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Chapter III Methodology of the Study Waterfall Model

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The Ultimate Guide…

Waterfall Model

Brought to you by projectmanager, the online project planning tool used by over 35,000 users worldwide..

What Is the Waterfall Methodology in Project Management?

The phases of the waterfall model, waterfall software development life cycle.

• What Is Waterfall Software?
• Desktop vs Online Waterfall Software

Must-Have Features of Waterfall Software

• The Waterfall Model & ProjectManager.com

Waterfall vs. Agile

• Pros & Cons of the Waterfall Model

Benefits of Project Management Software for Waterfall Projects

Waterfall methodology resources.

The waterfall methodology is a linear project management approach, where stakeholder and customer requirements are gathered at the beginning of the project, and then a sequential project plan is created to accommodate those requirements. The waterfall model is so named because each phase of the project cascades into the next, following steadily down like a waterfall.

It’s a thorough, structured methodology and one that’s been around for a long time, because it works. Some of the industries that regularly use the waterfall model include construction, IT and software development. As an example, the waterfall software development life cycle, or waterfall SDLC, is widely used to manage software engineering projects.

Related: 15 Free IT Project Management Templates for Excel & Word

Gantt charts are the preferred tool for project managers working in waterfall method. Using a Gantt chart allows you to map subtasks, dependencies and each phase of the project as it moves through the waterfall lifecycle. ProjectManager’s waterfall software offers these features and more.

Manage waterfall projects in minutes with ProjectManager— learn more .

The waterfall approach has, at least, five to seven phases that follow in strict linear order, where a phase can’t begin until the previous phase has been completed. The specific names of the waterfall steps vary, but they were originally defined by its inventor, Winston W. Royce, in the following way:

Requirements: The key aspect of the waterfall methodology is that all customer requirements are gathered at the beginning of the project, allowing every other phase to be planned without further customer correspondence until the product is complete. It is assumed that all requirements can be gathered at this waterfall management phase.

Design: The design phase of the waterfall process is best broken up into two subphases: logical design and physical design. The logical design subphase is when possible solutions are brainstormed and theorized. The physical design subphase is when those theoretical ideas and schemas are made into concrete specifications.

Implementation: The implementation phase is when programmers assimilate the requirements and specifications from the previous phases and produce actual code.

Verification: This phase is when the customer reviews the product to make sure that it meets the requirements laid out at the beginning of the waterfall project. This is done by releasing the completed product to the customer.

Maintenance: The customer is regularly using the product during the maintenance phase, discovering bugs, inadequate features and other errors that occurred during production. The production team applies these fixes as necessary until the customer is satisfied.

Related: Free Gantt Chart Template for Excel

Let’s hypothesize a simple project, then plan and execute it with the waterfall approach phases that you just learned. For our waterfall software development life cycle example, we’ll say that you’re building an app for a client. The following are the steps you’d take to reach the final deliverable.

Requirements & Documents

First, you must gather all the requirements and documentation you need to get started on the app.

• Project Scope: This is one of the most important documents in your project, where you determine what the goals associated with building your app are: functional requirements, deliverables, features, deadlines, costs, and so on.
• Stakeholder Expectations: In order to align the project scope with the expectations of your stakeholders—the people who have a vested interest in the development of the app—you want to conduct interviews and get a clear idea of exactly what they want.
• Research: To better serve your plan, do some market research about competing apps, the current market, customer needs and anything else that will help you find the unserved niche your app can serve.
• Assemble Team: Now, you need to get the people and resources together who will create the app, from programmers to designers.
• Kickoff: The kickoff meeting is the first meeting with your team and stakeholders where you cover the information you’ve gathered and set expectations.

System Design

Next, you can begin planning the project proper. You’ve done the research, and you know what’s expected from your stakeholders . Now, you have to figure out how you’re going to get to the final deliverable by creating a system design. Based on the information you gathered during the first phase, you’ll determine hardware and software requirements and the system architecture needed for the project.

• Collect Tasks: Use a work breakdown structure to list all of the tasks that are necessary to get to the final deliverable.
• Create Schedule: With your tasks in place, you now need to estimate the time each task will take. Once you’ve figured that out, map them onto a Gantt chart , and diligently link dependencies. You can also add costs to the Gantt, and start building a budget.

Implementation

Now you’re ready to get started in earnest. This is the phase in which the app will be built and tested. The system from the previous phase is first developed in smaller programs known as units. Then each goes through a unit testing process before being integrated.

• Assign Team Tasks: Team members will own their tasks and be responsible for completing them, and for collaborating with the rest of the team. You can make these tasks from a Gantt chart and add descriptions, priority, etc.
• Monitor & Track: While the team is executing the tasks, you need to monitor and track their progress in order to make sure that the project is moving forward per your schedule.
• Manage Resources & Workload: As you monitor, you’ll discover issues and will need to reallocate resources and balance workload to avoid bottlenecks.
• Report to Stakeholders: Throughout the project, stakeholders need updates to show them progress. Meet with them and discuss a regular schedule for presentations.
• Test: Once the team has delivered the working app, it must go through extensive testing to make sure everything is working as designed.
• Deliver App: After all the bugs have been worked out, you’re ready to give the finished app to the stakeholders.

System Testing and Deployment

During this phase you’ll integrate all the units of your system and conduct an integration testing process to verify that the components of your app work properly together.

Once you verify that your app is working, you’re ready to deploy it.

Verification

Though the app has been delivered, the software development life cycle is not quite over until you’ve done some administrative tasks to tie everything up. This is technically the final step.

• Pay Contracts: Fulfil your contractual obligations to your team and any freelance contractors. This releases them from the project.
• Create Template: In software like ProjectManager, you can create a template from your project, so you have a head start when beginning another, similar one.
• Close Out Paperwork: Make sure all paperwork has been rubber stamped and archived.
• Celebrate: Get everyone together, and enjoy the conclusion of a successful project!

Maintenance

Of course, the nature of any software development project is that, through use by customers, new bugs will arise and must be squashed. So, past the verification stage, it’s typically expected that you will provide maintenance beyond launch. This is an ongoing, post-launch phase that extends for as long as your contract dictates.

What Is Waterfall Project Management Software?

Waterfall project management software is used to help you structure your project processes from start to finish. It allows managers to organize their tasks, sets up clear schedules in Gantt charts and monitor and control the project as it moves through its phases.

A waterfall project is broken up into phases, which can be achieved on a Gantt chart in the waterfall project management software. Managers can set the duration for each task on the Gantt and link tasks that are dependent on one another to start or finish.

While waterfall software can be less flexible and iterative than more agile frameworks, projects do change frequently—and there must be features that can capture these changes in real-time with dashboards and reports, so that the manager can clear up bottlenecks or reallocate resources to keep teams from having their work blocked. Microsoft Project is one of the most commonly used project management software, but it has major drawbacks that make ProjectManager a great alternative .

Desktop vs Online Project Management Waterfall Software

When it comes to waterfall software, you can choose from either a desktop application or online, cloud-based project management software. This might not seem to be a big issue, but there are important distinctions between these two types of offerings.

That’s because there are differences between the two applications, and knowing those differences will help you make an informed decision.

Desktop waterfall software tends to have a more expensive up-front cost, and that cost can rise exponentially if you are required to pay per-user licensing fees for every member of your team.

Online waterfall software, on the other hand, is typically paid for on a subscription basis, and that subscription is usually a tiered payment plan depending on the number of users.

Connectivity

Online software, naturally, must be connected to the internet. This means your speed and reliability can vary depending on your internet service provider. It also means that if you lose connectivity, you can’t work.

Although the difference is minor, desktop waterfall software never has to worry about connection outages.

If security is a concern, rest assured that both options are highly secure. Desktop software that operates on a company intranet is nigh impenetrable, which can provide your company with a greater sense of security.

Strides in web security, like two-factor authentication and single-sign have made online, cloud-based waterfall software far more secure. Also, online tools have their data saved to the cloud, so if you suffer a crash on your desktop that might mean the end of your work.

Accessibility

Desktops are tied to the computers they are installed to or, at best, your office’s infrastructure. That doesn’t help much if you have distributed teams or work off site, in the field, at home and so on.

Online software is accessible anywhere, any time—so long as you have an internet connection. This makes it always accessible, but even more importantly, it delivers real-time data, so you’re always working on the current state of the project.

