Agile Project Management: Best Practices and Methodologies

Agile is an iterative and incremental solution development methodology that focusses on delivering value to the customer by seeking customer feedback, embracing and adapting to change and striving for improvement continuously.

The Agile Manifesto along with the Agile Principles are at the heart and in the spirit of the various Agile Frameworks which are being adopted increasingly by Enterprises as their Project Management Framework. Consider enrolling in CSM and project management professional (PMP) course.

Agile Project Management

Agile Project Frameworks

Scrum, Kanban, XP, SAFe are some of the Agile Frameworks that have replaced traditional waterfall and predictive approaches of Software Project Management. Long standing philosophies such as Lean and practices like TDD, BDD, Pair Programming etc are leveraged into these frameworks.

Scrum and Kanban are the most popular Agile Frameworks used today with Scrum being used in almost 58% of Agile Projects as per the Annual State of Agile Report 2020.

Scrum uses a time-boxed iterative approach to develop incremental products and solutions with each iteration spanning 2 /3/ 4 weeks. Kanban does not have time-boxed iterations and focusses on establishing flow of work by controlling WIP (Work in Progress) and is well suited for maintenance, support or Helpdesk projects.

In this article we will discuss about Agile Project Management using Scrum. Before looking at the Scrum framework briefly, we need to understand two very important aspects in which Agile Project Management is different from traditional Waterfall – Scope and Estimation.

The Iron Triangle

Unlike traditional projects, in Agile the schedule and the cost involved for a project is largely fixed. The scope is the variable entity and is adjusted as per the latest information and feedback from customers. The focus is on delivering value rather than following a rigid and detailed plan laid out at the beginning of the project. In Scrum for example, every Sprint runs for a fixed time-box and changes to agile team composition is not recommended.

Iron Triangle

Estimation – Relative Sizing 

Agile recommends “relative sizing“of work items that enables predictability rather than complex estimation techniques striving for accuracy.

Agile Estimation

In the Image 2 above people on the road looking at the buildings would most likely converge on the fact that Building A is the smallest of the three, Building B is twice that of A, Building C is the tallest – almost 3 times that of Building A. This can be done quickly at the first glance. In contrast if they must estimate the actual height of the building in metres it is prone to error and there are going to be a lot of differences. The power of relative sizing lies in the fact that we do not strive for accuracy (in the example the height of the building in meter) but focus on sizing the work and achieving predictability over the course of time.

Instead of complex effort estimation in man days/hours, High level Epics /Features are usually estimated by the T-shirt sizes (Small, Medium, Large, X-Large) and Stories are estimated and given “Story Points” that follow the modified Fibonacci sequence (1, 2, 3, 5, 8, 13, 20, 40, 100)

Brief overview of Scrum Framework

The Scrum framework comprises of the roles, events and artifacts and describe how these entities interconnect with each other in order to implement the framework.

Scrum follows an iterative approach where development cycles are 2 /3/4 weeks long. At the end of every iteration an incremental version of the product/solution is ready to be shipped. Each event /artifact/role in the scrum framework serves a purpose and furthers the goal of Agile project development. Let us go over each of them in detail.

Scrum Framework

Release Planning

Although Agile does not recommend detailed rigid plans laid out well in advance, it does not altogether forego planning. There is a high-level Release Planning at the beginning of the release and shorter detailed Sprint planning events at the beginning of every Sprint. Having short planning phases throughout the project implementation helps to adapt to changes and course correct at responsible milestones.

For large organizations where multiple scrum teams work towards developing a solution, planning and timing a release is very important. The organization might choose to time the release as per Customer(s) demand or at an established cadence (e.g every quarter) or in alignment with certain events (e.g tradeshow/ compliance deadline etc). The release planning is a look ahead planning with an objective of arriving at the scope of the release considering the schedule and budget as fixed components of the iron triangle.

