5 techniques for project management in IT and beyond

Project management is a growing field, it helps teams to organize and keep track of work, so projects can be executed successfully. It includes initiating, planning, executing, controlling/monitoring, and closing the project. So, the question is, is there one specific approach that we can use for effective project management? Definitely, not! Each project is unique and it would be impossible to employ a one-size-fits-all approach.

Efficient project management entails using resources well and achieving results as productively as possible. IT is a very common industry where project management is applied because the phases of the project management lifecycle closely align with the ITSM lifecycle. To run projects within an IT department, specific tools, techniques, knowledge, and skills can be applied. We can even say that a good ITSM tool is designed by understanding the principles of project management like:

A. Modern views to plan and execute projects better

B. Flexibility for changing requirements

C. An agile framework to deliver projects quicker

Moreover, IT departments work on projects on a daily basis and like any other department, need to efficiently complete a project by using the allocated resources. Did you know that a McKinsey-Oxford study found that, on average, large IT projects run 45% above budget and 7% over time? This shows that there is a need for project management within IT departments in particular. Additionally, industries like FMCG, construction, pharmacy, defence, and even energy utilize various methods of project management.

Here are 5 techniques we have identified. As different projects have different requirements, you can choose the best technique for your project.

1. Gantt Chart

What is a Gantt Chart:

To get a visual view of project tasks scheduled over a period of time, by means of a bar chart is known as a Gantt Chart in project management. Whether start date, the end date, or even milestones within a project, a Gantt Chart neatly maps all relevant events on a stacked bar chart. Henry Gantt popularized this technique in the early 20th century.

How does it work:

Use the vertical axis to depict the tasks that need to be completed and the horizontal axis to show the timeline of these tasks. Gantt charts can be created with project management software specifically for Gantt charts. You can even create them on Excel by using free templates available online.

For better IT project management, Freshservice has a Gantt Chart view. Project portfolio managers and project owners can visualize all projects against a linear timeline in a visually appealing way. The Gantt Chart view includes the start and end date of the project, the tasks, sub-tasks, status of tasks, and even the task dependencies. You can view it in terms of weeks, months, quarters, or years.

One common use of the Gantt Chart is for construction projects, whereas there are many people involved, from contractors to homeowners, building companies, and even government agencies.

Why choose this method:

Gantt Chart establishes the schedule of a project and also helps the project manager to allocate resources. Additionally, it also leaves room for adjustments in case the project has not stuck to the initial plan. It clearly depicts the timeline as well as progress. If the team is falling behind on a project, it can be brought back on track.

2. Kanban

What is Kanban: Another visual project management framework is Kanban. The name Kanban is a Japanese word meaning visual sign or card and rightly so because this method entails the usage of an analogue or digital board with columns and cards.

How does it work:

The Kanban board is portrayed in a practical way, and a basic board only requires 3 columns, “To-Do”, “In Progress” and “Done”. More columns can be added based on the nature of the project or the tasks in question or even the type of organization. Kanban method can be applied to actual cards, post-it notes, or even digitally. Freshservice has a view of columns (swim lanes) and the status to give an overview of tasks within a project.

The Kanban method is also great for the manufacturing industry where production has to be planned. It helps to reduce wastage by decreasing stock inventory and increasing the overall efficiency of the process by setting production-related priorities.

Why choose this method:

The benefits of the Kanban method are myriad, a big one being that it is intuitive and visually appealing (easy to understand). It is a more flexible approach to project management because the timelines and schedules are not set in stone. It helps every team member working on the project to be aware and a clear visual depiction can improve flow and reduce bottlenecks.

3. Task List

What is Task List:

Its name is self-explanatory, but a task list is not merely a simple list of tasks. It can include other important details like deadlines, descriptions of the work, sub-tasks, and more. However, the size of the list and the additional details depends on the size of the project.

How does it work:

There are a number of ways to use a task list in project management as a simple to-do list, in the rudimentary sense. You can also use spreadsheets or project management software. Task list tools are usually bundled into the project management software that is available. Task lists are applied in projects across industries. Freshservice and other tools usually have task list methodology embedded within them for a concise view of tasks.

Why choose this method:

A task list not only makes delegation easy but also increases productivity by making all the tasks clear to the team. It also helps to set up priorities and achieve tasks in order. The team can track the progress of a project based on a clear list of objectives.

4. Agile

What is Agile:

If you have delved into the world of project management, you have most likely heard the term agile. This methodology has its roots in the start of software development in the 1990s. It is a collaborative approach that focuses on implementing feedback continuously throughout the lifecycle of the project. The main feature is quickness and responsiveness.

How does it work:

There are various techniques within the agile project management methodology. In some way, the Kanban technique discussed earlier can be classified within the agile category if feedback is incorporated during the process in regular intervals. Another method, Scrum, divides up a project into ‘sprints’ that are of fixed lengths. There are four ceremonies of the scrum, planning, demo, daily stand-up, and retrospective. A scrum board is created to divide tasks into “To-Do”, “In Progress” and “Done”.  This is visible to the team so that feedback is easy to incorporate.

Within the agile methodology, there are sprints, where the team works on prioritized task items, they are usually short developments cycles of 14 days. Freshservice will help you create and run sprints and get specific data on the same. You can gain insights, view progress, and plan the capacity of the sprint so that tasks in the backlog can be quickly finished.

Why choose this method:

The agile methodology is quite broad and encompasses various methods/techniques. The benefit of this method is that it allows for the team to adapt to the shifting requirements of the project. Moreover, the agile methodology encourages innovation and ideas and thus, teams are happier with methodology. Agile also encourages collaboration with the customer, which leads to greater customer satisfaction.

5. Waterfall

What is Waterfall:

A linear approach to project management, Waterfall divides phases of a project and it cascades from one to another, hence named so. It was invented by Winston W. Royce, who mentioned that there are 5 broad steps to consider while implementing this technique: requirements, design, implementation, verification, and maintenance.

How does it work:

Since it has been around for a while, you can use the Waterfall technique traditionally, on pen and paper and there are also project management software and online tools available to be able to use it seamlessly. A great place where the waterfall method is applied is in software development. These projects have distinct phases where one cascades into the other.

Why choose this method:

The Waterfall technique to project management is chosen when the stakeholders have clearly defined the requirements of the project beforehand. Hence, it can be represented in phases, sequentially. It also helps with cost management. Waterfall makes it simple to measure progress and timelines from the start of the project.

As mentioned earlier, project managers choose different techniques based on the nature of the project and/or the industry. Whether IT or beyond, project management ensures that a project is completed by allocating resources in the best possible way. Check out our blog on IT project management in Freshservice to learn more. 

Tell us, which is your preferred method and which industry you are in. We look forward to reading your comments.