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Think about the last time you made coffee. You likely followed a series of steps: measuring the beans, grinding them, adding them to the filter, boiling water, and pouring it into the coffee maker. Making coffee works best when you do things in the right order.

In project management, linear projects must be completed step by step. To manage these projects well, you should use a linear approach. One common method for this is called waterfall project management.

A waterfall project management template lets you standardize your process for linear projects. You can quickly add your details and start a new project without missing any steps. In this article, you'll find out what waterfall project management is, when to use a template, what to include, and how to begin.

What is waterfall project management?

Waterfall project management is a linear project management methodology that divides work into distinct, sequential phases. Each phase can only begin after you've completed the previous stage and all corresponding tasks.

This methodology is ideal for projects with defined tasks, milestones, and an end goal. Industries with structured production processes, such as manufacturing, construction, and software development, commonly use waterfall project management.

What is a waterfall project management template?

A waterfall project management template gives you a reusable structure for any linear project. It breaks down the usual phases of the waterfall method, and you can adjust it to fit your needs. Because you can copy the template, you can create a repeatable process for all your linear projects.

With a digital waterfall project management template, you can:

• Break your projects into sequential steps to map a path from A to B.

• View your project task list in a step-by-step linear timeline or Gantt chart.

• Ensure your team meets project milestones, one task at a time.

• Create a reusable structure for all linear projects.

• Share the project timeline with stakeholders and keep them up to date on progress.

• See where tasks stand and track which are at risk, so you can spot and mitigate roadblocks before they happen.

• Use custom tags to track essential project information, such as start and end dates, task status, project dependencies, and project milestones.

Benefits of using a waterfall project management template

A waterfall project management template not only organizes your tasks but also provides your team with a process to follow. This makes each new linear project easier to plan and manage.

• Project structure: Since waterfall projects follow a set order, your template helps everyone on the team understand what happens, when, and in what order.

• Predictable timelines and costs: Because you set requirements and scope at the start, a waterfall template lets you estimate timelines and budgets before you begin.

• Comprehensive documentation: Each phase in the template reminds your team to record requirements, designs, and test results, so you keep track of important decisions.

• Easier progress tracking: Milestones in each phase make it easy to see whether your project is on track and spot potential delays.

• Simplified stakeholder communication: A template lets you easily share project status with stakeholders, since everyone can quickly see which phase the project is in.

• Repeatable processes: After you create your template, you can use it again for future projects. This saves setup time and keeps your team's process consistent.

When to use a waterfall project management template

Waterfall project management doesn't suit every project, but it's great when your work follows a step-by-step process. Here are some situations where a waterfall template is most useful:

• Your requirements are defined upfront. If you know what needs to be built before work begins, the waterfall approach helps you plan each phase with confidence.

• Tasks need to be done in a certain order. When one phase must come before another, as in construction or manufacturing, a waterfall template helps your team stay on track.

• Your project has a fixed budget and timeline. Waterfall templates work well for projects where scope changes are unlikely, and stakeholders need cost and schedule certainty upfront.

• You work in a regulated industry. Fields like government, healthcare, and finance often need detailed documentation at every stage, which the waterfall approach provides.

• Your team handles similar projects often. If you run the same types of projects regularly, a waterfall template gives you a reliable process you can use again and again.

If your project requires frequent changes, overlapping tasks, or iterative feedback cycles, you may want to consider an agile approach instead.

What's the difference between waterfall project management and agile project management?

Waterfall project management divides work into steps that must be finished in order. Agile, on the other hand, is an ongoing process that breaks work into flexible sprints, allowing tasks to run in parallel.

Here's a quick comparison to help you choose the right approach for your project:

• Structure: Waterfall follows a linear sequence, while Agile breaks work into short sprints.

• Flexibility: Waterfall requires teams to finish each phase before moving on. Agile gives teams room to adjust priorities between sprints.

• Documentation: Waterfall relies on detailed documentation at every stage. Agile focuses more on collaboration and on delivering results.

• Best for: Waterfall suits projects with fixed requirements and defined end goals. Agile suits projects that need to evolve based on feedback.

If you're completing a project using the agile methodology, check out our agile project plan template.

What should your waterfall project management template include?

Break your waterfall project management template into the main stages your linear projects usually follow. These phases can change based on your project or industry, but the waterfall method often includes versions of the following:

• Requirement gathering or analysis: This is the initial planning phase of the project when you compile a detailed project plan and determine essential project information such as project scope and timeline. Tasks in the requirements phase might include assigning team members to different deliverables and building a timeline for each stage. This phase also includes requirements gathering to identify project requirements and specifications.

• Design: In this phase, the team creates the main design for the deliverable. For software, this might mean wireframing, deciding on features, and making design changes. In manufacturing, it could involve designing the product.

• Implementation: During this phase, your team starts building the deliverable. Tasks can include various development steps and reviews.

• Testing: The quality assurance team takes over during the testing phase, running tests to identify errors before the deliverable rolls out. Tasks in the testing phase often include performing different tests and recommending solutions. For software development, this could include running end-user testing and identifying bugs. In manufacturing, this could include testing the product under certain conditions, such as different types of weather.

• Delivery or deployment: This phase starts when your team finishes and submits the deliverable. In software, it might mean rolling out an update. In manufacturing, it could be delivering the product to the customer.

• Maintenance: After deployment, this phase is about monitoring the final product and fixing any issues that come up. In software, this means fixing bugs after release. In manufacturing, it could mean repairing the product as needed.

Integrated features

1. Timeline View. Timeline View is a Gantt-style project view that displays all of your tasks in a horizontal bar chart. Not only can you see each task's start and end date, but you can also see dependencies between tasks. With Timeline View, you can easily track how the pieces of your plan fit together.

2. Milestones. Milestones represent important project checkpoints. By setting milestones throughout your project, you can let your team members and project stakeholders know how you're pacing towards your goal. Use milestones as opportunities to celebrate the little wins on the path to the big project goal.

3. Custom fields. Custom fields are the best way to tag, sort, and filter work. Create custom fields for any information you need to track, from priority and status to email addresses and phone numbers. Use custom fields to sort and schedule your to-dos so you know what to work on first.

4. Dependencies. Mark a task as waiting on another task with task dependencies. Know when your work is blocking someone else's work, so you can prioritize accordingly. Teams with collaborative workflows can easily see which tasks they're waiting on from others and know when to get started on their portion of the work.

Recommended apps

1. Dropbox. Attach files directly to tasks in Asana using the Dropbox file chooser, built into the Asana task pane.

2. Microsoft Teams. With the Microsoft Teams + Asana integration, you can search for and share the information you need without leaving Teams. Easily connect your Teams conversations to actionable items in Asana.

3. Google Workplace. Attach files directly to tasks in Asana using the Google Workspace file picker, built into the Asana task pane. Easily attach any My Drive file with just a few clicks.

4. Gmail. With the Asana for Gmail integration, you can create Asana tasks directly from your Gmail inbox. Any tasks you create from Gmail will automatically include the context from your email, so you never miss a beat.

Get started with your waterfall project management template

A waterfall project management template takes the guesswork out of planning linear projects by organizing your work into sequential phases so you can set expectations upfront, keep your team aligned, and track progress from start to finish. Ready to bring structure to your next project? Get started with a free waterfall project management template in Asana and give your team a repeatable process they can count on.

FAQs about waterfall project management templates