Originally Posted On: https://mantralis.co.uk/agile-waterfall-project-management/

Do you find it easy to decide what methodology to use for your project? There are so many different ones to use; Waterfall, Agile, Scrum, Critical Path Method, and many more and it can get confusing which one is best for you. However, do you analyse what is best fit for the project itself or is it often what is best for the Project Manager?

You may choose to have a more flexible approach, or perhaps a more sequential and rigid one. You could argue that the chosen methodology for your project is subjective rather than objective, in other words, it is a preferred method for yourself rather than choosing the right method that suits best for the project.

However,  effective project management is vital for meeting customer needs and producing quality outcomes in the business world of today.

Agile and Waterfall methodologies are popular project management frameworks, each with different pros and cons and each with different risks and benefits. As a project manager, it is your responsibility to select the appropriate approach based on your team’s needs and the project’s characteristics.

So let’s have a look first at what each methodology entails.

Introduced by Winston W. Royce in 1970, Waterfall Project Management is one of the

oldest and most widely used methodologies that takes a linear approach to managing

workflow.  Each process phase, cascades down, (like a waterfall) through different

stages that help to achieve one milestone at a time. The five common stages are:

1. Requirements
2. Design
3. Implementation
4. Verification
5. Maintenance

The phases may differ slightly from one project to another but in general, the principles are still the same. Each new step feeds into the next step and this can only occur once the previous stage has reached completion. Yet should there be any change within the project, you cannot revisit it unless you restart the project from the first phase.

APM is an iterative approach to carrying out a project. It breaks down the project into smaller cycles, or incremental steps, which enables the team to work quickly and collaboratively on a project while being able to adapt to any arising changes. This approach is often used in software development projects.

By using a more agile approach it helps to bring more flexibility to change and allows Project Managers to deliver value, with continuous feedback.

There is no right or wrong answer to this as it should be what is best suited to the project. But let’s think about the differences that could be between the two different methodologies.

Here are 10 key differences between the Waterfall and Agile project management methodologies:

1. Roles: In Waterfall, roles are predefined for team members, with clear responsibilities for each person. Agile, on the other hand, encourages team collaboration across different project areas throughout its lifecycle, promoting a more self-organized structure.
2. Planning: Waterfall follows a linear planning approach, where all objectives and requirements are determined at the start of the project. In contrast, Agile embraces continuous planning, with adjustments made as new information or changes emerge during the project.
3. Scope: Waterfall generally discourages scope changes after the project begins, as significant time is spent upfront to define the plan, making later adjustments costly. Agile, however, is more flexible and can easily accommodate changes in scope, with the development team adjusting as needed.
4. Timeframes: Waterfall is suited for long-term projects with fixed timelines, where each phase must be completed before the next can begin. Agile, by contrast, uses short iterative cycles (sprints), delivering incremental value and enabling quicker adjustments to timelines.
5. Speed: Waterfall projects can take longer because all requirements need to be fully defined before development starts. Agile typically delivers projects faster, thanks to its iterative approach that allows for faster development cycles.
6. Delivery: Agile enables faster delivery through shorter cycles that produce working products at the end of each iteration. In Waterfall, the project is completed in phases, and a final product is delivered only after all tasks are completed.
7. Flexibility: Agile is highly adaptable, encouraging teams to adjust quickly in response to changing requirements or market conditions. Waterfall is less flexible, with changes being difficult or costly once the project scope is set.
8. Testing: In Agile, testing is ongoing and happens incrementally, allowing issues to be identified and addressed early. In Waterfall, testing typically occurs only at designated milestones, often near the end of the project, which can delay the discovery of problems.
9. Documentation: Agile minimizes documentation, focusing on collaboration and self-organizing teams. Waterfall, however, relies heavily on detailed documentation to ensure that all aspects of the project are clearly defined and agreed upon from the start.
10. Communication: Agile promotes informal, frequent communication among team members and stakeholders, fostering quick decision-making and adaptability. In contrast, Waterfall involves more formal communication, with structured reports and regular progress updates shared across multiple stakeholders.

Advantages of Waterfall:

• Minimal coordination is needed due to its clearly defined, sequential phases.
• Clear project phases help identify and manage work dependencies.
• Cost estimation is more accurate once the requirements are defined.
• Enhanced focus on documentation, ensuring a thorough design.
• The structured design phase allows for a methodical approach before development begins.

• Difficult to divide and share work due to rigid phase sequences, leading to more specialised teams.
• Risk of delays during phase transitions, which can result in wasted time and setbacks.
• Higher hiring needs for specialised teams in each phase, whereas Agile promotes cross-functional team collaboration.
• Increased communication overhead during handoffs between phases, slowing progress.
• Weaker product ownership and engagement compared to Agile, as the focus tends to be on the current phase rather than the overall product vision.

• Agile projects are highly flexible, adaptable, and versatile, making them well-suited for teams in software development, product design, marketing, and beyond.
• With Agile’s ability to quickly and efficiently incorporate revisions and changes, it is ideal for environments where flexibility is key.
• Since Agile projects deliver incremental results over time, issues can often be identified and addressed early, well before the final product is completed. This approach allows for quicker course correction and higher-quality outputs.
• Agile teams tend to be faster and more efficient, encouraged to think creatively, multi-task, and solve problems collaboratively. Continuous feedback and regular communication throughout the project lifecycle help keep progress on track.
• The Agile methodology is perfect for teams that work closely together, often wearing multiple hats and handling different roles throughout the project.
• Agile also provides clear visibility and transparency, allowing stakeholders to easily monitor progress over time. This level of visibility is particularly valuable for long-term projects, ensuring everyone remains aligned and informed.

• The creative and flexible nature of Agile can pose challenges for those accustomed to following detailed instructions, making the transition from other methodologies more difficult.
• Because Agile places less emphasis on comprehensive documentation, it can sometimes be harder to track progress or extract specific information when needed.
• Agile projects are highly susceptible to scope creep, particularly when the project evolves and requirements shift continuously.
• Unlike other methodologies, Agile lacks the level of predictability that can make it easier to gain stakeholder approval before a project begins.
• The success of an Agile project relies heavily on active involvement from key stakeholders. Without their ongoing input and collaboration, the project may struggle to meet its goals.

When selecting a project management methodology, it’s important to evaluate various factors such as the project’s nature, stakeholder needs, timeline, and budget constraints. Agile, with its flexible and adaptive approach, is best suited for projects with uncertainties, high risks, or frequently changing requirements. In contrast, Waterfall’s structured and organised process is ideal for projects with well-defined requirements and a clear, fixed end goal.

By carefully aligning the chosen methodology with the specific needs of the project, teams can maximize their chances of success and deliver high-quality results. However, no matter which methodology is selected, maintaining flexibility to adapt to evolving circumstances is crucial for staying on track in dynamic work environments.

Learn more about Mantralis Project Management and check out our team.