Waterfall software helps to organize your projects and make them run smoothly. When you’re looking for the right software to match your needs, make sure it has the following features.

Keep Your Project Structured

Managing a project with the waterfall method is all about structure. One phase follows another. To break your project into these stages, you need an online Gantt chart that has a milestone feature. This indicates the date where one phase of the waterfall process stops and another begins.

Control Your Task and Schedule

The Gantt chart is a waterfall’s best friend. It organizes your tasks, sets the duration and links tasks that are dependent to keep work flowing later on. When scheduling, you want a Gantt that can automatically calculate your critical path to help you know how much float you have.

Have Your Files Organized

Waterfall projects, like all projects, collect a lot of paperwork. You want a tool with the storage capacity to hold all your documents and make them easy to find when you need them. Also, attaching files to tasks gives teams direction and helps them collaborate.

Know If You’re on Schedule

Keeping on track means having accurate information. Real-time data makes it timely, but you also need to set your baseline and have dashboard metrics and reporting to compare your actual progress to your planned progress. This makes sure you stay on schedule.

Get an Overview of Performance

Dashboards are designed to collect data and display it over several metrics, such as overall health, workload and more. This high-level view is important, so you want to have a feature that automatically calculates this data and doesn’t require you to manually input it.

Make Data-Based Decisions

Reports dive deeper into data and get more details on a project’s progress and performance. Real-time data makes them accurate. Look for ease of use—it should only take a single click to generate and share. You’ll also want to filter the results to see only what you’re interested in.

The Waterfall Model & ProjectManager

ProjectManager is an award-winning project management software that organizes teams and projects. With features such as online Gantt charts, task lists, reporting tools and more, it’s an ideal tool to control your waterfall project management.

Sign up for a free 30-day trial and follow along to make a waterfall project in just a few easy steps. You’ll have that Gantt chart built in no time!

1. Upload Requirements & Documents

Waterfall project management guarantees one thing: a lot of paperwork. All the documentation and requirements needed to address for the project can quickly become overwhelming.

You can attach all documentation and relevant files to our software, or directly on a task. Now, all of your files are collected in one place and are easy to find. Don’t worry about running out of space—we have unlimited file storage.

2. Use a Work Breakdown Structure to Collect Tasks

Getting to your final deliverable will require many tasks. Planning the waterfall project means knowing every one of those tasks, no matter how small, and how they lead to your final deliverable. A work breakdown structure is a tool to help you figure out all those steps.

To start, use a work breakdown structure (WBS) to collect every task that is necessary to create your final deliverable. You can download a free WBS template here . Then, upload the task list to our software.

3. Open in Gantt Project View

Gantt charts are essential project management tools used for planning and scheduling. They collect your tasks in one place on a timeline . From there, you can link dependencies, set milestones, manage resources and more.

In the software, open the Gantt chart view and add deadlines, descriptions, priorities and tags to each task.

4. Create Phases & Milestones

Milestones are what separates major phases in a waterfall method project. Waterfall methodology is all about structure and moving from one phase to the next, so breaking your project into milestones is key to the waterfall method.

In the Gantt view, create phases and milestones to break up the project. Using the milestone feature, determine when one task ends and a new one begins. Milestones are symbolized by a diamond on the Gantt.

5. Set Dependencies in a Gantt Chart

Dependent tasks are those that cannot start or finish until another starts or finishes. They create complexities in managing any waterfall project.

Link dependent tasks in the Gantt chart. Our software allows you to link all four types of dependencies: start-to-start, start-to-finish, finish-to-finish and finish-to-start. This keeps your waterfall project plan moving forward in a sequential order and prevents bottlenecks.

6. Assign From Gantt Charts

Although you’ve planned and scheduled a project, it’s still just an abstraction until you get your team assigned to execute those tasks. Assigning is a major step in managing your waterfall project and needs to happen efficiently.

Assign team members to tasks right from the Gantt chart. You can also attach any related images or files directly to the task. Collaboration is supported by comments at the task level. Anyone assigned or tagged will get an email alert to notify them of a comment or update.

7. Manage Resources & Workload

Resources are anything you need to complete the project. This means not only your team, but also the materials and tools that they need. The workload represents how many tasks your team is assigned, and balancing that work keeps them productive.

Keep track of project resources on the Workload view. See actual costs, and reallocate as needed to stay on budget. Know how many tasks your team is working on with easy-to-read color-coded charts, and balance their workload right on the page.

8. Track Progress in Dashboard & Gantt

Progress must be monitored to know if you’re meeting the targets you set in your waterfall method plan. The Gantt shows percentage complete, but a dashboard calculates several metrics and shows them in graphs and charts.

Monitor your project in real time and track progress across several metrics with our project dashboard . We automatically calculate project health, costs, tasks and more and then display them in a high-level view of your project. Progress is also tracked by shading on the Gantt’s duration bar.

9. Create Reports

Reporting serves two purposes: it gives project managers greater detail into the inner-workings of their waterfall project to help them make better decisions, and acts as a communication tool to keep stakeholders informed.

Easily generate data-rich reports that show project variance, timesheets , status and more. Get reports on your planned vs. the actual progress. Filter to show just the information you want. Then, share with stakeholders during presentations and keep everyone in the loop.

10. Duplicate Plan for New Projects

Having a means to quickly copy projects is helpful in waterfall methodology, as it jumpstarts the next project by recreating the major steps and allowing you to make tweaks as needed.

Create templates to quickly plan any recurring waterfall projects. If you know exactly what it takes to get the project done, then you can make it into a template. Plus, you can import proven project plans from MSP, and task lists from Excel and Word.

The waterfall methodology is one of two popular methods to tackle software engineering projects; the other method is known as Agile .

It can be easier to understand waterfall when you compare it to Agile. Waterfall and Agile are two very different project management methodologies , but both are equally valid, and can be more or less useful depending on the project.

Waterfall Project Management

If the waterfall model is to be executed properly, each of the phases we outlined earlier must be executed in a linear fashion. Meaning, each phase has to be completed before the next phase can begin, and phases are never repeated—unless there is a massive failure that comes to light in the verification or maintenance phase.

Furthermore, each phase is discrete, and pretty much exists in isolation from stakeholders outside of your team. This is especially true in the requirements phase. Once the customer’s requirements are collected, the customers cease to play any role in the actual waterfall software development life cycle.

Agile Project Management

The agile methodology differs greatly from the waterfall approach in two major ways; namely in regards to linear action and customer involvement. Agile is a nimble and iterative process, where the product is delivered in stages to the customer for them to review and provide feedback.

Instead of having everything planned out by milestones, like in waterfall, the Agile software development method operates in “sprints” where prioritized tasks are completed within a short window, typically around two weeks.

These prioritized tasks are fluid, and appear based on the success of previous sprints and customer feedback, rather than having all tasks prioritized at the onset in the requirements phase.

Understanding the Difference Between Waterfall & Agile

The important difference to remember is that a waterfall project is a fixed, linear plan. Everything is mapped out ahead of time, and customers interact only at the beginning and end of the project. The Agile method, on the other hand, is an iterative process, where new priorities and requirements are injected into the project after sprints and customer feedback sessions.

Pros & Cons of the Waterfall Project Management

There are several reasons why project managers choose to use the waterfall project management methodology. Here are some benefits:

• Project requirements are agreed upon in the first phase, so planning and scheduling is simple and clear.
• With a fully laid out project schedule , you can give accurate estimates for your project cost, resources and deadlines.
• It’s easy to measure progress as you move through the waterfall model phases and hit milestones.
• Customers aren’t perpetually adding new requirements to the project, which can delay production.

Of course, there are drawbacks to using the waterfall method as well. Here are some disadvantages to this approach:

• It can be difficult for customers to articulate all of their needs at the beginning of the project.
• If the customer is dissatisfied with the product in the verification phase, it can be very costly to go back and design the code again.
• A linear project plan is rigid, and lacks flexibility for adapting to unexpected events.

Although it has its drawbacks, a waterfall project management plan is very effective in situations where you are encountering a familiar scenario with several knowns, or in software engineering projects where your customer knows exactly what they want at the onset.

Using a project management software is a great way to get the most out of your waterfall project. You can map out the steps and link dependencies to see exactly what needs to go where.

