Mastering freelance projects: 10 effective methodologies

Mastering freelance projects: 10 effective methodologies

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Managing teams in freelancing is no longer seen as an insurmountable challenge. With tools like spreadsheets, task trackers, team boards, and calendars, you can smoothly distribute workloads, monitor deadlines, and maintain reliable communication with your team members. However, tools alone aren’t enough. To achieve true cohesion and efficiency, you need a system. Choosing a project management methodology will help you establish processes, develop a clear strategy, and define your work principles. Let’s explore the existing methodologies and how to select the perfect one for your needs.

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Why management methodologies are necessary

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A project management methodology is a unified framework that outlines how a team will navigate all phases of a project. It determines how you set objectives and evaluate results, the tools you use, and how you build communication within the team.

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From small freelance teams to large corporations, everyone is adopting project management methodologies because they help:

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• Create a detailed and understandable work plan
• Define the roles and responsibilities of each team member
• Discipline the team
• Establish effective communication
• Clearly allocate finances, time, and other resources
• Identify problems and remedy them in a timely manner
• Anticipate possible risks and plan ways to address them

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You can use one methodology, combine different ones, or select elements from several.

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How to choose a methodology for your team

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There is no one-size-fits-all approach suitable for every project. Some methodologies are better for larger teams, while others are ideal for smaller ones. Your goals and how you operate also influence the choice.

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Here's what to consider when making your decision:

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• The challenges your team is facing
• Whether your team members perform similar tasks or each has a specialty
• The industry in which you operate
• The complexity of the projects your team undertakes
• The size of your team

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These questions will guide you in choosing the most effective way to manage and align your processes.

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10 project management methodologies

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Over the past century, dozens of techniques with varying rules, principles, and tools have emerged. Here, we explore 10 relevant and popular methodologies suitable for remotely managing a small team.

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Agile

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One of the most popular methodologies today, Agile emerged in 2001 and was specifically designed for IT teams, as traditional rigid methods were unsuitable for software development.

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A lot of managers refer to Agile as a philosophy, a family of methodologies, or a set of principles. They use Agile as a foundation and reinforce it with additional approaches like Scrum, Kanban, or Lean.

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Principles underpinning the Agile philosophy:

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• Fast and efficient performance in all circumstances
• People are more important than perfect processes
• Cooperative working and close, trusting cooperation
• Flexibility and willingness to change the plan to fit new data and conditions
• Results orientation, not a set of regulations
• Continuous analysis and improvement

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To follow these principles, teams break all work into short cycles called sprints. During one sprint, the team works on several tasks in parallel and achieves a tangible result at the end of the cycle. In the next sprint, previous results are finalized, and work on new challenges begins. New requirements arising during the process can be quickly addressed by adding them to a new sprint.

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Pros of Agile:

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• Regular feedback, allowing for immediate correction of deficiencies and reduced risk of failure
• Ability to quickly adjust to changes and innovations
• Each team member has room for experimentation and the opportunity to propose their own changes during the work

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Cons:

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• A lot of time is spent in constant discussion and interaction
• Lack of a specific work plan, making it difficult to allocate resources to the entire project

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Suitable teams:

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The flexibility of the Agile philosophy allows it to be used in almost any project. It is most often adopted by IT teams that start working on a project without knowing what the ideal final result should look like (this is especially true given today’s constantly changing market situation). However, for more specificity, you might want to supplement it with additional methodologies.

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Waterfall (Cascade)

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One of the oldest methodologies and the exact opposite of the Agile approach, the Waterfall model relies on well-defined requirements and a structured plan. Tasks for each team member are sequenced linearly, with one task following another in a strict order. A new task cannot be initiated until the preceding one is fully completed. Each task is assigned a firm deadline, and altering the plan mid-project is strongly discouraged.

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Key steps in the Waterfall methodology:

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• Collecting and capturing requirements
• Detailed task analysis and brainstorming sessions
• Designing the steps and phases of the work
• Completion of tasks according to the plan
• Implementation, testing, and bug fixing
• Transfer of the finished product to the customer
• Maintenance and support of the finished project

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To control the work, managers visualize the process with Gantt charts, which show the order of tasks and the deadline for each one.