The two important inputs required for this event is a prioritized product backlog and the velocity of the teams participating in the release (historic data for teams running on agile and an informed guesstimate for the new teams.) The teams will roughly plan out their upcoming sprints (if a release spans 12 weeks there can be 5 sprints of 2 weeks each followed by a 2 week “hardening sprint”). At the end of this planning event there is a list of prioritized features that can be accommodated in the release and a high-level plan for each sprint.

Scrum Roles

The Scrum Master, Product Owner and the development team form the “3 Amigos”. There is a good amount of trust and a healthy relationship amongst the people playing these three roles. Healthy conflicts and disagreements between these three entities is expected and bound to occur. At these times the teams are guided by the Scrum Values of Respect, Courage and Openness. At all times the scrum team practices commitment and focus to achieve the Sprint Goals and further the Agile Values and Principles.

The Three Amigos

Responsibilites of Each Role

Responsibilites of Each Role

Scrum Artifacts 

• Product Backlog: A Product Backlog consists of all the new features, changes to the existing features, technical requirements such as infrastructure upgrades or architectural requirements that might become a part of the product. This is continuously refined by the product manager, product owners and the scrum teams. The purpose of the refinement is to prioritize, split and detail the contents of the backlog so that the first set of items in the backlog are ready to be picked by the teams during their Sprint Planning.
• Sprint Backlog: The items picked from the Product Backlog and committed by the team for a Sprint constitutes the Sprint Backlog. It is unlikely to change during the course of the Sprint/iteration. A product owner could introduce changes in consensus with the team. Multiple changes to the sprint backlog within the Sprint timeframe should be discouraged and root cause analysis has to be performed during retrospective meeting if this happens often.
• Product Increment: The work items ready to be delivered at the end of a Sprint is a Product Increment. It has to be in a potentially shippable condition and meet the definition of done as defined by the team and has to be accepted by the Product Owner as complete and ready for release.

Scrum Ceremonies / Events

Scrum ceremonies or events

Scrum Values

• Courage - Every team member feels safe to fail and learn, to seek help, to say ‘no’ and question something that is going wrong. 
• Commitment – Commits to the Sprint goals as a team. Does not overcommit.
• Focus - Aims to complete what is started and steer away from distractions and unprioritized / "shoulder tap" work. Limits Work in Progress.
• Openness - Seeks and values feedback and opportunities to learn. Makes impediments, failures and learnings visible.
• Respect - Team collaborates and acknowledges the work and achievements of every member. Builds trust.

Quantitative Metrics

Organizations can collect and measure various metrices. The below metrics are most likely to be captured by most of the projects and add value.

• Burn Down Chart: The Burn down chart is a run chart of the rate at which the scrum team completes work within a sprint in terms of number of Story points completed per day.
• Velocity: Velocity is the number of story points completed and accepted by the Product owner within a Sprint.  Collecting data on velocity enables teams, releases and projects become more predictable. Other than the absolute velocity, another important perspective of velocity data is % of story points delivered against total story points committed by the team. Velocity cannot be used to compare the efficiency of teams since 3 story points for one team is different for another team.
• Quality related Metrics: Quality related metrics like number of defects reported in production after release, number of defects in Integration testing are captured to understand the level of Quality. Armed with quantitative data the teams can come up with ways to improve Quality.

Quality related Metrics

Agile Projects at Scale

While the scrum framework prescribes the guidelines to run an Agile team, the same can be extrapolated and mechanisms can be put in place to scale it to multiple teams. SAFe and Nexus offer frameworks to scale Agile in large Enterprises.

Large projects in Enterprises involve multiple teams and dependencies with other functions, divisions and with third party partners, suppliers and vendors. The complexities of large solutions and programs require Governance, Compliance, Stakeholder Management, Streamlined Communication, Conflict and Risk management. The Agile Program Management Office takes care of establishing Agile at scale with the help of Senior Leadership, Agile Coaches and Change Agents (who could be the Agile Project Managers and Scrum Masters).