As illustrated above, ProjectManager is made with waterfall methodology in mind, with a Gantt chart that can structure the project step-by-step. However, we have a full suite of features, including kanban boards that are great for Agile teams that need to manage their sprints.

With multiple project views, both agile and waterfall teams and more traditional ones can work from the same data, delivered in real time, only filtered through the project view most aligned to their work style. We take the waterfall methodology and bring it into the modern world.

Now that you know how to plan a waterfall project, give yourself the best tools for the job. Take a free 30-day trial and see how ProjectManager can help you plan with precision, track with accuracy and deliver your projects on time and under budget.

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Waterfall Methodology: A Comprehensive Guide

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If you've been in project management for a while, you must’ve encountered the Waterfall methodology. It's an old-school software development method from the 1970s.

In a Waterfall process, you must complete each project phase before moving to the next. It's pretty rigid and linear. The method relies heavily on all the requirements and thinking done before you begin.

Don't worry if you haven't heard of it. Let’s break the Waterfall method down and see how it works.

What is the Waterfall methodology?

Waterfall methodology is a well-established project management workflow . Like a waterfall, each process phase cascades downward sequentially through five stages (requirements, design, implementation, verification, and maintenance).

The methodology comes from computer scientist Winston Royce’s 1970 research paper on software development. Although Royce never named this model “waterfall”, he gets credit for creating a linear, rigorous project management system.  

Unlike other methods, such as the Agile methodology, Waterfall doesn't allow flexibility. You must finish one phase before beginning the next. Your team can’t move forward until they resolve any problems. Moreover, as our introduction to project management guide outlines, your team can’t address bugs or technical debt if it’s already moved on to the next project phase.

What are the stages of the Waterfall methodology?

Five phases comprise the Waterfall methodology: requirements, design, implementation, verification, and maintenance. Let's break down the five specific phases of Waterfall development and understand why it’s critical to complete each phase before progressing to the next.

Requirements

The requirements phase states what the system should do. At this stage, you determine the project's scope, from business obligations to user needs. This gives you a 30,000-foot overview of the entire project. The requirements should specify:

• resources required for the project.
• what each team member will work on and at what stage.
• a timeline for the entire project, outlining how long each stage will take. 
• details on each stage of the process. 

But these requirements " may range from very abstract to a detailed mathematical specification ,” writes Steven Zeil , professor of computer science at Old Dominion University. That’s because requirements might not outline an exact implementation, and that’s something development addresses in later stages. 

After gathering all the requirements, it's time to move on to the design stage. Here, designers develop solutions that meet the requirements. In this stage, designers:

• create schedules and project milestones.
• determine the exact deliverables.  
• create designs and/or blueprints for deliverables. 

Deliverables could include software or they could consist of a physical product. For instance, designers determine the system architecture and use cases for software. For a physical product, they figure out its exact specifications for production. 

Implementation

Once the design is finalized and approved, it's time to implement it. Design hands off their specifications to developers to build.

To accomplish this, developers:

• create an implementation plan.
• collect any data or research needed for the build.
• assign specific tasks and allocate resources among the team. 

Here is where you might even find out that parts of the design that can't be implemented. If it's a huge issue, you must step back and re-enter the design phase.

Verification

After the developers code the design, it’s time for quality assurance. It’s important to test for all use cases to ensure a good user experience. That's because you don't want to release a buggy product to customers.

• writes test cases.
• documents any bugs and errors to be fixed.
• tests one aspect at a time.
• determines which QA metrics to track.
• covers a variety of use case scenarios and environments.

Maintenance

After the product release, devs might have to squash bugs. Customers let your support staff know of any issues that come up. Then, it's up to the team to address those requests and release newer versions of your product.

As you can see, each stage depends on the one that comes before it. It doesn't allow for much error between or within phases.

For example, if a stakeholder wants to add a requirement when you're in the verification phase, you'll have to re-examine the entirety of your project. That could mean tossing the whole thing out and starting over.

Benefits of Waterfall methodology

The benefits of Waterfall methodology have made it a lasting workflow for projects that rely on a fixed outcome. A 2020 survey found that 56% of project professionals had used traditional, or Waterfall, models in the previous year.

A few benefits of Waterfall planning include:

• Clear project structure : Waterfall leaves little room for confusion because of rigorous planning. There is a clear end goal in sight that you're working toward.
• Set costs : The rigorous planning ensures that the time and cost of the project are known upfront.
• Easier tracking : Assessing progress is faster because there is less cross-functional work. You can even manage the entirety of the project in a Gantt chart, which you can find in Jira.
• A replicable process : If a project succeeds, you can use the process again for another project with similar requirements.
• Comprehensive project documentation : The Waterfall methodology provides you with a blueprint and a historical project record so you can have a comprehensive overview of a project.
• Improved risk management : The abundance of upfront planning reduces risk. It allows developers to catch design problems before writing any code.
• Enhanced responsibility and accountability : Teams take responsibility within each process phase. Each phase has a clear set of goals, milestones, and timelines.
• More precise execution for a non-expert workforce : Waterfall allows less-experienced team members to plug into the process.
• Fewer delays because of additional requirements : Since your team knows the needs upfront, there isn't a chance for additional asks from stakeholders or customers.

Limitations of Waterfall methodology

Waterfall isn't without its limitations, which is why many product teams opt for an Agile methodology.

The Waterfall method works wonders for predictable projects but falls apart on a project with many variables and unknowns. Let's look at some other limitations of Waterfall planning:

• Longer delivery times : The delivery of the final product could take longer than usual because of the inflexible step-by-step process, unlike in an iterative process like Agile or Lean.
• Limited flexibility for innovation : Any unexpected occurrence can spell doom for a project with this model. One issue could move the project two steps back.
• Limited opportunities for client feedback : Once the requirement phase is complete, the project is out of the hands of the client.
• Tons of feature requests : Because clients have little say during the project's execution, there can be a lot of change requests after launch, such as addition of new features to the existing code. This can create further maintenance issues and prolong the launch.
• Deadline creep : If there's a significant issue in one phase, everything grinds to a halt. Nothing can move forward until the team addresses the problem. It may even require you to go back to a previous phase to address the issue.

Below is an illustration of a project using the waterfall approach. As you can see, the project is segmented into rigid blocks of time. This rigidity fosters an environment that encourages developers, product managers, and stakeholders to request the maximum amount of time allotted in each time block, since there may be no opportunity to iterate in the future.

How is the Waterfall method different from Agile project management?

Agile project management and the Waterfall methodology have the same end goal: crystal clear project execution. While Waterfall planning isolates teams into phases, Agile allows for cross-functional work across multiple phases of a project. Instead of rigid steps, teams work in a cycle of planning, executing, and evaluating, iterating as they go. 

The " Agile Manifesto " explains the benefits of Agile over the Waterfall model:

• Individuals and interactions over processes and tools
• Working software over comprehensive documentation
• Customer collaboration over contract negotiation
• Responding to change by following a plan

If you're looking for tools that support Agile project management and serve the same end goal as Waterfall, consider Jira . It’s best suited for Agile projects, and helps you: 

• Track work : With Gantt charts , advanced roadmaps , timelines, and various other tools, you can easily track your progress throughout the project.
• Align your team : Tracking allows you to seamlessly plan across business teams, keeping everyone aligned on the same goals.
• Manage projects and workflows : With Jira, you can access project management templates that you can use for your Agile workflows .
• Plan at every stage : Jira Product Discovery , another product by Atlassian, offers product roadmaps for planning and prioritizing product features at every stage, from discovery to delivery.

Atlassian's Agile tools support the product development lifecycle. There are even Agile metrics for tracking purposes. Jira  lets you drive forward the Agile process. It uses intake forms to track work being done by internal teams and offers a repeatable process for requests.

These Jira products integrate natively within the app, unifying teams so they can work faster.

Use Agile methodology for project management

Waterfall methodology has a long history in project management, but it's often not the right choice for modern software developers. Agile methodology offers greater flexibility.

Here’s why most teams prefer an Agile process:

• Adaptability to changes : If something arises, your team will be better able to adjust on the fly. Waterfall’s rigidity makes it difficult to deal with any roadblocks.
• Continuous feedback loop : Continuous improvement requires a feedback loop. With Agile, you can gather feedback from stakeholders during the process and iterate accordingly. 
• Stronger communication : Teams work collaboratively in an Agile process. Waterfall is a series of handoffs between different teams, which hinders effective communication. 

