Project management is a discipline that readily lends itself to analogy. It’s like putting together a jigsaw puzzle, making sure all the pieces are in their correct places. Or like leading an orchestra, making sure that all the instruments are playing their correct notes, in conjunction with the rest of the symphony, to make beautiful music. Or, in the case of Waterfall PM, it’s like water flowing down a set course, each step predicted by the prior one.

Because of its predictable, sequential order, Waterfall is an incredibly powerful tool for managing the programs and projects for which it is best suited. This post will explore how Waterfall works to better understand when this project management approach works best.

Five Phases, Three Critical Considerations

We explored Waterfall in our Project Management 101 post and promised to go into more detail here. Originating in the building and construction trades, Waterfall has since been extended to all sorts of projects, including software engineering. It is a legacy approach to project management that breaks the project down into several distinct phases that, for the most part, do not overlap. Generally, these phases break down into a recognizable project sequence

1. Project Initiation
2. Planning
3. Execution
4. Monitoring and Controlling
5. Project Closeout

The PM must consider three critical elements – scope, time, and cost – throughout all phases. These are essential because they form a “quality triangle” or triad: a change in one necessitates a change in another unless you are willing to sacrifice quality. In other words, if you want something done faster, it might either be more costly or less comprehensive or both. If you want it done thoroughly, that could require more time and more cost.

Phase One: Project Initiation

During the Project Initiation phase, the project manager (PM) works to define the project by:

• Developing a charter – a raison d’etre for the project
• Identifying stakeholders – the internal and/or external constituents whom the project is intended to serve or those who will need to be consulted to make the planning, and the project itself, a success
• Determining scope – What are the (high-level) requirements? What are the goals and objectives? What will the project produce?
• Establishing roles and responsibilities – who will be involved in the project management and what will be their broadly defined tasks
• Kicking off the project – communicating publicly or internally about the commencement of the project, with general expectations of timing

Phase Two: Planning

In the Planning phase, the PM works with stakeholders to plan out all the work, including:

• Confirming scope, schedule, and budget – the triad of critical elements. What is the cost of the materials you will need? How much will the labor cost? What is the total cost?
• Building the team – the folks responsible for completing project work
• Developing a project schedule – How long will each task take? How long will the project take?
• Identifying risks and planning ways to address them – attempting to get ahead of trouble before it starts so that the Waterfall can flow smoothly
• Planning project communications – how will stakeholders connect with one another? How will external entities be informed about the project’s progression?

Phase Three: Execution

During the Execution phase, the project manager works with the team to carry out the plan and complete the work by:

• Completing activities and tasks
• Producing deliverables
• Communicating with stakeholders
• Tracking progress
• Monitoring milestones

Phases Four and Five: Monitoring, Controlling, and Project Closeout

Throughout the Monitoring and Controlling phase, the PM is involved in evaluating whether:

• The project is on target with time, cost, and scope
• Communications have gone out as planned
• Stakeholders are participating and engaged
• The final product is within expected levels of quality
• Risk response plans are being implemented and managed
• Issues are being addressed

Finally, during the Project Closeout phase, the executive team, in concert with the PM:

• Finalizes all documentation
• Determines lessons learned and best practices
• Releases the team and any other resources that were assigned to the project
• Hands off the final product

When Does Waterfall Project Management Work Best?

Waterfall project management tends to involve a lot of upfront activity and involvement by all business units. Once the sequence is set in motion, the phases flow, one after the other, like water over a dam. If the sequence gets interrupted because of an unexpected variable (particularly one of scope, time, or cost), the process often needs to start all over again. Subsequent activities are typically impacted.

But if the project goes as planned, Waterfall PM makes for a smooth transition from one phase to the next, requiring minimal intervention, especially at the executive level once it gets going. It allows for a “black box moment,” when many players can take a deep breath and focus on other tasks while the project flows on.

For these reasons, Waterfall works wonderfully when you are familiar with the type of project, the scope is known in advance, and you do not expect many changes. Such projects might include migrating data to a new agency or building a program that duplicates another you’ve already built. Short-term, narrow-range efforts such as planning a special event or launching an already developed product may also lend themselves to a Waterfall approach.

Waterfall Works Best When You Have the Best Support

Like ANY program management protocol, Waterfall works best with widespread support – from executive leadership to those tasked with planning and implementation. Without proper support, leadership, and planning, the project sequence that is so elemental to Waterfall cannot proceed correctly. The project is likely to go awry.

A project management professional (PMP) with extensive Waterfall experience can provide the necessary support your organization needs to run its programs smoothly. Momentum applies the necessary skills, tools, and proven best practice strategies to help ensure your projects are completed on time and within budget. Subscribe to our news and blog portal for the latest project management tips, implementation tricks, and general industry trends.