Taking a project from inception to success isn’t a small task. Using project management tools can be a tremendous asset to ensure your project is completed effectively.
This article will unpack waterfall project management, discussing its benefits, drawbacks, and how it compares to other project management tools.
What is waterfall project management?
Waterfall project management is an approach where each project phase is completed before moving on to the next one. It follows a rigid and structured process with well-defined steps, with little or no room for changes or flexibility once a phase has been completed.
For example, when using waterfall project management, teams break their project into specific steps that must be completed before moving on to the next step.
First, they gather all the requirements at the beginning. Then, they use this information to create a detailed project plan. Each phase of this plan flows into the next, hence the “waterfall” name.
An essential aspect of waterfall project management is that you can’t go back and tweak the building’s foundation when you’re several steps down in the process. You must do everything right the first time and check to ensure you’re hitting the right marks, so strategic planning is a must.
If you have developed and optimized your processes, you’ll find that everything flows as it should.
Try waterfall project management for yourself. Get MindManager® and take your projects to the next level!
What is a waterfall project management tool?
A waterfall project management tool is a software or application that helps teams and project managers plan, organize, and track their project progress using the waterfall methodology.
The waterfall methodology is a linear approach to project management where each phase is completed before moving on to the next phase.
The tool includes features such as project scheduling, task management, resource allocation, progress tracking, and milestone tracking.
It allows teams to break down the project into distinct phases, set deadlines for each phase, assign tasks to team members, and monitor the project’s progress.
Popular waterfall project management software includes MindManager, Asana, Monday.com, and Trello.
What to look for in a waterfall project management tool
When it comes to managing projects using the waterfall methodology, having the right project management tool can greatly improve efficiency and ensure successful delivery.
With the various options available, it’s important to understand the key features, functionality, and integrations needed in a waterfall project management tool.
Let’s explore these essential elements and their importance:
Task management
Task management is a major feature that any waterfall project management tool should have. It allows users to create, assign, and track tasks, ensuring each team member knows what needs to be done and when.
Effective task management increases transparency and accountability throughout the project lifecycle, bettering communication and timely completion of tasks.
Gantt chart
A Gantt chart is a visual representation of project tasks and their dependencies. It provides a clear overview of the project timeline, milestones, and critical path.
This feature is crucial in waterfall project management tools, allowing project managers to plan and schedule tasks step-by-step. With a Gantt chart, project teams can visualize the project’s progress, identify issues, and make necessary adjustments to meet deadlines.
Resource management
Effective resource management is vital for the successful execution of waterfall projects. A project management tool should offer resource allocation and tracking capabilities, allowing project managers to assign resources to tasks.
Documentation and collaboration
Waterfall projects often involve extensive documentation, including project plans, requirements documents, and design specifications. A project management tool should provide a centralized repository for storing and sharing these documents.
Reporting and analytics
Having access to real-time project data and metrics is crucial for informed decision-making. A waterfall project management tool should offer comprehensive reporting and analytics capabilities, allowing project managers to monitor project progress and identify potential risks.
Integration capabilities
No project exists in isolation, and a project management tool should have integration capabilities with other essential tools and software. Integration with popular applications like Slack, Jira, or Microsoft Teams allows seamless communication and data sharing, eliminating silos, and streamlining workflows.
Types of waterfall project management tool
Managing a project involves many different components. The guide below will help you narrow down the required capabilities to find the best products for your specific team and budget.
1. Communication tools
The key to every successful project is good communication. Many projects will involve your immediate team and outside help, such as subcontractors or colleagues from other departments.
To keep everyone on the same page, ensure you have access to tools that will keep everyone connected throughout the project. Chat tools, like Slack, are often a great option. You can organize your channels within the app to only include the people involved in the current discussion.
Having a video chat tool for meetings is also a good idea. Emails and phone calls are useful, but they can also make discussions more complicated than they need to be.
2. Collaboration tools
Customer requirements are at the core of the waterfall model. Once you’ve gathered your client’s expectations for the product, you’ll use these requirements to guide the rest of the project.
No matter how involved they are with the project, every team member will need access to this documentation. You could share individual files with everyone who joins the team, but that is more work and hassle than necessary.
Instead, use any of the large number of collaboration tools that are available.
Google Drive, for example, makes storing and accessing shared files easy. You could also use something like Dropbox or Microsoft Teams.
Along with guaranteeing shared access, these tools allow everyone to share their thoughts and questions about the materials in a collaborative space. Your team will be able to get more done as they work together to create excellence.
3. Note-taking tools
Speaking of customer requirements, you need to have documentation tools when following the waterfall methodology. These notes will direct everything you do, so you need to store this information in a way that works for your team.
Some may prefer to use word processing tools like Microsoft Word or Google Docs. Depending on the project and group, spreadsheets might be a better option. You can also use Evernote, OneNote, or any note-taking software options available.
Once you’ve gathered your requirements, you can also use whiteboards, presentations, and other tools to focus on specific sets of information at a time.