Here is where a project management tool such as Jira  comes in handy for an Agile methodology. You can also use a project management template for your Agile projects. Your team can plan, collaborate, deliver, and report on projects in one tool. That keeps everyone aligned throughout any project and streamlines project management.

Waterfall methodology: Frequently asked questions

Who is best suited for waterfall methodology.

The Waterfall methodology works best for project managers working on projects that include:

• Less complex objectives : Projects that don't have complicated requirements are best suited for Waterfall.
• Predictable outcomes : Waterfall works best for those projects that are replicable and proven.
• Reduced likelihood of project scope creep : A project where clients aren't likely to come up with last-minute requirements is suitable for Waterfall.

Agile methodology is perfect for nimble teams with an iterative mindset, such as: 

• Cross-functional teams : A team of people with different skill sets that allows them to work on various aspects of a project. These are collaborative types who are flexible.
• Self-organizing teams : Autonomous teams that don't need a lot of handholding. They embrace ambiguity in a project and are great problem solvers. This mindset also gives them more ownership over outcomes.
• Startups and small businesses : These benefit from the mindset of " move fast and break things ". So they can fail fast, learn, and improve.

Finally, Agile works well for customer-centric projects where their input allows you to iterate.

What factors should I consider before implementing a project management approach?

When deciding on the proper methodology to implement in project management, there are four main factors to consider: project complexity, organizational goals, team expertise, and stakeholder involvement.

Let’s break each one down: 

• Project complexity : Waterfall can help break down larger, more complex projects into smaller sets of expectations and goals. But its rigidity doesn’t deal well with unknowns or changes. Agile is better for complex projects that have a lot of variables. 
• Organizational goals : What does your organization want to achieve? Is it looking to innovate or keep the status quo? An Agile approach is best if your organization wants to break down silos. Teams will work more collaboratively with more autonomy.
• Team expertise : Agile is an excellent way to go if your team is cross-functional and can work across skill sets. If your team members rely heavily on a singular skill set, Waterfall may be better. 
• Stakeholder involvement : If your stakeholders are going to be more hands-on, Agile will help you best because it allows for continuous feedback and iteration. 

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Agile vs. waterfall project management

Agile project management is an incremental and iterative practice, while waterfall is a linear and sequential project management practice

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• Guide to waterfall methodology: Free te ...

Guide to waterfall methodology: Free template and examples

Waterfall project management is a sequential project management methodology that's divided into distinct phases. Each phase begins only after the previous phase is completed. This article explains the stages of the waterfall methodology and how it can help your team achieve their goals.

But what if your project requires a more linear approach? Waterfall methodology is a linear project management methodology that can help you and your team achieve your shared goals—one task or milestone at a time. By prioritizing tasks and dependencies, the waterfall method helps keep your project on track.

What is waterfall methodology?

Waterfall methodology, a term coined by Dr. Winston W. Royce in 1970, is a sequential design process used in software development and product development where project progress flows steadily downwards through several phases—much like a waterfall. The waterfall model is structured around a rigid sequence of steps that move from conception, initiation, analysis, design, construction, testing, implementation, and maintenance.

Unlike more flexible models, such as Agile, the waterfall methodology requires each project phase to be completed fully before the next phase begins, making it easier to align with fixed budgets, timelines, and requirements.

By integrating comprehensive documentation and extensive upfront planning, waterfall methodology minimizes risk and tends to align well with traditional project management approaches that depend on detailed records and a clear, predetermined path to follow.

 For example, here’s what a waterfall project might look like:

The waterfall methodology is often visualized in the form of a flow chart or a Gantt chart. This methodology is called waterfall because each task cascades into the next step. In a Gantt chart, you can see the previous phase "fall" into the next phase.

6 phases of the waterfall project management methodology

Any team can implement waterfall project management, but this methodology is most useful for processes that need to happen sequentially. If the project you’re working on has tasks that can be completed concurrently, try another framework, like the Agile methodology . 

If you’re ready to get started with the waterfall methodology, follow these six steps: 

1. Requirements phase

This is the initial planning process in which the team gathers as much information as possible to ensure a successful project. Because tasks in the waterfall method are dependent on previous steps, it requires a lot of forethought. This planning process is a crucial part of the waterfall model, and because of that, most of the project timeline is often spent planning.

To make this method work for you, compile a detailed project plan that explains each phase of the project scope. This includes everything from what resources are needed to what specific team members are working on the project. This document is commonly referred to as a project requirements document. 

By the end of the requirements phase, you should have a very clear outline of the project from start to finish, including:

Each stage of the process

Who’s working on each stage

Key dependencies

Required resources

A timeline of how long each stage will take.

A well-crafted requirements document serves as a roadmap for the entire project, ensuring that all stakeholders are on the same page.

2. System design phase

In a software development process, the design phase is when the project team specifies what hardware the team will be using, and other detailed information such as programming languages, unit testing, and user interfaces. This phase of the waterfall methodology is key to ensuring that the software will meet the required functionality and performance metrics.

There are two steps in the system design phase: the high-level design phase and the low-level design phase. In the high-level design phase, the team builds out the skeleton of how the software will work and how information will be accessed. During the low-level design phase, the team builds the more specific parts of the software. If the high-level design phase is the skeleton, the low-level design phase is the organs of the project. 

Those team members developing using the waterfall method should document each step so the team can refer back to what was done as the project progresses.

3. Implementation phase

This is the stage where everything is put into action. The team starts the full development process to build the software in accordance with both the requirements phase and the system design phase, using the requirements document from step one and the system design process from step two as guides.

During the implementation phase, developers work on coding and unit testing to ensure that the software meets the specified requirements.

4. Testing phase

This is the stage in which the development team hands the project over to the quality assurance testing team. QA testers search for any bugs or errors that need to be fixed before the project is deployed. 

Testers should clearly document all of the issues they find when QAing. In the event that another developer comes across a similar bug, they can reference previous documentation to help fix the issue.

5. Deployment phase

For development projects, this is the stage at which the software is deployed to the end user. For other industries, this is when the final deliverable is launched and delivered to end customers. A successful deployment phase requires careful planning and coordination to ensure a smooth rollout.

6. Maintenance phase

Once a project is deployed, there may be instances where a new bug is discovered or a software update is required. This is known as the maintenance phase, and it's common in the software development life cycle to be continuously working on this phase.

Regular maintenance and updates are essential for keeping the software running smoothly and addressing any issues that arise post-deployment.

When to use waterfall methodology

The waterfall methodology is a common form of project management because it allows for thorough planning and detailed documentation. However, this framework isn’t right for every project. Here are a few examples of when to use this type of project management. 

Project has a well-defined end goal

One of the strengths of the waterfall approach is that it allows for a clear path from point A to point B. If you're unsure of what point B is, your project is probably better off using an iterative form of project management like the Agile approach. 

Projects with an easily defined end goal are well-suited for waterfall methodology because project managers can work backwards from the goal to create a clear and detailed path with all of the requirements necessary.

No restraints on budget or time

If your project has no restraints on budget or time, team members can spend as much time as possible in the requirements and system design phases. They can tweak and tailor the needs of the project as much as they want until they land on a well-thought-out and defined project plan.

Creating repeatable processes

The waterfall model requires documentation at almost every step of the process. This makes it easy to repeat your project for a new team member; each step is clearly detailed so you can recreate the process.

Creating repeatable processes also makes it easy to train new team members on what exactly needs to be done in similar projects. This makes the waterfall process an effective approach to project management for standardizing processes.

Waterfall vs. Agile methodologies

While the waterfall methodology follows a linear, sequential approach, Agile is an iterative and incremental methodology. In Agile, the project is divided into smaller, manageable chunks known as sprints. Each sprint includes planning, design, development, testing, and review phases.

The Agile method emphasizes flexibility, collaboration, and rapid iteration based on continuous feedback. It allows for changes and adaptations throughout the project's lifecycle. In contrast, the waterfall model has a more rigid structure with distinct phases and limited room for changes once a phase is complete.

