Welcome to the world of project management, where choosing the right methodology can make or break your project! Among these methodologies, Agile often sparks debates: is it a structured methodology with clear rules; or more of a mindset that shapes how we approach work?
At its heart, Agile is about adaptability. It values collaboration over rigid plans, customer feedback over assumptions, and iterative progress over perfection. It is not a detailed playbook, but a philosophy that inspires other methodologies.
In consulting and technology, this philosophy has given rise to frameworks like Kanban and Scrum, while standing in contrast to the traditional Waterfall approach.
In this article, we will explore where these methodologies shine, where they stumble, and how they help (or hinder) teams on their journeys.
Kanban
Born in the factories of Toyota and consisting of visualizing workflows and reducing bottlenecks Kaban is a favourite in tech. Think of a Kanban board as a traffic controller for your tasks. Each sticky note or digital card represents a task moving through clearly defined stages: "To Do", "In Progress", and "Done" (or others). In consulting, Kanban is ideal for projects with continuous deliverables. There is no rigid structure or sprints to plan; tasks flow naturally as they are completed. But this flexibility is also its Achilles' heel - without clearly defined roles or timelines, a Kanban board can descend into chaos if not managed carefully.
Scrum
Scrum is the charismatic leader of the Agile methodologies. Originating in software development, Scrum thrives on structure. Teams follow a strict rhythm of planning, executing, and reviewing within two- to four-week cycles (also known as sprints). At its core, Scrum relies on three key roles: product owner - the voice of the customer, responsible for prioritizing tasks and ensuring the team focuses on delivering maximum value; scrum master - the facilitator who removes obstacles, ensures adherence to Scrum principles, and helps the team work efficiently; and the development team – those who plan, execute, and deliver the work within each sprint. At the start of each sprint, the team holds a planning session to define goals and tasks from a prioritized backlog. Daily standup meetings keep everyone aligned, while sprint reviews at the end of each cycle allow the team to demonstrate their progress to stakeholders. Finally, the sprint retrospective offers a chance to reflect on what went well and identify areas for improvement. Scrum’s structured yet flexible nature makes it a favourite for projects requiring frequent client feedback, rapid iterations, and collaborative problem-solving.
Waterfall
Waterfall is the oldest methodology discussed in this article, relying on a sequential, step-by-step process: define the requirements, analyze, design the solution, build it, test it, and deploy and maintain it. Each phase is completed before moving on to the next. Its linear structure ensures that every step is documented, risks are managed, and there’s little room for scope creep. The downside? Waterfall is not flexible - once a project is underway, changing direction is costly and time-consuming. In fast-moving sectors like tech and consulting, where requirements often shift mid-project, Waterfall can feel frustratingly rigid.
Conclusion
There’s no “one size fits all” in project management. The methodology you choose depends on the project, the team, and the client.
Kanban suits fluid, ongoing projects where flexibility is key. Scrum thrives in iterative, fast-paced environments where frequent deliverables keep clients engaged. Waterfall is perfect when precision and predictability are more important than adaptability. In consulting and technology, many teams mix and match methodologies. Hybrid approaches, like combining Scrum principles with a Kanban board and Waterfall for high-level planning, are increasingly common.
What’s your experience with project management methodologies? Do you swear by Scrum, flow with Kanban, or take an entirely different approach? Share your thoughts in the comments—we’d love to hear from you!
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by Margarida Pereira
@ Passio Consulting
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