abilities.
intervals or sprints.
The FDD framework breaks projects down into five basic,
However, the XP framework is centered on engineering principles repeatable activities:
and includes 12 supporting processes specific to the world of software
• Develop an overall model
development. These are:
• Build a feature list
• Planning game • Refactoring
• Plan by feature
• Small releases • Continuous integration
• Design by feature
• Customer acceptance tests • Collective code ownership
• Build by feature
• Simple design • Coding standards
4. Dynamic Systems Development Method (DSDM)
• Pair programming • Metaphor
The Dynamic Systems Development Method (DSDM) arose from
• Test-driven development • Sustainable pace the need for a common industry framework for rapid software delivery.
Under DSDM, rework is expected, and any development changes
3. Feature-driven development (FDD) that occur must be reversible. Like Scrum, XP, and FDD, the DSDM
Feature-driven development is another software-specific Agile framework breaks projects down into smaller sprints.
framework. This framework aims to create software models every
two weeks. It also requires a separate development and design plan

This framework is based on eight key principles:
Is Lean project management an
• Focus on the business need
Agile framework?
• Deliver on time
While Lean often shows up on Agile frameworks lists, Lean
• Collaborate
development is an entirely separate methodology. Lean and Agile
• Never compromise quality are often grouped because they share many of the same values.
For example, both Lean and Agile emphasize the ability to adapt
• Build incrementally from firm foundations
to change easily.
• Develop iteratively
The main principles of the Lean methodology include:
• Communicate continuously and clearly
• Eliminating waste
• Demonstrate control
• Build quality in
5. Crystal
• Create knowledge
Crystal is a family of Agile methodologies, including Crystal Clear,
Crystal Yellow, Crystal Orange, Crystal Red, and more. Each crystal • Defer commitment
methodology has a unique framework, and the one you choose
• Deliver fast
depends on several project factors, such as your team size, project
priorities, and project criticality. When deciding how to adopt Agile, • Respect people
it’s essential to recognize that different projects require a slightly
• Optimize the whole
different set of policies, practices, and processes based on their
unique characteristics.

E. Agile epics defined Story, epic, and theme are terms that many Agile teams use to help
streamline product backlog discussions and planning. You may have
a requirement in your product backlog that’s too big to assign to one
In Agile project management, epics are “large user stories.”
sprint, but by labeling it as an epic, everyone understands that they need
to break it down before the work can become part of a sprint backlog.
A user story is simply something a user wants – in this case, the results
your customer requested. Ideally, a user story is small enough to fit
Similarly, grouping requirements under themes can help you accomplish
within one project sprint. Say, for example, you were producing a book.
your sprint backlog planning. After all, conditions categorized together
If you could complete each chapter in a sprint, each chapter would
may benefit from being in the same sprint.
become a user story.
Epic project management is all about managing your backlog

But what if a chapter would take eight weeks to complete? The user
in an executable way. It ensures requirements are concise enough to be
story is too large to accomplish within one sprint and is considered
accomplished in a one- to four-week period.
a large user story or an epic.
Two of the benefits of epics are:

There is no exact size guideline for epics. It depends on your team’s
sprint length and project needs. • You can keep track of big, loosely defined ideas in your backlog.
You can note a requirement down as an epic and then refine
Another Agile term it’s important to know is ‘theme.’ A theme it as the project progresses.
is a collection of user stories that are related or easily categorized
• You can establish a hierarchy for your backlog items. The epic stays
together. For instance, if you were planning to build a house, you
in the backlog as the original idea or requirement. The user stories
may choose to group the electrical requirements under one theme
associated with it track the aspects of the product that’ll allow you
and the structural needs under another.
to meet that requirement.