The choice between waterfall and Agile depends on factors such as project complexity, clarity of requirements, team size, and client involvement. The waterfall model is suitable for projects with well-defined requirements and minimal changes expected, while the Agile method is favored for projects with evolving requirements and a need for frequent client feedback and course corrections.

Benefits of waterfall methodology

Consistent documentation makes it easy to backtrack.

When you implement the waterfall project management process, you’re creating documentation every step of the way. This can be beneficial—if your team needs to backtrack your processes, you can easily find mistakes. It's also great for creating repeatable processes for new team members, as mentioned earlier. 

Tracking progress is easy

By laying out a waterfall project in a Gantt chart, you can easily track project progress. The timeline itself serves as a progress bar, so it’s always clear what stage a project is in.

Team members can manage time effectively

Because the waterfall methodology requires so much upfront planning during the requirement and design phase, it is easy for stakeholders to estimate how much time their specific part of the waterfall process will take.

Downsides of waterfall project management

Roadblocks can drastically affect timeline.

The waterfall methodology is linear by nature, so if there's a bump in the road or a task gets delayed, the entire timeline is shifted. For example, if a third-party vendor is late on sending a specific part to a manufacturing team, the entire process has to be put on hold until that specific piece is received.

Linear progress can make backtracking challenging

One of the major challenges of the waterfall methodology is that it's hard to go back to a phase once it's already been completed. For example, if someone is painting the walls of a house, they wouldn’t be able to go back and increase the size of one of the rooms. 

QA is late in the process

In comparison to some of the more iterative project management methodologies like Kanban and Agile, the review stage in a waterfall approach happens later in the process. If a mistake is made early on in the process, it can be challenging to go back and fix it. Because of how the waterfall process works, it doesn’t allow for room for iteration or searching for the best solution.

Waterfall methodology examples

To better understand how the waterfall methodology is applied in practice, let's look at a couple of real-world use cases:

1. Construction Project: Building a new office complex requires careful planning and sequential execution. The project manager first gathers all the requirements, such as building specifications, timelines, and budgets. Then, architects and engineers create detailed designs. After approval, construction starts and strict quality controls follow. Finally, the building is handed over to the client for use and maintenance.

2. Software Engineering Project: A company wants to develop a new mobile application using the software development life cycle (SDLC). The project manager defines the product requirements, including features, performance metrics, and integrations. Software architects create the high-level design and technical specifications. Developers then follow the SDLC phases of coding, unit testing, and deployment. The team follows the waterfall methodology throughout the product development process, making sure that each step is finished before going on to the next. After the successful launch, the mobile app enters the maintenance phase, where the team addresses user feedback and provides updates.

Managing your waterfall project

With waterfall projects, there are many moving pieces and different team members to keep track of. One of the best ways to stay on the same page is to use project management software to keep workflows, timelines, and deliverables all in one place. 

If you're ready to try waterfall project management with your team, try a template in Asana . You can view Asana projects in several ways, including Timeline view, which visualizes your project as a linear timeline.

FAQ: Waterfall methodology

How do you handle changes in requirements during a waterfall project?

Handling changes in requirements during a waterfall project can be challenging, but it's essential to assess the impact of the change, communicate with stakeholders, update project documentation, adjust the project plan, and ensure all team members are informed of the changes. Implementing a change control process can help formally manage and track changes throughout the project.

Can you combine waterfall and agile methodologies in a single project?

Yes, it is possible to combine waterfall and agile methodologies in a single project using a hybrid approach. This involves using waterfall methodology for the upfront planning and requirements gathering phases and adopting agile practices during the implementation and testing phases. The balance between the waterfall model and Agile method can be adjusted based on the project scope.

How do you ensure successful team collaboration on a waterfall project?

Ensuring successful team collaboration in a waterfall project involves establishing clear communication, defining roles and responsibilities, scheduling regular meetings, using collaborative tools, fostering a positive team culture, and providing necessary support and resources. By focusing on these key aspects, teams can work together effectively and efficiently to achieve project goals.

What are the best project management tools for waterfall methodology?

For teams following a waterfall methodology, Asana is the best project management tool available. Its comprehensive set of features, such as Timeline view for visualizing project plans, task dependencies for ensuring proper sequencing, and seamless integrations, make it the ideal choice for managing linear projects. While other tools like Microsoft Project offer waterfall-specific features, Asana's ease of use, collaboration capabilities, and flexibility make it the top choice for teams looking to streamline their waterfall project management process.

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A complete guide to the Waterfall methodology

The analogy of a waterfall for the Waterfall methodology isn’t the best. When someone thinks “well-controlled, step-by-step process,” whose mind jumps straight to a waterfall?

Maybe someone who has never seen its chaos and churn in person…A staircase would be a better analogy to illustrate how the methodology works. Waterfall gives your team a structure to help them navigate the treacherous terrain of project management — just like it’s easier to walk up or down stairs than a steep incline.

It adds predictability and stability to the process — a key priority for many projects.

In this guide, we’ll explain what the Waterfall method is, how it compares to other options, and how you can better implement it in your own company.

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What is the Waterfall methodology in project management?

The Waterfall methodology is an approach to project management where you break down a large project into clear-cut linear stages, from requirement gathering to implementation.

The linear approach allows you to plan and set a structure for the project early on. That makes it easier to execute and manage progress in your projects. Traditionally, the Waterfall model divides a project into 5 specific phases or stages. Let’s take a closer look.

What are the 5 phases of the Waterfall method?

• The Requirements phase: estimating requirements and assessing the viability of a project or proposed solution.
• The Design phase: planning the schedule, milestones, and deliverables of the project; this may also include creating the designs or blueprints for the final deliverable(s).
• The Implementation phase: implementing the plan and making the project a reality.
• The Verification, or testing phase: testing and checking that the resulting product or feature solves the intended problem.
• The Maintenance phase: phasing out older products, implementing a maintenance plan for the new machinery, or anything else needed after project completion.

If you’re familiar with the project life cycle, you might notice that the Waterfall methodology closely mirrors it. Every stage is critical to project success, but pay extra attention to requirements and design.

Any shortcomings during these stages can lead to a lot of wasted time and money. If you pick an unstable area for a construction project, making adjustments later can cost a fortune and take months. That’s the key difference between this and playing Jenga. The end goal is definitely not for everything to come crashing down.

Is the Waterfall methodology still used?

Yes, even in 2022, a wide range of companies use the Waterfall methodology in various industries.

According to a study by PMI, 56% of projects used traditional — AKA Waterfall — methods in the past 12 months.

( Image Source )

So, rather than being “dead,” the Waterfall approach is, in fact, the most popular project management methodology among professionals.

Some managers might refer to it as an ancient relic of a bygone age. But — like in sci-fi novels — it often turns out that these can be just as powerful as the newest of new technologies.

Of course, which project management model is right for you depends on your industry, goals, team size, and project.

Let’s explore how Waterfall measures up against some of the newer methods like Agile and Kanban.

What is the difference between Waterfall and Agile?

The main difference between Waterfall and Agile is that the Agile methodology focuses much less on up-front planning. There’s no goal of a perfect, step-by-step plan before launch.

Agile outlines the high-level objectives, goals, and deliverables in a roadmap, sure, but it’s not the detailed battle plan from the Waterfall approach. An Agile team adapts to the changing demands of the market and stakeholders during the project.

That often takes the shape of dividing the project into iterations or “sprints” — lasting a few weeks or months — and adapting the course after each one.

There’s a misconception that Waterfall and Agile project management have nothing in common. But, in many ways, they follow the same fundamental process, with slightly different phases.

The difference is that in Agile, the stages don’t happen in a linear order. You don’t plan once and then start the project. The requirements and planning phases are never over. You keep going back to them with the finish of each iteration.

The Agile principles also dictate that you involve internal and external stakeholders throughout the process, which is something the Waterfall method was silent on. Another crucial aspect of Agile is that teams typically self-organize, with less top-down management input.

To sum it all up, these are the key differences between Waterfall and Agile:

If you’re not sure which is better for you, you can read more in our post about Agile vs. Waterfall .

What about Waterfall vs. Kanban?

Kanban is a framework within the Agile method, so it too focuses on flexibility and ongoing adaptation. But instead of dividing the project into sprints, in Kanban, your team is focused on continuous improvement. The main tool for achieving this is a “Kanban board.”

