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Agile Project Management

cplace Glossary

What Is Agile Project Management?

Agile Project Management is an approach that aims to advance projects through cross-functional collaboration and progress incrementally in short, time-boxed cycles (sprints).

In contrast to comprehensive planning of the entire project timeline, in agile project management the focus is placed on clear, delineated sections within the project. This management method is particularly suitable for projects that need to respond flexibly to changes – in line with the concept of “agile,” which emphasizes adaptability and flexibility. 

An agile approach, therefore, means proactively, quickly, and flexibly responding to changing circumstances and unforeseen events. 

 

 Definition: Agile Project Management 

Agile project management is a modern and flexible method for project control. In contrast to traditional, rigid approaches, agile project management allows for dynamic adaptation to changing requirements throughout the entire project lifecycle. 

Die agile Organisation

How does Agile Project Management work?

In agile project management, a rough concept is created at the beginning of the project. The concept consists of five key phases: 

The five phases in agile project management

1. Planning: In the planning phase, the project and the end product are initially outlined, and the needs of the end customer are identified. This phase also determines who should work on the project and who the stakeholders are.

2. Conception: During conception, the initial specific requirements for the end product are developed. Team members collaboratively create a list of features for the end product and establish the project milestones.

3. Exploration: In this phase, the project is worked on. It is important to adhere closely to the project specifications but still explore alternatives to meet the project requirements. Teams iteratively work on individual milestones, meaning each milestone is processed sequentially.

4. Testing: The results of the milestones are reviewed and adjusted if necessary. The testing phase allows for changes and corrections based on feedback from customers and team members. Constructive criticism in the project process is an essential component for successfully completing a project.

 5. Conclusion: After all changes have been made, the final project is measured against its updated requirements. Complications, errors, and issues that occurred during the process are reviewed and avoided in the future.

The 12 Principles of Agile Project Management

The 12 principles form the foundation for Agile Project Management. Originally stemming from software development, these principles were compiled by developers in the Agile Manifesto and can be applied to various industries: 

1. Customer satisfaction through continuous delivery

Early and continuous delivery is prioritized over relying on extensive plans to maximize customer satisfaction. 

2. Embrace changes, even late in development

Agile Project Management acknowledges that requirements can change during a project, aiming to be responsive to changes, even late in the development process.

3. Functionality is the primary measure of progress

Progress is measured by functionality. 

4. Collaboration with the customer throughout development

Close and continuous collaboration with the customer ensures the alignment with their requirements and expectations.

5. Motivated individuals and interactions are more important than processes and tools:

People and their collaboration take precedence over rigid processes and tools.

6. Function is created by self-organized teams

Self-organized teams have the capability to deliver high-quality products.

7. Regular adaptation to changing circumstances

Agile processes promote adaptability and flexibility to respond to changing requirements.

8. Sustained excellence and good design promote

Continuous maintenance of excellence and good design is crucial for long-term project success.

9. Simplicity is essential

Maximizing the work not done is considered an art, and simplicity is deemed crucial.

10. The best architectures, requirements, and designs emerge from self-organized teams

Self-organized teams have the ability to develop the best solutions for architecture, requirements, and designs.

11. Teams become more effective with regular self-reflection

Teams periodically reflect on their own behavior and adjust collaboration accordingly.

12. Clients, developers, and users should collaborate throughout the project

Close and continuous collaboration among clients, developers, and users is seen as key to project success.

The Benefits of Agile Project Management

  • Short decision-making processes: Agile Project Management methods allow for quick and efficient decision-making processes. Due to their iterative nature, decisions can be aligned with current requirements and developments, leading to a more agile responsiveness. 
  • Continuous optimization: regular feedback loops in agile approaches like Scrum or Kanban enable continuous optimization of processes. Through regular review and adjustment, teams can improve their performance and work more effectively. 
  • Efficient resource utilization: agile methods promote efficient resource utilization as teams self-organize their work and focus on essential tasks. This helps minimize time and costs. 
  • Transparent communication and progress: the use of visual tools and regular meetings ensures transparent communication within the team. Progress is clearly visible, fostering collaboration and improving understanding of the project status. 
  • Quick changes in the project process possible: Agile project management allows for rapid adaptation to changing requirements or unforeseen events. The flexibility allows teams to shift priorities or quickly integrate new tasks to optimize the project’s progress. 