However, teams can get caught up in differentiating between epics Here are seven project management best practices based on
and stories and often put too much effort into estimating, tracking, the Project Management Institute’s Organizational Project
and refining them. Management Maturity Model (OPM3) and Implementing
Organizational Project Management Guide.
Epics are meant to be a useful grouping tool for your backlog, but if they
1. Assess the project size and scope. If it’s a large, lengthy project,
are creating headaches for your team, then you should rethink their use.
it may be difficult to break down into two-week sprints. But
if the range is challenging to define and expected to evolve, Agile
Here’s a video by Knowledge Hut further demonstrating the definition
is likely a better fit than a more traditional framework.
and value of Agile epics.
2. Determine project drivers. It’s vital to understand a project’s
business case and its value to the organization. What benefits does
it provide for your company?
F. Project manager best practices 3. Understand the customer’s key goals, expected outcomes, and
for choosing the right framework priorities for the project.
4. Identify any project drivers, goals, outcomes, and priorities that’ll

With more than six popular Agile project frameworks to choose from,
be impacted by different methodologies. For example, if your goal
how do you know which is the right one for your project?
is to be as cost-effective as possible, a Lean methodology may be
the best fit. If a customer expects in-depth feature documentation,
No one framework will suit all projects, so it’s important to assess
FDD might be the right choice.
individual projects and teams’ needs.
5. Create a list of the potential methodologies that may suit your
project and rank them based on the criteria outlined in the last step.

6. Whichever framework supports most drivers, goals, outcomes, Here are five free Agile project management tools:
and priorities should be your chosen one. If some results are more
• KanbanTool is an online Kanban board. It features Kanban
critical than others, you can prioritize your assessments to ensure
cards, swimlanes, colors, and more to help ensure project
they’re not overlooked. You’ll want to select the framework that
visibility. The basic version of the tool is free for up to two users
provides the best results with the lowest amount of risk.
and two boards.
7. Once you’ve chosen your framework, monitor how it’s working. A
• Pipefy allows you to build and execute Kanban-style workflows.
core concept of Agile is flexibility and adaptability. If the project
It doesn’t offer pre-designed process templates but does give you
methodology you’ve selected isn’t producing your desired results,
the ability to design and customize your workflows. This tool is free
you may need to modify or even change your framework.
for teams of up to five people.
• Wrike is a cloud-based project management tool capable

of supporting both Agile and more traditional project
G. Free Agile project management frameworks. Wrike offers a basic version for free
management tools for up to five team members.
• Yodiz is an all-in-one Agile platform that enables you to customize

Anything you use to manage an Agile project is an Agile project fields, board layouts, board colors, and more. It’s free for up
management tool. Whiteboards and sticky notes are two of the more to three users.
basic options, but many sophisticated digital tools can handle Agile
• Zoho Sprints is a cloud-based tool for Agile teams. It offers
frameworks like Scrum and Kanban.
a variety of Agile project management features, including Scrum
boards. The software is free for up to five projects and five users.

Project management training
Where can you get the training you need to understand project
management? Below, you’ll find links to articles on online courses,
certifications, and degrees related to the field.
• Blog Post: 20 Online Training Resources for Project Managers
• Article: Training & Development from the Project

Management Institute
• Webinar: Project Management Training on Lynda.com
Project management • Blog Post: Getting a Master’s Degree in Project Management:

To Do or Not To Do
resources and training • Webinar: Change Management: Unpacked
The landscape of project management is constantly shifting, with new

technologies and methodologies emerging all the time, which can Project management books
make it confusing for newcomers.
Need to learn a new skill quickly? Time to get reading. Here are some
We’ve collected links to resources to help you access the best training, links to books about management and business that can help you dive
the most useful books, and the wisdom of leaders. deeper into the science and art of leading a project to success.