It is a digital or physical whiteboard divided into a few columns, from to-do to done.

You can add new ideas to the to-do column on an ongoing basis. Then, the teams or individuals will assume these tasks, or managers will assign them. For a Waterfall project — unlike one managed with Kanban — you don’t continually adapt as you go along. You carefully manage changes to the scope or schedule, but constant change isn’t built-in to the model.

In Kanban, you maintain the original company structure, involve stakeholders more, and give every employee a platform to voice their ideas.

Some of the key differences are:

When should you use the Waterfall methodology?

The Waterfall methodology is the best choice for reasonably predictable projects with strict time constraints or flawless operation requirements.

These projects can come in many shapes and sizes, in many different industries.

Some examples include:

• Projects where you fully understand the scope and requirements through previous experience
• Manufacturing or construction projects where there’s no room for variation in schedule or implementation
• Projects that rely heavily on repeatable processes
• Other projects with strict time or schedule constraints

Impact of industry and marketplace

According to the 2020 State of Agile report , technology and financial industries are Agile’s primary users.

Traditional physical industries like manufacturing or energy represent a small minority of users. The majority of Agile teams are in fast-moving sectors, and for a good reason.

If a marketplace is likely to change completely before your project is ready, it makes little sense to try to plan a multi-year project from start to finish.

Our R&D team might use Scrum — an Agile framework — but we wouldn’t push it on the construction company creating our new main office. On some projects, predictable, reliable results are a much bigger priority than adaptability.

Sure, there are some equally unpredictable manufacturing, government, and construction projects. That’s why some teams in these industries manage the occasional Agile project.

Advantages of the Waterfall methodology

The distinct benefits of Waterfall make it an excellent choice for a lot of teams and projects.

• Predictable: the detailed schedule means each team knows when they should start working
• Repeatable: with entire workflows outlined, you can easily standardize and create a repeatable process
• Reasonable: with a well-planned budget including contingency costs, it’s easier to allocate resources to a project

But for long-term projects with lofty goals and lots of unpredictability, it’s probably not the best choice.

Of course, you don’t need to 100% commit to one or the other.

The Waterfall project management methodology can be your foundation, and you can add to it. For many companies, modified Waterfall models can be a better choice than jumping straight to Agile. For example, you can make stakeholder engagement an ongoing priority and cultivate a more self-organizing team.

There’s no need to forego long-term planning — and all your processes — just because some “experts” say so.

A Waterfall methodology example: what goes into each phase?

In this example, we’ll outline key activities in each stage of the Waterfall methodology.

1. Cover all your bases in the requirements phase

Too many projects fail because management overlooks something at the requirements stage. 33% of project managers highlight inaccurate requirements gathering as a leading cause of project failure.

You must look past basic business requirements and involve stakeholders in the process.

• Objectives: work with stakeholders to set project objectives that meet their expectations.
• Project scope: figure out the overall extent in collaboration with stakeholders.
• Risk assessment: find dangerous risks to projects and assess whether the project is worth undertaking.
• Research: if it’s a new product, this is the stage where you would do market research.
• Project team: start assembling the talent for your project.

2. Involve all parties when designing your project plan

Once you reach the 2nd stage — design — you should have a preliminary project team. Don’t be afraid to rely on domain experts when creating the project schedule and budget.

In this process you should:

• Create a work breakdown structure (WBS) and start assigning project activities.
• Create a high-level project schedule with clear project milestones that you can use to benchmark progress.

Carefully consider stakeholder expectations at this stage, if you want to succeed.

3. Don’t lose sight of the plan when implementing the project

Once you start a project “for real,” it’s easy to have tunnel vision and lose sight of the original plan.

Remember to…

• Track progress by seeing how you measure up against milestones.
• Actively work to identify potential roadblocks and bottlenecks to project progress.
• Monitor key project KPIs.

Changes aren’t forbidden, but each request should be carefully considered and managed through a standardized process.

Pro tip: if you don’t know how to measure project performance metrics, monday.com offers a real-time dashboard with data like percentage of tasks completed on time, resource utilization, and more.

4. Test and verify that the result is satisfactory

So, you’ve delivered the project objective? Don’t celebrate just yet.

First, you need to make sure that the product holds water.

You have to:

• Arrange direct user testing with existing — or potential — customers.
• Get the necessary regulatory approvals.
• Standardize any repeatable processes that deliver results.

5. Replace, phase out, and maintain

The last part of the Waterfall life cycle ensures that the project delivers in the long term.

In this phase:

• Replace existing products or services with new ones.
• Phase out the old products.
• Maintain the new product or process to reap the benefits for the long term.

How to take Waterfall project management to the next level with monday.com

What makes monday.com different is that we give you the tools to build the exact project management platform your company needs. With smart automations, tons of native integrations with other tools, and an interface that makes sense, you’ll feel like you hired an extra project manager.

Create a high-level project plan using a ready-made template

First things first, use our ready-made project proposal template to kickstart your project. The template outlines the core elements that your project plan should include.

The plan should have a problem definition statement, core goals and objectives, milestones, and more. That’s all the basics.

Keep in mind that nothing is set in stone at this stage. You don’t need to spend hours trying to get overly specific.

Engage stakeholders by sharing real-time access to key project documents.

Instead of just talking to them in workshops or on the phone, give them direct access. With monday.com, you can easily share guest access to individual boards — or all of them. You can also control their permission level with the click of a button.

For example, you can give editing access to only the most vital stakeholders.

Use Gantt charts to optimize your project schedule.

It can be hard to create the perfect project timeline without seeing all the moving parts. That’s where our interactive Gantt view comes in. The drag-and-drop editor makes it easy to make small changes until it feels just right.

Use integrations and automation to improve cross-departmental collaboration.

We’ve entered the age of SaaS. Most companies use 100s of different apps throughout the organization. And it’s not likely every team and department uses the same software, either.

That’s where monday.com’s robust integrations come in. You can democratize data within your company by automatically sharing it with everyone involved.

For example, if a customer submits a relevant complaint to customer support via Zendesk , monday.com can automatically let your whole team know.

And that’s just an example of what you can do with 1 of 40+ integrations.

Standardize processes with custom templates.

Once you start to get the hang of this project management thing, it’d be a waste of time to start from scratch every time a new project came along. Create custom templates tailored to your company’s unique requirements and workflow. With monday.com, it’s as easy as clicking a button.

Custom templates are crucial if you decide to develop your own unique hybrid approach.

Create a strict process for managing project change.

One of the main benefits of Waterfall, when done right, is the predictability of projects. But nothing will be predictable if you mindlessly change the base plan as much as you want. The difference between a positive change — and a destructive one — isn’t always clear at first glance.

That’s why you should put in place a rigorous change management process. Again, monday.com has ready-made templates for change request management. You can even set up change request forms and share them directly with your stakeholders.

Adapt it to your own needs and make sure you only implement change with positive potential.

The right order is key to project execution

The Waterfall methodology isn’t “dead” in 2022. The majority of large projects implement it. Plus, it tends to make more sense than Agile for more physical projects.

But, using the Waterfall method shouldn’t be an excuse for complacency. You can still optimize how you handle projects through each stage of planning, testing, and implementation.

Use monday.com’s project proposal template — and our 14-day free trial — to reach a new level of control over your projects.

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The pros and cons of Waterfall methodology

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• Project management

Waterfall model advantages and disadvantages

Waterfall relies on teams following a sequence of steps and never moving forward until the previous phase has been completed. The methodology, in its traditional form, leaves almost no room for unexpected changes or revisions. If your team is small and your projects are predictable, then Waterfall could provide the ideal framework.

Almost half a century after it was identified, Waterfall still has relevance in the modern business world—but it shouldn’t be used indiscriminately. Read on to learn more about the advantages and disadvantages of the Waterfall model and to see how Lucidchart can help you and your team apply it to your next project.

Advantages of the Waterfall model

Waterfall relies on teams following a sequence of steps and never moving forward until the previous phase has been completed. This structure is suited to smaller projects with deliverables that are easy to define from the start.

Ben Aston from The Digital Project Manager explains, "Waterfall is generally regarded with some disdain as an inefficient and passé traditional project management approach. But Waterfall can be a useful and predictable approach if requirements are fixed, well documented, and clear, if the technology is understood and mature, if the project is short, and if there’s no additional value gained from 'going Agile.' A Waterfall approach can actually provide more predictable end result for budget, timeline, and scope."