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Pros of the Waterfall model:

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• Resources and timelines are clearly allocated
• Simple and clear division into stages
• If a team member is replaced, it will be easier to onboard the newcomer thanks to clear documentation

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Cons:

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• It's impossible to make changes quickly. In case of new requirements or mistakes, everything will have to be planned from scratch
• Strong dependence on deadlines – any delay can derail the entire work plan
• There is a great risk of misinterpreting the customer's requirements and discovering this only at the project's end, when they are dissatisfied with the outcome

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Suitable teams:

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Teams working on small projects with clear documentation where scope, budgets, timelines, and requirements are clear from the outset. If you anticipate constant changes and new inputs, it is better to opt for a more flexible approach.

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Hybrid model

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Naturally, managers wondered whether meticulous planning and the ability to make swift changes could coexist. It turned out they could, giving rise to a hybrid of Agile and Waterfall methodologies. This approach combines flexible cycles with predictable, clear deadlines. Here, requirements are diligently gathered at the project's outset, but with an openness to rapid changes.

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Pros of the hybrid model:

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• Making changes is practical and convenient, facilitated by sprints
• A clear and organized work structure is maintained

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Cons:

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• For significant changes, hybrid methodology may not be ideal. Clear deadlines will force you to compromise
• Unlike Waterfall, tracking progress with a Gantt chart may be challenging due to constant changes
• Similar to Agile, the method requires continuous discussion and engagement, which should be factored into planning
• Consequently, the blend of flexibility and stability can lead to a model that is neither 100% flexible nor 100% stable

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Suitable teams:

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Teams working with large corporations typically benefit from this approach, as these clients often demand clear deadlines while also wanting to remain responsive to change. Generally, hybrid project management is suitable for projects with tangible end goals, fixed budgets, but not entirely clear requirements.

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Scrum

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This is an approach built on the shortest possible sprints, typically 1–2 weeks in length. The process is often guided by a Scrum Master, who facilitates daily meetings, organizes sprints, and analyzes results during retrospectives. However, some teams operate effectively without a designated leader, as the approach's flexibility allows participants to self-organize.

Due to its adaptability and emphasis on collaboration, Scrum is often categorized as part of the Agile family. Today, a blend of Agile philosophy and Scrum approach is prevalent among teams.

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Pros of Scrum:

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• Breaks down large, complex projects into short, manageable sprints with defined tasks
• Daily meetings boost momentum and enable swift adjustments
• Enhances the team's ability to navigate the project and adapt to unexpected events

Cons:

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• Project scope may grow uncontrollably without clear timelines and requirements
• Sustaining a dynamic work pace can be difficult for teams lacking discipline
• Replacing team members can negatively impact the work, as newcomers may require extended adaptation periods due to the lack of clear requirements

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Suitable teams:

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This is a great option for small teams composed of experienced professionals. If your team is responsible and disciplined, you can go for flexible processes. This will empower you to tackle even large, complex projects.

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Kanban

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A Japanese methodology often integrated with Agile practices, Kanban offers a visual approach to task management. Here are its key features:

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• Tasks are represented as cards on a Kanban board, with columns indicating statuses like "In Queue", "In Progress", "Under Review", and "Completed". Cards advance through columns as their status changes
• Column task limits can be set to prevent team members from becoming overwhelmed
• The clear visual layout simplifies analysis of task duration, workload distribution, and other metrics, enabling informed process improvements

Pros of Kanban:

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• The process is visually represented on an intuitive board
• Employee workloads can be monitored and tasks evenly distributed

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Cons:

• The minimalistic design of Kanban boards makes them less suitable for long-term planning, as an excess of cards can cause confusion
• Managing teams larger than ten members can be difficult for similar reasons

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Suitable teams:

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Small teams, particularly those consisting of remote freelancers, will benefit from the simple visualization that allows real-time task tracking and status updates.

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Scrumban

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Scrumban is a hybrid methodology that combines the strengths of Scrum and Kanban. It integrates Scrum's sprints and daily meetings with Kanban's card system for managing individual tasks, which can be completed within or outside of sprints.

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Pros of Scrumban:

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• Offers simple and clear process visualization
• Enables the breakdown of any goal into smaller, manageable objectives within or outside of sprints
• Facilitates effective teamwork by combining a Kanban board with daily meetings

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Cons:

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• Like Kanban, the board's minimalistic design can pose challenges for long-term planning and organization for larger teams

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Suitable teams:

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Small teams tackling large projects. Scrumban enables them to break down work into smaller components while preserving a clear and understandable process structure.