Role of the Agile Project Manager

The Agile PM plays an important role when doing Agile at scale in large enterprises. While working towards a seamless project release by interfacing with the multiple scrum teams and various stakeholders, the Agile PM also plays a key role in the Agile transformation journey of the Enterprise.

Agile at Scale

Agile Project Manager

Scrum Master and Agile PM Roles

Agile Projects at scale requires the role of a Scrum Master for the internal functioning of the team and the Agile PM for aligning multiple teams and orchestrating the activities of a Release.

Release Management 

• Continuous Integration and Deployment: With incremental versions of the product after every iteration from multiple teams early continuous integration is the need of the hour. Investing in an automated Continuous deployment into the Staging or Production environment is encouraged so that the latest version of the product is release ready. Enterprises are increasingly using toggle configurations to switch on/off a set of features so that the release can be done for a particular market segment or can be timed with an important milestone like a tradeshow. By separating the deployment and actual release, there is a lot of risk avoided. The actual product release can be announced at the right time – as per Market demand/ after a robust Beta has been done and feedback incorporated/timed with a compliance deadline or important milestone like tradeshows.
• Post-production Support: Releasing working software at regular intervals is not the end of the road. Customer Support, training and customer documentation where required is necessary and these activities should also come under the purview of an Agile Working environment.
• Beta and Canary Release: Large Enterprises engage with Beta customers to get focussed feedback on the product before a wider market release. Solutions and products can also be released to a particular market segment or a subset of users alone. This is called a “Canary Release”. This phased approach rather than a big bang approach will ensure the risk level is reduced and the quality of the product and credibility of the Enterprise is maintained.

Looking to become a project management expert? KnowledgeHut's PRINCE2 Practitioner certification can help you achieve mastery and advance your career.

How is an Agile PM different from the Conventional PM?

The roles and responsibilities of a conventional Project Manager is now distributed amongst the Scrum Teams, Scrum Master, Product Owner and the Agile Project Manager.

But the most important but subtle difference between the Conventional PM and Agile PM is the mindset.

The Agile PM is a Servant Leader who wants to create a self-empowered self-organized team. He/she creates an agile environment where everyone is accountable, there is no fear of failure but the willingness to learn and continuously improve. The Agile PM avoids the traditional Command and Control approach where decisions are taken for the teams. .  There is also a conscious effort to decentralize decision making so that decisions are taken closer to where work is done. There is always an emphasis for visualization of work and transparency.

Go-to Traits for a Successful Agile Project

• Self-Organized Teams: Self-organized teams that are empowered and largely self-sufficient is an important facet of Agile. Teams are used to conventional ways of working where they look up to their superiors for decision making. Decentralized decision making will help largely to create empowered teams.
• Responsive to Change: creating empowered teams enable them to respond to change responsibly with minimum red tape.
• Quick Feedback Loops: Agile thrives when there are quick feedback loops established so that teams can adapt to change based on informed decisions.
• Continuous Improvement: Learning from the past and resolving not to repeat mistakes is an important facet of Agile teams. Retrospection at end of every iteration and release is highly recommended.
• Business Agility: It would not be enough if engineering teams are agile and churn out software seamlessly. “Building the product right “is not sufficient and the teams should “Build the right product”. Solutions and products have to meet the customer needs and solve Customer Problems.  All functions such as product management, marketing, sales HR have to come into the purview of Agile Principles and Values to achieve the kind of Business Agility that is required to be Customer Centric and deliver value.

In conclusion, Agile is a paradigm shift from the phased traditional waterfall methods which run on detailed plans laid well ahead. Agile Project Management is the need of the hour considering the rapidly changing market scenario, disruptive technologies and the ever- growing competition.

Before embarking on Agile projects organizations have to invest the time and effort to create a conducive Agile Work environment. The bare basics of Agile training and creation of small Agile teams (5 to 9 members recommended) with the vision to make the teams self-organized need to be in place. Agile Coaches and Change agents have to be identified to ensure the Agile transformation starts and keeps pace with small strides and does not die a natural death with teams, business and leadership falling back to traditional waterfall methods in the name of agile.