The Waterfall Framework for Project Management: When & When NOT to Use It

In part 1 of our series on how Ai is changing the best practices in project management, we talked about how capturing data from communications is key to building a successful workflow, and how Ai tools are helping. In part 2 we'll cover Ai tools that make the traditional framework for PM more useful, and discuss use cases in which the "Waterfall" framework is still the best one to use. In part 3 we'll talk about when to use the more modern "Agile" framework, and how many companies benefit from a customized Hybrid of the two.

The O.G. of PM frameworks

The term "Waterfall" was first introduced by Winston W. Royce in 1970 in his paper "Managing the Development of Large Software Systems." However, the concept had been described earlier at the "Symposium on Advanced Programming Methods for Digital Computers" in 1956.

The Waterfall method quickly gained support from managers due to its logical, step-by-step approach. It became the standard for project management, particularly in software development.

The Waterfall methodology is based on three basic principles:

1. Sequential structure: The project is divided into distinct phases, with each phase completed before moving to the next.
2. Minimal client engagement: Client interaction is generally limited to the beginning and end of the project.
3. Robust documentation: Detailed documentation is required for all aspects of the project.

The Waterfall method remains relevant for projects with well-defined, stable requirements, especially in marketing campaign and content planning.

The Waterfall Framework and Gantt Charts

Here's how they are related:

1. Visual representation: Gantt charts are the preferred tool for project managers working with the Waterfall methodology, as they clearly display the sequential nature of project phases. The linear structure of Waterfall projects aligns perfectly with the timeline-based layout of Gantt charts.
2. Task organization: Gantt charts allow managers to map subtasks, dependencies, and each phase of the project as it moves through the Waterfall lifecycle. This helps in organizing tasks and setting clear schedules for the project.
3. Milestone tracking: Waterfall projects are broken into distinct phases, and Gantt charts enable the creation of milestones to indicate when one phase ends and another begins. This feature is crucial for maintaining the structured approach of the Waterfall method.
4. Dependency management: Gantt charts in Waterfall projects help visualize and manage task dependencies, ensuring that work flows smoothly from one phase to the next. This is important in Waterfall, where each phase must be completed before the next can begin.
5. Progress monitoring: Gantt charts provide a clear visualization of project progress, making it easy to track completion percentages and identify potential delays or bottlenecks. This aligns with the Waterfall method's emphasis on sequential progress and strict phase completion.
6. Resource allocation: Gantt charts help project managers allocate resources effectively across different phases of a Waterfall project, ensuring that each stage has the necessary resources to be completed on time.
7. Communication tool: Gantt charts serve as an effective communication tool in Waterfall projects, allowing team members and stakeholders to quickly understand the project timeline, current status, and upcoming phases.

In 2025 Gantt Charts are still a key feature of the top project management apps used by SMB's and enterprise software. In apps like ClickUp and Asana they are offered as a view type, allowing managers to toggle between Gantt and other paradigms.

ClickUp AI offers several features to support the Waterfall methodology in project management:

1. AI-driven prompts: ClickUp provides AI-generated prompts for each stage of the Waterfall methodology, helping teams generate ideas and strategies for their projects (prompts).
2. Content creation: ClickUp AI can create content directly within the platform, eliminating the need to use external AI tools like ChatGPT (prompts).
3. Project planning assistance: The AI can help with creating project plans, assigning resources, and setting deadlines, which are crucial elements of the Waterfall approach (prompts).
4. Task organization: ClickUp AI can assist in breaking down projects into manageable tasks and organizing them into a sequential workflow, aligning with the Waterfall model's linear structure(*templates).
5. Risk identification: The AI can help identify potential risks and issues that could impact the project, allowing teams to proactively address them (prompts).

ClickUp's Waterfall Management Template includes custom statuses, fields, and views to support the Waterfall methodology. The AI integration enhances these features by providing intelligent suggestions and automating certain aspects of project management (*templates).

ClickUp and HubSpot utilize OpenAi GPT 3.5-Turbo as does Asana, which also integrates one or more of Anthropic's excellent LLM's.

Content Strategy Benefits

1. Content repurposing: The Waterfall content strategy allows marketers to create a fundamental piece of content (e.g., a white paper) and then repurpose it into smaller pieces like blog posts, social media content, and email snippets.
2. Focused messaging: This approach helps businesses stay focused on one key aspect of their offerings, ensuring consistent messaging across various platforms.
3. Cost-effectiveness: By repurposing content, companies can stretch their marketing budget and get more value from their initial investment in content creation.

So to put a bow on it, think of Waterfall as the project management framework to use when you're planning ahead for projects for which you've established a known workflow.

If you know you have a certain budget to run an ad campaign over the course of a quarter, or you want to plan a series of podcasts over the course of a year, then the Waterfall framework will help you zoom out and look at the big picture.

If you need to build the next killer app and launch a new SAAS product, then you're going to want to use the Agile framework. Ai is making that more efficient too. And we'll tackle that in our part 3 of our epic 3 part story of the wild world of project management.

Newsletter drops weekly. See more team Jay stuff at JaySparks.Pro