• Blog Post: Project Management Basics: 6 Steps to • Blog Post: How to Improve the Change Management Process for 7 Key
a Foolproof Project Plan Personality Types
• Ebook: Top Project Management Methodologies & Frameworks • Blog Post: 6 Different Team Effectiveness Models
for Successful Teams
• Blog Post: How to Walk the Tightrope Between
• Infographic: Don’t Forget These 10 Project Management Consistency and Growth
Best Practices
• Blog Post: How to Overcome Fear of Failure & Adopt
• Article: Project Management Books: 20 Best Books a True Growth Mindset
For Project Managers
• Video: Where Automation Helps and Where It Hurts
• Blog Post: 15 Books Every Manager Should Read
• Video: Let’s Rethink Employee Appreciation
• Blog Post: 5 Best Project Management Books for Beginners
• Infographic: 15 Project Management Quotes to Live By
and Accidental Project Managers
• Infographic: 31 Quotes About Launching a Startup
Leadership inspiration Your ongoing education in project management is now in your hands.
With the resources listed on this page and the contents of this Project
Ready to learn more about how to manage a complex startup or project Management Guide, you have everything you need to get going.
successfully? Need to hire a great team? Want to prove you’re a worthy
leader, or just further develop your leadership and management skills? If you still need some guidance on technical terms and concepts, the last
Skip the extra Googling and read these articles: two sections of this guide contain a glossary of project management
terms. Read on!

Glossary B
Baseline
A The original cost and schedule set for a project. The baseline helps
determine how far the team has deviated from the original plan. Based
Actual Cost of Work Performed (ACWP) on this knowledge, you’ll be able to estimate more accurately the time
The actual cost of work done, compared to what was budgeted and resources your team needs to complete the next project.
in the Budgeted Cost of Work Performed (BCWP).
Benefits Realization
Adaptive Project Framework (APF) A PM methodology that focuses on whether your deliverable gives
A project management methodology that grew from the idea that the customer the benefit they expect. This methodology ensures you
most IT projects can’t be managed using traditional PM methods. Work deliver real value to customers and stakeholders.
is done in stages and evaluated after each one.
Budget
Agile A general list of planned expenses.
A project management methodology characterized by building
products using short cycles of work that allow for rapid production Budgeted Cost of Work Performed (BCWP)
and constant revision. Measures the budgeted cost of actual work done. Not to be confused
with the Budgeted Cost of Work Scheduled (BCWS).
Allocation
The act of assigning available resources. Budgeted Cost of Work Scheduled (BCWS)
The approved budget allocated to complete a project deliverable
(or Work Breakdown Structure) within a specific time period.

Burn down chart Critical Chain Project Management (CCPM)
An X-Y axis graph that shows the number of tasks that need A PM methodology that focuses on resources by building a project
to be completed (on the vertical axis) versus the time remaining schedule and identifying the most crucial tasks.
(on the horizontal axis). These charts are often used in Scrum.
Critical Path Method (CPM)
Business Process Modeling (BPM) A method used to model projects that uses all tasks, time estimates,
The analysis of an organization’s business processes in order to improve dependencies, and final deliverables to calculate the optimal project
and optimize procedures. timeline. CPM was developed by the private sector in the 1950s. The
US Navy has its own version, PERT.
C
D
Change management
An area of management that looks at organizational change. The Deliverable
goal is to efficiently manage change so that the negative impact A product produced as a result of a project. A deliverable can be
on the infrastructure or budget is negligible. a physical product, a file, or software.
Constraint Dependency
The limitations of your project, including cost, human resources, time A condition where a task or milestone relies on other tasks to be
limits, quality, and potential ROI. completed (or started) before it can be performed.
Cost overrun
An excess cost that is above budget.

E F
Earned Value Management (EVM) Float
A way to measure project progress using scope, schedule, and cost. Also known as “slack,” this is the amount of time you can potentially
spend on a task before it affects the project timeline. Float is the extra
Event chain diagram cushioning protecting important deadlines. Note that items on your
A visual representation of how project events interact, typically used critical path will have “zero free float” — if you want to maintain your
in event chain methodology (ECM). schedule, they cannot be delayed.
Event Chain Methodology (ECM)