Here’s an in-depth look at what the Waterfall methodology does best.

1. Uses clear structure

When compared with other methodologies, Waterfall focuses most on a clear, defined set of steps. Its structure is simple—each project goes through these steps:

• Requirement gathering and documentation
• System design
• Implementation
• Delivery/deployment
• Maintenance

Teams must complete an entire step before moving onto the next one, so if there are roadblocks to completion, they’re brought to light right away. Half-finished projects are less likely to get pushed aside, leaving teams with a more complete, polished project in the end.

In addition to being clear, the progression of Waterfall is intuitive. Unlike Six Sigma or Scrum, Waterfall does not require certifications or specific training for project managers or employees. If you visually outline the process at the beginning using Lucidchart and explain the methodology, team members will be able to jump into the Waterfall system without a steep learning curve slowing their progress.

2. Determines the end goal early

One of the defining steps of Waterfall is committing to an end product, goal, or deliverable at the beginning, and teams should avoid deviating from that commitment. For small projects where goals are clear, the Waterfall model is good for making your team aware of the overall goal from the start, with less potential for getting lost in the details as the project moves forward.

Unlike Scrum, which divides projects up into individual sprints, Waterfall is good for keeping the focus on the end goal at all times. If your team has a concrete goal with a clear end date, Waterfall will eliminate the risk of getting bogged down as you work toward that goal.

3. Transfers information well

Waterfall’s approach is highly methodical, so it should come as no surprise that the methodology emphasizes a clean transfer of information at each step. When applied in a software setting, every new step involves a new group of people, and though that might not be the case at your company, you still should aim to document information throughout a project’s lifecycle. Whether you’re passing projects off at each step or experience unexpected personnel changes, Waterfall prioritizes accessible information so new additions to the team can get up to speed quickly if needed.

You can maximize your benefits from this characteristic of Waterfall by staying organized with the right process. Use Lucidchart (it’s free to sign up!) to document processes so each team member knows what has already been done on a project when it gets to them.

The disadvantages of the Waterfall model

So, what is the downside of using the traditional Waterfall approach? Waterfall is a respected methodology, but lately it’s faced criticism for being an outdated model. The limitations of the Waterfall approach become more apparent depending on the size, type, and goals of the project it’s guiding. Rather than adapting your organization to Waterfall’s guidelines later, consider these limitations to assess whether Waterfall is truly a fit for your team.

1. Makes changes difficult

One of the drawbacks of waterfall model is also one of its advantages: Waterfall is based entirely on following a set of steps that keep teams always moving forward. The methodology, in its traditional form, leaves almost no room for unexpected changes or revisions. So, if your team has loyally followed the steps of Waterfall nearly to the end of the project but then faces an unplanned roadblock that necessitates a change in scope or goals, pivoting won’t be easy. You’ll have put a considerable amount of work into a project under very specific, rigid assumptions. A sudden change to the parameters of the project could render much of the work you’ve carried out up to that point useless, which can throw off the entire timeline.

If your team’s projects are unpredictable or involve frequent change, consider adapting Waterfall to allow more room for reflection and revision as you go, rather than just at the end, to prevent wasted time and energy. If you decide to go this route, tailor a Lucidchart template to your team’s version of Waterfall to keep everyone aware of how to use the adjusted process.

2. Excludes the client and/or end user

Another limitation of the Waterfall model is that as an internal process, the Waterfall methodology focuses very little on the end user or client involved with a project. Its main purpose has always been to help internal teams move more efficiently through the phases of a project, which can work well for the software world. However, if you work in an industry other than software, clients often want to be involved during a project, adding opinions and clarifying what they want as the project moves forward.

If your projects have clear, unchanging goals from the beginning and you aren’t responsible for updating end users or clients through the development process, then Waterfall will probably work well for your team. In other cases, consider an agile methodology to better anticipate change and keep stakeholders informed through the life of the project. By involving stakeholders, you lower the risk of late requests for change throwing off your project deadlines.

3. Delays testing until after completion

Testing is one of the biggest downsides of the using the traditional Waterfall approach. Saving the testing phase until the last half of a project is risky, but Waterfall insists that teams wait until step four out of six to test their products. Outside of the software industry, the testing phase could mean showing a new website design to a client, A/B testing content, or taking any number of steps to gain empirical data on the viability of the project. At this point, the project has likely taken considerable time to complete, so large revisions could cause significant delays.

The Agile methodology was created in direct response to this principle of Waterfall. Critics of Waterfall felt that there was too much room for problems to remain unnoticed until the project neared completion, which left large, costly changes as the only solution. If you feel that frequent testing would serve your team better, implement testing at the end of every project stage so that you don’t move forward until you know things are working. Or consider a different project management methodology that encourages reflection and revision throughout the process.

Navigating Waterfall model advantages and disadvantages

The Waterfall methodology has had critics and supporters since its inception, but it remains relevant today even as other methodologies have evolved to account for many of its flaws. If your team is small and your projects are consistent and predictable, then Waterfall could provide the ideal framework for keeping your team organized and on track.

If not, don’t be afraid to customize a project management methodology to make it right for you. With Lucidchart, you have free rein to create a structure that will work best for your team and its unique needs.

Track your Waterfall process or any methodology you choose.

Explore our collection of project management templates to simplify your workload.

About Lucidchart

Lucidchart, a cloud-based intelligent diagramming application, is a core component of Lucid Software's Visual Collaboration Suite. This intuitive, cloud-based solution empowers teams to collaborate in real-time to build flowcharts, mockups, UML diagrams, customer journey maps, and more. Lucidchart propels teams forward to build the future faster. Lucid is proud to serve top businesses around the world, including customers such as Google, GE, and NBC Universal, and 99% of the Fortune 500. Lucid partners with industry leaders, including Google, Atlassian, and Microsoft. Since its founding, Lucid has received numerous awards for its products, business, and workplace culture. For more information, visit lucidchart.com.

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Examples Of The Waterfall Model

Anjali works at a technology firm where she’s been assigned to lead a team to deliver an elaborate software program…

Anjali works at a technology firm where she’s been assigned to lead a team to deliver an elaborate software program within a very tight schedule. At first, Anjali tries to coordinate with her associates and create her own model. But as the pressure mounts, her model crumbles and the entire team is rattled.

Anjali spends a couple of days researching solutions and discovers the waterfall model. She goes through the waterfall model in detail and distributes the responsibilities for the project among several departments, based on the different phases of the model.

As the project requires utmost stability, Anjali creates a blueprint and a timeline that aren’t subject to change and feeds them into the waterfall model. Thereafter, the model takes care of everything. With a strict schedule for delivery in place and all departmental roles neatly assigned, the waterfall model brings the project to a close one week ahead of time and in the smoothest manner possible.

Anjali’s success becomes another excellent example of the waterfall model doing what it does best.

What Is The Waterfall Model?

When is the waterfall model used, how to explain the waterfall model with examples, solutions at your fingertips.

Before proceeding to explain the waterfall model with examples, let’s go over the basics of the waterfall model and what exactly it’s supposed to achieve.

The waterfall model was one of the first models to be introduced in project management. As a linear or sequential model, the waterfall model has a number of phases, each of which must be completed before moving onto the next one. This is why the model is known as the waterfall model because its movement from one phase to another in a downward manner similar to  a waterfall.

For smooth functioning, the waterfall model uses the output from one phase as input for the next phase. At the end of each phase, you’re supposed to carry out a review to find out if the project is on the right path or whether it needs to be discarded and restarted.

The term “waterfall” was used for the first time in a 1976 paper co-authored by Thomas Bell and Thomas Thayer to describe their model. However, the first formal and detailed diagram of the model had been published before, in an article in 1970 written by Winston Royce. Royce’s article was largely critical of the waterfall model, particularly on how testing of the model could only be performed at the end of the process.

The waterfall model that you’re likely to come across today includes seven phases, which are listed as follows:

Recruitment Gathering

System Design

Implementation

Integration And Testing

Deployment Of System

Maintenance Or Fixing Issues

Nowadays, the waterfall model is one of several models that are frequently used for project management. Other models include iterative and agile models, which are much more flexible as compared to the waterfall approach.

