Project management ABC: R for Rolling Wave Planning
Iterative project planning with structure and flexibility
Project management thrives on the balance between planning reliability and flexibility. But sometimes the whole picture is not clear during project planning and so classic, all-encompassing project plans often fail in the face of reality. Requirements change, resources are no longer available or external factors affect the project, meaning that even the best planning using the waterfall method no longer works. Such projects can be planned using agile methods such as Scrum. However, rolling wave planning also gives project managers the scope to adapt the project plan during implementation and offers a dynamic process that adapts to the progress of the project “in waves”.
What is Rolling Wave Planning?
Rolling Wave Planning (RWP) is an iterative planning method that organizes tasks and milestones by level of detail and proximity in time and therefore focuses on iterative work and frequent updating of the project plan. It is therefore a planning technique for projects where the project manager does not have all the information available to define a complete plan in advance.
However, the project does not start completely without a plan. Rather, it begins with a work breakdown structure that divides the project into sub-projects, phases, work packages and tasks. However, this plan continues to evolve as more details become clear. There are different plans, which are structured according to the level of detail and the proximity in time:
- Long-term planning: First, a rough project plan is drawn up for the entire project. The focus here is on milestones, main phases and strategic goals.
- Medium-term planning: As project phases approach, activities are planned in more detail, including resource requirements, dependencies and risk assessment.
- Short-term planning: Imminent work packages, including schedules, responsibilities and acceptance criteria, are immediately planned in detail. This short-term planning represents the first wave. Once the implementation of this wave has begun, the project manager should start to plan the next wave in more detail and reduce uncertainties in the later phases of the project.
The core idea is that the closer a task or phase is, the more precisely it is planned. Unnecessary detailed planning for distant phases is avoided, as these are influenced by greater uncertainties.
Methodical implementation
- Structuring the project plan:
First, the project plan is divided into phases, milestones and work packages. Rough time frames are defined for the various waves of the project. In addition, dependencies are identified that must be planned in detail immediately to avoid the risk of delays later on. - Prioritization of waves:
Tasks with high uncertainty or high dependency are planned in detail later. Tasks that need to be completed promptly, with clear requirements or high risk relevance, on the other hand, are planned in detail immediately. - Continuous updating:
Regular reviews (e.g. in milestone or phase gates) ensure that new information is immediately incorporated into the plan. This means that schedules, resources and risks are constantly adjusted. - Documentation:
A dynamic project plan documents detailed short-term tasks and rough long-term milestones. Version control ensures transparency and traceability.
Advantages of Rolling Wave Planning
- Reduced planning uncertainty: Fine details are only planned when sufficient information is available.
- Increased efficiency: resources are not tied up in unnecessary detailed planning.
- Risk management: Potential risks are identified at an early stage and critical dependencies can be prioritized.
- Flexibility: Changes in requirements or the environment can be easily integrated into the next wave.
Risks of rolling wave planning
- Overestimating the ability to plan: Rolling Wave is not a free pass for a lack of planning. Core milestones must be clearly defined.
- Communication gaps: If waves are not communicated transparently, uncertainties arise in the team.
- Invisible dependencies: Detailing too late can cause delays if critical interfaces are overlooked.
Conclusion
Rolling Wave Planning is not a free pass for chaotic lack of planning. On the contrary: it is a method that recognizes that knowledge grows over the course of a project. And instead of getting stuck on shaky details right from the start, it is better to rely on a plan that can breathe. This allows projects to be managed efficiently even under uncertainty and project planning to be realistic, iterative and flexible without losing control. For experienced project managers, it is an ideal approach to close the gap between classic waterfall plans and agile methods.
With project management software such as myPARM, rolling wave planning can be implemented in a practical and transparent manner. The software makes it possible to digitally map planning waves – from rough milestones to detailed work packages. Thanks to integrated resource and risk management as well as automated status reports, the plan can be continuously refined without losing the overview. By combining strategic foresight and operational control, myPARM provides the ideal basis for establishing rolling wave planning as a living, continuous process.
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