A PM methodology built on the concept that potential risks often lie G
outside the project’s scope. It’s important to prepare for these risks
and plan what to do if they occur. Gantt chart
This horizontal bar chart devised by Henry Gantt at the turn of the 20th
Extreme Programming (XP) century has been used by project managers worldwide to visualize
A PM methodology designed to improve the quality of software project schedules. It includes all of a project’s tasks, milestones,
and the development team’s ability to adapt to customer needs. and deadlines, and illustrates task dependencies.
Work is done in short cycles (AKA sprints) with frequent iterations
and constant collaboration with stakeholders. Goal
An objective or milestone set by an individual or organization.
Extreme Project Management (XPM)
A PM methodology where the project plan, budget, and final Goal setting
deliverable can be changed to fit evolving needs, no matter how far The act of creating objectives that are specific, measurable,
along the project is. and time-bound.

K
Kanban
A visual approach to project management where teams create physical
representations of their tasks, often using sticky notes on whiteboards
(or online apps). Tasks are moved through predetermined stages
H to track progress and identify common roadblocks.
HERMES Key Performance Indicator (KPI)

A less popular PM methodology created by the Swiss government Measurable indicators of where your project stands, determined before
to manage software projects. project work begins. Did we hit 10,000 page views today? Can we make
50 sales calls this week? Have we doubled revenue? It’s helpful to use
KPIs to navigate the project path and, if needed, get back on course.
I
Kickoff meeting
Iteration The initial meeting for a new project during which a project
A variation or improvement on the original. manager lays out all the goals, plans, and expectations for the team
and its stakeholders.
Iterative development
A process where instead of pouring resources into one final deliverable
(as in the Waterfall method), work is done in a series of smaller stages
to keep the project moving.

L P
Lean PDU (Professional Development Unit)
Also known as “lean manufacturing” or “lean production,” this PM A continuing education unit. To maintain certification as a Project
methodology focuses on streamlining and cutting waste. The goal Management Professional (PMP), you will need ongoing professional
is to do more with less and deliver value to the customer using less development measured in PDUs.
manpower, money, and time.
PERT (Program Evaluation and Review Technique)
Lean Six Sigma A statistical tool for visualizing a project’s schedule and the sequence
Combining the minimalist approach of Lean (“no waste!”) or critical path of tasks that must be completed on time for the project
and the quality improvement goals of Six Sigma (“zero defects!”), Lean to meet its deadline. Developed by the US Navy in the 1950s, the private
Six Sigma focuses on eliminating waste and defects so that projects sector had its own version called critical path method (CPM).
are more efficient, cost-effective, and reflective of customers’ needs.
PRINCE2 (Projects In Controlled Environments)
A PM methodology for managing projects characterized
M by a product-based planning approach. Especially popular with the UK
government, it gives teams greater control of resources and the ability
Management to manage risk effectively.
The act of marshaling people and resources to accomplish a set
of objectives. PRiSM (Projects Integrating Sustainable Methods)
A project management methodology that aims to complete projects
while reducing a company’s negative environmental and social impact.
It is, quite literally, green project management.

Process-based project management Project portfolio
A PM methodology that aligns project objectives with A suite of an organization’s best projects and a repeatable process
a company’s stated mission and corporate values. to execute future projects.
Project management Project Portfolio Management (PPM)

The act of managing all aspects of a project, from teams A method used by organizations to ensure that all projects align with
to tasks to tools. the overall business objectives.
Project Management Body of Knowledge (PMBOK) Project team

Overseen by the Project Management Institute, this book collects The group of people who work with a project manager to execute
the standard terminology and guidelines for project management. a project plan.
Project Management Professional (PMP)

A certified practitioner of project management. Certification is offered R
through the Project Management Institute.
RASCI chart
Project manager A tool used at the initiation phase of a project that details the roles
The professional in charge of planning and executing a project of the project team. RASCI stands for Responsible (those doing
and leading a project team. the work), Accountable (the person ensuring the work is done),
Sign-Off (those who will approve the work), Consulted (those whose
Project plan input is needed), and Informed (those who must receive status
A formal document outlining the details of a project, including its updates). It’s also known as a Responsibility Assignment Matrix (RAM),
scope, objectives, budget, and criteria for success. The project plan Linear Responsibility Chart (LRC), ARCI matrix, or RACI matrix.
is approved before any work is started.