In order to understand a real-life example of the waterfall model, let’s familiarize ourselves with situations when the waterfall model is usually used:

When the project requirements are laid down at the outset and remain more or less fixed throughout the entire process

When the product definition is stable and a lot of information is required before completing each phase

In cases where a strict timeline needs to be prepared and followed, without alterations

In sectors involving engineering design and software development that generally demand project management on a large scale

In manufacturing and construction industries, where design changes are usually very costly

In the closing decades of the 20th century, the waterfall model was used primarily to develop enterprise applications like Human Resource Management Systems (HRMS), Supply Chain Management Systems, Customer Relationship Management (CRM) systems, Inventory Management Systems, Point of Sales (POS) systems for retail chains, etc. The model was also extremely popular in software development.

With the evolution of technology, there were cases where large-scale enterprise systems, with the waterfall model as the default choice, were developed over a period of two to three years but became redundant by the time they were completed. Slowly, these enterprise systems switched over to more flexible and less expensive models, but the waterfall model continued to be preferred in systems where:

A human life is at stake and a system failure could result in fatalities

Money and time are secondary factors and what matters more is the safety and stability of a project

Military and aircraft programs where requirements are declared early on and remain constant

Projects with an extremely high degree of oversight and/or accountability such as those in the sectors of banking, healthcare and control systems for nuclear facilities

Now that you’ve grasped the several sectors in which the waterfall model used to be and is still deployed, here is a real-life example of the waterfall model at work.

Here, the waterfall model is used to manufacture a tractor, with each of its phases outlining the work that needs to be done. Before moving to the phases, however, the organization manufacturing the tractor would need to carry out a feasibility study, including planning the budget and adding new features to the tractor that’ll put it ahead of other tractors in the market.

Thereafter, the following phases (only including the most important ones) take over:

This phase of the waterfall model is used to determine the speed, mileage, engine specifications, color and seat requirements of the tractor to be manufactured.

This phase is concerned with developing and designing the frame material, the exterior and interior body quality and material as well as the tyre quality for the tractor.

Implementation:

This phase brings together the two previous phases by combining all the pre-decided features and actually manufacturing the tractor.

This phase is all about trying out the tractor under various circumstances and conditions, from evaluating its performance on different types of roads and weather conditions to checking its durability, fuel consumption and the amount of heat it produces.

Maintenance:

The final phase is about offering regular services to preserve the quality of the tractor and make whatever repairs or adjustments are necessary.

Let’s look at another real-life example of the waterfall model, where the different phases have been used to manufacture and deliver a software program that relies on university rankings and student scores to determine which universities and courses are best suited for students opting for an undergraduate degree.

As with the previous example of the waterfall model, the organization designing the software program needs to perform a feasibility study to find out what kind of programs are already present in the market that can achieve similar tasks in academia. Following this, the most important phases of the waterfall model can start functioning as follows:

This phase will be tasked with gathering all the information available on student scores and university rankings and devising the different parameters that’ll be used for determining a university’s suitability for a student.

In this example of the waterfall model, the design phase is all about fine-tuning the parameters established in the analysis phase and making sure that the structure of the software program is precise enough to avoid any manipulation of or confusion over large volumes of data.

This all-important phase involves doing dummy runs of the software program with a provisional set of data to see the accuracy with which the program can suggest appropriate universities for students. These suggestions should then be matched with results obtained from academic counselors who have arrived at the suggestions through their years of professional expertise.

As with any example of the waterfall model, the testing phase is about ensuring that all features of the software program function smoothly and that there are no glitches that can derail the utility of the overall program.

In the final phase, the software program should be checked for any necessary updates or alterations that may be required, besides the expected inclusion of new data, including a greater volume of student scores and a fresh set of university rankings.

The waterfall model is just one example of the many approaches adopted in project management . At Harappa, the Executing Solutions  course is tailor-made for you to master several approaches, such as the Branding, Leadership And Selling Techniques ( BLAST ) approach (on how to develop a mindset for devising responsible solutions), the Bifocal Approach (a strategy that balances short-term and long-term views).

With the help of a world-class faculty, this course will allow you to closely monitor your progress, navigate crises, scrutinize frameworks and develop a holistic approach to managing all kinds of projects. Sign up for the Executing Solutions course today and join employees from organizations like NASSCOM, Uber and Standard Chartered in elevating your management skills.

Explore Harappa Diaries to learn more about topics such as  How Does The  Waterfall Model  Help In Project Management,  Advantages & Disadvantages Of Waterfall Model , What Is  Project Management , Introduction To  Operations Management  & How To Do A  PERT  Analysis and monitor your projects efficiently.

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Dissertations / Theses on the topic "Waterfall methodology":

Mulbah, Julateh K., and Kahsay Tilahun Gebreslassie. "CO2-efficient retail locations: Building a web-based DSS by the Waterfall Methodology." Thesis, Högskolan Dalarna, Institutionen för information och teknik, 2021. http://urn.kb.se/resolve?urn=urn:nbn:se:du-37741.

Naseem, Junaid, and Wasim Tahir. "Study and analysis of the challenges and guidelines of transitioning from waterfall development model to Scrum." Thesis, Blekinge Tekniska Högskola, Avdelningen för programvarusystem, 2009. http://urn.kb.se/resolve?urn=urn:nbn:se:bth-2679.

Szuchan, Patrik. "Aplikace agilní metodiky v projektovém řízení." Master's thesis, Vysoké učení technické v Brně. Fakulta podnikatelská, 2020. http://www.nusl.cz/ntk/nusl-417697.

Hellström, Douglas. "Uncertainty management – How to handle project uncertainty : A case study at Rimaster Development." Thesis, KTH, Skolan för industriell teknik och management (ITM), 2021. http://urn.kb.se/resolve?urn=urn:nbn:se:kth:diva-299782.

Coetzee, Ziaén. "An interpretive study of the contingent use of systems development methodologies in the telecommunications industry / Z. Coetzee." Thesis, North-West University, 2010. http://hdl.handle.net/10394/5562.

Haavisto, Felix, Henrik Henriksson, Niklas Hätty, Johan Jansson, Fabian Petersen, David Pop, Viktor Ringdahl, and Sara Svensson. "Modernisering av ett 3D-scanningssystem : Utmaningar och lärdomar av ett projekt." Thesis, Linköpings universitet, Institutionen för datavetenskap, 2016. http://urn.kb.se/resolve?urn=urn:nbn:se:liu:diva-130695.

Books on the topic "Waterfall methodology":

R, Johnson Stephen. Design and testing of a monitoring program for Beaufort Sea waterfowl and marine birds . Herndon, VA: U.S. Dept of Interior, Minerals Management Service, Procurement Operations Branch, 1992.

Book chapters on the topic "Waterfall methodology":

Shah, Abad. "OODM." In Information Modeling for Internet Applications , 189–229. IGI Global, 2003. http://dx.doi.org/10.4018/978-1-59140-050-9.ch010.

Etim, Alice S., Chandra Prakash Jaiswal, Marsheilla Subroto, and Vivian E. Collins Ortega. "Managing Information Technology Projects Using Agile Methodology." In Advances in IT Standards and Standardization Research , 123–46. IGI Global, 2021. http://dx.doi.org/10.4018/978-1-7998-3468-7.ch007.

Garling, Richard. "Does an Open Source Development Environment Facilitate Conventional Project Management Approaches and Collaborative Work?" In Information Technology as a Facilitator of Social Processes in Project Management and Collaborative Work , 99–123. IGI Global, 2018. http://dx.doi.org/10.4018/978-1-5225-3471-6.ch006.

Garling, Richard. "Does an Open Source Development Environment Facilitate Conventional Project Management Approaches and Collaborative Work?" In Research Anthology on Usage and Development of Open Source Software , 239–56. IGI Global, 2021. http://dx.doi.org/10.4018/978-1-7998-9158-1.ch013.

Conference papers on the topic "Waterfall methodology":

Borges, S. S., R. Barbieri, and P. S. B. Zdanski. "Analysis of the Noise Level Generated by Axial Flow Fan Composed of Radial-Bladed Centrifugal Rotor." In ASME Turbo Expo 2014: Turbine Technical Conference and Exposition . American Society of Mechanical Engineers, 2014. http://dx.doi.org/10.1115/gt2014-26415.