During the initial phase of the project, the project manager faces lots of important decisions, which may contribute to the effectiveness of planning, resource allocation, etc. One of the most critical ones is choosing the right methodology, as it basically defines how the project will be implemented. Nowadays, the two most commonly used approaches are Agile and Waterfall. Each methodology offers distinct advantages depending on the project’s nature, goals, and constraints, and it is important for the project manager to choose the right one depending on the project requirements and complexity, as it will allow to organize the work more efficiently, structure the communication, reduce risks, and deliver higher-quality results.

What is a methodology?

A methodology is a system of practices and procedures used to structure and manage a project or process. In the context of project management or software development, a methodology provides a framework that guides how a project is planned, executed, and delivered. In simple terms, methodology is how you organize the work of the team to bring the client’s idea into reality.

Each methodology has a list of key features, which are:

1. Roles – designer, developer, tester, project manager, etc.
2. Processes – how tasks are planned and reviewed/
3. Tools and techniques – daily stand-ups, documentation rules, etc.
4. Structure and predictability

Waterfall – when the scope is clear and changes are doubtful

The Waterfall methodology is a linear and sequential approach to project management and software development. In this model, the project is divided into distinct phases that follow one after the other – like water flowing down a waterfall.

For example, the client wants to build a landing page, which will be used for the creation of appointments. He/She has a website structure and a list of features he/she would like to be included (e.g., calendar integration to book calls with him/her directly). This is a perfect scenario for the Waterfall methodology, as we have a clear scope, the changes during the design and development phase are unlikely (except for design edits), and we can structure a clear and easy-to-follow plan for the project implementation.

Key Phases of Waterfall:

1. Requirements – gather and document all project requirements upfront.
2. Design – plan the system architecture and how it will be built.
3. Development – build the product itself.
4. Testing – test the system to find and fix bugs.
5. Deployment – release the product to users.
6. Maintenance – fix issues or make minor updates after launch.

When to Use Waterfall:

• Requirements are well-understood and unlikely to change.
• The project has a clear scope, budget, and timeline.
• Stakeholders prefer structured documentation and formal sign-offs.

Pros:

• Clear structure and documentation.
• Easy to manage due to rigid phases.
• Works well for projects with fixed scope and budget.

Cons:

• Little flexibility for changes once development starts.
• Late feedback (users only see the product near the end).
• Risk of discovering problems too late in the process.

Agile – when the project is complex and requires a lot of attention

Agile is a flexible, iterative approach to project management and software development. Instead of trying to deliver everything at once at the end, Agile delivers small, functional pieces of the product in short cycles, called sprints (usually 2 weeks). It emphasizes collaboration between stakeholders and the project team. Agile is not a single method, but a family of methods, with the most common being Scrum and Kanban. Even though each of those methods is different, they share the same values and principles.

For example, the client wants to build a mobile fitness app. They have an idea and overall vision of what they want, but expect changes based on the project progress and user feedback. This is the perfect scenario for using Agile, as it would allow them to launch quickly with a basic version (MVP), get real user input, and improve the app over time with future iterations. Other examples when Agile may work well are SaaS platforms, e-commerce sites, platforms where users are actively involved, etc.

Key Phases of Agile:

1. Product Backlog – a prioritized list of features and tasks.
2. Sprint Planning – decide what will be built in the next sprint.
3. Design and Development – the team works on the features during the sprint.
4. Daily Stand-ups – short daily meetings to sync progress among the team.
5. Sprint Review – present the work done to stakeholders.
6. Sprint Retrospective – reflect and improve the process for the next sprint.

These phases repeat in every sprint cycle.

When to Use Agile:

• Requirements are expected to evolve or are unclear at the beginning.
• You want to release quickly and improve over time.
• Users or stakeholders can provide regular feedback.
• The project needs to adapt to market changes.
• Teams are cross-functional and collaborative.

Pros:

• Highly flexible and adaptable to change.
• Faster delivery of value to users.
• Encourages continuous improvement.
• Regular feedback reduces the risk of building the wrong product.
• Promotes strong team collaboration and ownership.

Cons:

• Can be chaotic if not well-managed.
• Requires active involvement from stakeholders.
• Difficult to predict the exact cost and timeline upfront.
• Less focus on formal documentation.

Hybrid Approaches

In many real-world scenarios, projects don’t fit completely into either Agile or Waterfall. That’s where the Hybrid approach comes in – a combination of both methodologies that allows teams to adapt structure to flexibility depending on project needs. The Hybrid methodology blends the predictability and planning strengths of Waterfall with the adaptability and speed of Agile. It typically involves using Waterfall for high-level phases such as project initiation, budgeting, and regulatory documentation, while Agile is used during execution, such as design, development, and testing cycles.

A good example of a hybrid approach may be an enterprise-level banking application, which might begin with a Waterfall to define strict regulatory requirements, budgets, and system architecture, and switch to Agile once the planning is complete.

Pros:

• Balances structure with adaptability.
• Helps manage large, complex projects with multiple teams or vendors.
• Useful for organizations with mixed project management cultures.
• Provides flexibility without sacrificing control over timelines or budgets.

Cons:

• Can be harder to manage, requiring strong PM skills.
• May create confusion if roles, expectations, or processes aren’t clearly defined.
• Needs careful coordination between the Waterfall and Agile teams.

Summary

Waterfall is best for predictable, well-planned projects where change is minimal. It’s simple and structured – but not ideal for dynamic, fast-changing environments.

Agile is best for dynamic, evolving projects where flexibility, speed, and customer feedback are critical. It promotes fast delivery and learning through iteration, but requires discipline, strong communication, and engaged stakeholders to succeed.

The Hybrid approach offers the best of both worlds – planning and predictability where needed, and flexibility where possible. While it adds complexity to project management, it’s a powerful option for organizations looking to modernize processes without fully abandoning traditional structures.

Choosing between Agile and Waterfall is not about which methodology is better, but which will suit the specific needs of your project. Waterfall offers structure and predictability, making it ideal for projects with well-defined requirements and minimal change. Agile provides flexibility and speed, making it the preferred choice for projects in dynamic environments where continuous feedback and adaptation are key.

As a project manager, your role is to assess the project’s complexity, goals, risks, stakeholder involvement, and team capabilities. As a result, you’ll be able to select the approach that aligns best. In some cases, a hybrid model that combines elements of both may offer the most balanced solution.

The right methodology will not only guide your process but also increase your team’s effectiveness and the chances of project success.

And just as importantly, choosing the right team — with the skills, mindset, and collaboration style that fit your chosen methodology — can make all the difference.