Resources Scope creep
Anything and everything needed to complete a task, including people, A project’s scope can change over time, pushing the boundaries
tools, money, time, and facilities. of the original parameters. When scope creep occurs, you risk
overspending or missing deadlines. Update your budget, schedule,
Risk management and resources regularly to eliminate scope creep before it can cause
The process used to plan for and minimize risks that may derail a project. problems.
Risk register Scrum

A document used to analyze the different risks facing a project and plan A PM methodology in which a small team is led by a Scrum master,
the appropriate response. whose main job is to clear away all obstacles to completing work.
Work is done in short cycles called sprints, but the team meets daily
to discuss current tasks and roadblocks.
S
Six Sigma
Scope A statistics-based methodology that seeks to improve the quality
Scope is the information that defines a project’s parameters. How will of a process by getting the number of defects or bugs as close to
we fund it? What are our milestones, and how will we define success? zero as possible.
Documenting your project scope should be a part of your planning
process. Controlling it becomes the challenge once you begin. Stakeholders
Anyone with an interest in the project’s success, including your boss,
customers, team, investors, etc.

W
Waterfall
Waterfall is possibly the oldest project management methodology.
In Waterfall, one task must be completed before the next one
begins, in a connected sequence of tasks that produce the final
project deliverable.
What-If Scenario Analysis (WISA)

WISA anticipates many different possible project outcomes and creates
solutions before they occur. Examples include a delayed deliverable,
going over budget, or a change in available resources. By preparing
for those “what-if” situations, you will be able to react quickly.
Work Breakdown Structure (WBS)

T A hierarchical tree structure that breaks down a project into
smaller deliverables.
Task
An individual unit of work.
Timeline
A graphical representation of a sequence of events.

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Project Management Guide

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3 Introduction 55 Agile Methodology Basics

4 Project Management Basics 64 Agile Project Management

10 Project Management Methodologies 77 Project Management Frameworks

20 Project Life Cycle 87 Resources

25 Project Management Software 89 Glossary

42 Team Collaboration Tips

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Project management can be defined as the process of creating,

We’ve put together our project management guide to introduce you

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• Stakeholders: Who are the major players who have an interest

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• Top-Down and Bottom-Up Project Management

• 7 Stakeholders to Consult Before Starting a New Project

• 10 Steps to a Kickass Kickoff Meeting

• How 5 PM Experts Create a Fail-Safe Project Management Plan

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• Engaging stakeholders: Stakeholders play a large role in your

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• Certified Project Manager (IAPM)

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Project management methodologies are essentially different ways

If you’re looking for a quick visual guide to popular methodologies,

Here, we look at some of the top project management methodologies,

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method for projects that result in physical objects (buildings,

Critical path method (CPM)

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Project objectives are made clear by the customer (internal or external),

Agile project management methodology

• Should Your Business Go Agile?

• Join the Agile Marketing Revolution!

The Agile Manifesto of Software Development put forth

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• Customer’s Tip of the Day: How to Make the Management of Your

Freelance Staff More Efficient

• Scrum in Marketing: Making Enterprises Adaptive

• Scrum in Wrike: Making Software Development More Agile

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• Startups Should Lean on Lean Project Management

• The 7 Wastes That Cripple Knowledge Workers

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quite literally, green project management.

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• Initiating The 10 project management knowledge areas of PMBOK

• Project cost management: Processes regarding budgets, funding,

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• Project procurement management: Processes for planning,

to continuous performance improvement. • Top Project Management Methodologies & Frameworks

for Successful Teams

• Project scope management: Processes managing the scope

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• If it’s a physical object, such as a building or a household product with

• If environmental sustainability is a core value of your organization and

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• The initiation phase

• The planning phase

• The execution phase

• The controlling and monitoring phase