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PRINCE2

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A Waterfall model-based methodology, PRINCE2 was developed by the UK government to manage large IT projects effectively. The name stands for PRojects IN Controlled Environments.

The method comprises seven key processes:

1. Starting up a project
2. Directing a project
3. Initiating a project
4. Controlling a stage
5. Managing product delivery
6. Managing a stage boundary
7. Closing a project

All project objectives should be clearly defined and responsibilities explicitly assigned among participants. The work is divided into precise stages, each with set budgets and deadlines. Throughout the process, customers and supervisors can regularly review the product's quality.

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Pros of PRINCE2:

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• Clear definition of roles and responsibilities
• Scalability for use in large teams
• Efficient workflow at every stage
• Enhanced focus on documentation and past experience analysis, reducing risks

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Cons:

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• Can be overly complex for small teams, leading to unnecessary work
• Difficulty in adapting to changes

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Suitable teams:

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PRINCE2 is good for teams experiencing rapid growth and handling larger, more complex projects. For smaller teams, it may not be the most practical approach.

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Critical path method

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The rigorous critical path method (CPM) helps identify the most crucial tasks within a project and, based on these priorities, plan the milestones and expected deliverables. To implement CPM, follow these steps:

• Gather all project tasks and determine their interdependencies
• Estimate the duration of each task
• Create a graph illustrating task relationships
• Develop an optimal task sequence, which will be the critical path
• Refine the plan to enhance work speed and efficiency
• Commence work once the project plan is perfected

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Pros of the critical path method:

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• The team has an immediate, detailed task list and clear task sequence, aiding intelligent resource allocation at all work stages
• Task priorities are instantly clear, which increases the likelihood of meeting deadlines

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Cons:

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• Adding new tasks on an emergency basis is challenging, making the method less adaptable to change
• Timelines and resources are largely planned intuitively, risking miscalculations, missed deadlines, or overloading team members if experience is lacking

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Suitable teams:

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CPM is ideal for small teams with a manageable number of tasks, especially for those new to project management. With experience, you can apply this method to larger projects with numerous interrelated tasks. To enhance CPM's effectiveness, combine it with other approaches, such as the recommendations from the PMBOK® guide, and improve the method as you go.

CPM is less suited to teams working on creative tasks, such as designers, illustrators, or editors.

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Critical chain project management

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Critical chain project management (CCPM) is a method that involves defining deliverables and then mapping out processes with a keen focus on available resources – including funds, materials, and personnel. It is advisable to tackle tasks sequentially, as resource allocation will be easier this way.

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Pros of CCPM

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• Team resources are used as efficiently as possible, minimizing idle time, preventing overwork, and ensuring deadlines are met
• When executed correctly, it can help allocate resources wisely while also saving them
• Planning begins with the end goal in mind, ensuring the team stays focused and eliminating surprises in the final output

Cons:

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• For teams juggling multiple projects with shared resources, planning along the critical chain can be challenging
• Inaccurate time estimates can lead to delays

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Suitable teams:

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This method is optimal for teams with clear resource constraints, such as tight deadlines or limited staff. It helps allocate resources effectively and deliver quality results without overworking or rushing to meet deadlines. This approach works best for teams focusing on one project at a time but may not be suitable for managing multiple projects concurrently.

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Lean management

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The primary goal of Lean is to organize work in a way that enhances team efficiency and accomplishes more tasks with fewer resources. This approach addresses three issues simultaneously:

• Eliminates unnecessary resource usage
• Promotes balanced allocation of resources and tasks
• Prevents excessive strain on employees and other resources

In essence, the main objective is to eliminate all wasteful practices.

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Pros of Lean:

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• Regularly identifies and reduces resource wastage, enhancing efficiency
• Can be integrated with both flexible and structured methodologies

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Cons:

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• Needs strong commitment from all team members, including management
• May require a thorough revision of existing team processes
• Demands meticulous planning of each work stage, which can be time-intensive and sometimes superfluous
• Aids in problem identification but may not provide explicit solutions

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Suitable teams:

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If you see that your team is beginning to face efficiency issues, Lean can help you identify weaknesses and develop a streamlined workflow.

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Key takeaways:

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