4. Work-specific tools
Of course, to create and maintain the product, you need access to the tools you’ll need to develop it. You know what you need, so this is a reminder to gather your resources before the project begins.
5. Testing tools
Testing is one of the main phases of the waterfall methodology. Before you present the product to the customer, you must confirm that it does what it’s supposed to do to the standards you set.
The tools you need for testing will vary by industry and product. When choosing your resources, ensure you have tools to test the product’s functionality.
You will also need access to early users who can test its purpose. For example, if you’re creating an app, you can use beta testers to find bugs you may have missed.
You also need to measure your product’s compliance with any relevant regulations. These tools are the only way to complete the waterfall project management method, so prioritize them.
6. Planning tools
This category of tools might be at the bottom of the list, but it’s the most important type of resource you need. Your project plan is the only way to successfully complete a product using the waterfall method.
This plan includes everyone’s roles, what needs to be done, and your timeline. Without a solid plan, your project will quickly fall apart.
Creating a good project plan starts with finding the right planning tools. You’ll need an option that visualizes your tasks and timelines, organizes the team, and prepares you for potential issues.
Top 5 waterfall project management tools for 2024
If you’re a project manager looking for the best tools to streamline your workflow and increase productivity in 2024, you’re in the right place.
Let’s explore the top five waterfall project management tools to help you efficiently manage your projects and meet your goals.
Tool 1 – MindManager
Project management using the waterfall method requires numerous tools. The last thing you need is a project planning tool that requires support from numerous additional resources.
MindManager minimizes the number of tools you need by offering the capabilities you need within one resource. You can do everything from brainstorming to creating the plan itself within the solution.
The mind mapping tool is also made for collaborative work. You can easily share your Gantt chart and project plan with the entire team. Easily store, share, and retrieve files within the chart, adding the relevant customer requirements to the tasks and necessary steps.
Best of all, the tool offers a vast library of templates ready for customization and use. Once you find the chart you need, you can adjust it to meet your needs. You can also save your visualizations to use for future projects.
When using the waterfall project management methodology, preparation is key. The tools included in this guide will give your team the resources they need to do amazing work.
Tool 2 – Microsoft Project
Microsoft Project is a project management software that allows users to plan, track, and manage projects effectively. It provides features like Gantt charts, resource management, team collaboration, and budgeting.
This software is useful for waterfall project management as it offers a structured approach to planning and scheduling tasks, ensuring that projects are executed efficiently and on time.
Tool 3 – JIRA
JIRA is a project management tool specifically designed for agile development teams, but it can also be effective for waterfall project management. It provides features like task tracking, issue management, and team collaboration.
JIRA can be used for waterfall project management as it facilitates better communication and coordination among team members. This allows for seamless tracking and resolution of project tasks and issues.
Tool 4 – Asana
Asana is a popular project management software that offers a wide range of features for planning, organizing, and tracking projects. It provides task management, team collaboration, and project reporting capabilities.
In terms of waterfall project management, Asana works well because it allows users to break down projects into tasks, assign responsibilities, and set due dates. This ensures that project milestones are met, and progress is monitored effectively.
Tool 5 – Trello
Trello is a visual project management tool that uses boards, lists, and cards to organize and prioritize tasks. It provides a simple and intuitive interface for managing projects.
Trello is useful when exploring waterfall project management because it allows teams to create boards for different project phases. It also allows users to track progress and collaborate seamlessly on tasks, ensuring that projects stay on track and deadlines are met.
How to create a waterfall project plan template in 4 steps
Waterfall project planning is easy once you understand how they work. Let’s discuss the best ways to create your waterfall project plan template:
- Start with a team brainstorming session. Create a mind map to visualize and explore the client requirements, project needs, and anticipated timeline.
- Use this information to develop a full breakdown of the work you will need to accomplish. This should include all of the major components and the specific tasks you will complete to bring these elements together.
- Outline your timeline and budget in more detail using what you know about the work involved. Your schedule should include milestone dates for tasks, notes about who will be involved when, and what your end date will be.
You can list the tools you need, any outside vendors you will need to hire, and additional expenses in your budget. Your team should all be contributing to the timeline and resource lists.
- Assign the tasks in your breakdown to each of your team members. Make sure everyone understands the expectations and has access to the requirements documentation before work begins.
By the end of this session, you should have a clear picture of the project. Though this may seem like a lot of work at the beginning of the project, it sets the foundation for the work you will do throughout.
A solid plan ensures smooth sailing as the product develops. It also limits the time it takes to manage and oversee the individual components.
Once you have a clear path to complete your project, you can create a Gantt chart within MindManager. This visual tool is perfect for projects following the waterfall methodology.
You can design your sequential, linear process, and add all the milestones and steps your team just developed. Using your Gantt chart as a guide, your project will progress as planned.
Try waterfall project management for yourself. Get MindManager® and take your projects to the next level!