The Disadvantages of Agile Project Management

  • Results depend on individual performance: in agile teams, the individual performance of team members can strongly influence overall results. This may pose challenges, especially if not all team members contribute equally to the project implementation. 
  • Focus on individual tasks rather than the overall project: the emphasis on short-term tasks and sprints may lead the team to potentially lose sight of the overall project. It is crucial to maintain a clear focus on the overall goal. 
  • Project relies on quick decision-making: since agile methods rely on rapid adjustments, delays in decision-making processes can impact the overall project flow. This necessitates high responsiveness and efficiency in decision management. 
  • High level of responsibility on Scrum Master and Product Owner: in agile teams, the Scrum Master and Product Owner bear significant responsibility for project success. These key roles must operate effectively to ensure that principles and processes are implemented correctly. 
  • Constant communication is essential for success: Agile Project Management requires continuous communication within the team. If communication doesn’t function well, misunderstandings may arise, affecting the project’s progress. 
  • Complexity of implementation: introducing agile methods can be complex, especially for teams and organizations that have traditionally used different approaches. The transition requires training and an adjustment of the organizational culture, which can be very time-consuming. 

Classical and Agile Project Management in comparison

Imagine your project as a walk. Does the path go straight ahead, following a strictly defined route? Or are there spontaneous shortcuts, occasionally deviating from the path? 

Using this metaphor, one can roughly distinguish between Classical and Agile Project Management. The term “agile” refers to a flexible approach, while Classical Project Management relies on linear, sequential processes divided into clear phases. 

Classical Project Management is well-suited for projects with clear, stable requirements where precise planning and control are crucial. However, it may be less suitable for projects where requirements change frequently, or high flexibility is required. In such cases, Agile Project Management is often preferred, characterized by collaboration, flexibility, and continuous improvement. 

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Classic Project Management

  • Scope is fixed, while time and effort are variable. 
  • Processes are pre-planned and predetermined. 
  • The influence of stakeholders decreases over the course of the project. 
  • Tasks are captured directly at the beginning. 
  •  Results are presented and evaluated only at the end of the project. 
  • The project manager leads and is responsible for the project. 
  • Communication occurs through individual meetings and document-based methods. 

Agile Project Management

  • Time and effort are fixed, while scope is variable. 
  • Processes are continuously and adaptively adjusted based on needs. 
  • The influence of stakeholders remains constant throughout the project. 
  • Tasks are continuously adapted, for example, through Jira tickets. 
  • Results are transparently presented and evaluated throughout the project. 
  • The team self-manages and takes responsibility. 
  • Communication occurs in daily meetings and through comments. 

Proven Agile Project Management Methods

Some of the most prominent agile methods include Scrum, Kanban, and Lean. Each of these methods offers specific advantages and applications depending on the project requirements. 

Scrum – The roles method 

Scrum is an agile framework for product development, particularly in software development. It involves roles such as the Product Owner, Scrum Master, and the development team. Work is done in fixed time frames, known as Sprints (typically 2-4 weeks). At the beginning of a Sprint, the team selects tasks from the Product Backlog and works on them in a self-organized manner. Daily short meetings, the Daily Scrum, promote collaboration. At the end of a Sprint, the team presents the results in the Sprint Review and reflects in the Sprint Retrospective. Scrum enables flexible adaptation to changing requirements and fosters transparent collaboration for continuous product improvement. 

Build digital project worlds using cplace modules

Kanban – The board and the cards 

Kanban is an agile framework based on visual boards. Each task is represented by a card and moves through columns representing various phases of work. Limits for each column regulate the simultaneous processing of tasks. The flexible approach allows tasks to be added as needed and encourages continuous improvements as teams regularly analyze the work process. Kanban enables efficient and continuous delivery of results. 

Solution Kanban

Lean – Minimal waste, maximum efficiency 

Lean is a management philosophy that aims to minimize waste and maximize efficiency. By focusing on customer value and eliminating seven types of waste, Lean strives for continuous improvement and efficient resource use. Central elements include the Pull principle, continuous flow, and a culture of perfection. Lean is applied in various areas, from production to software development, to achieve optimal results with minimal waste. 

Lean Portfoliomanagement - Budgets

Agile Project Management Tools

To identify the optimal tool for your Agile Project Management, it is advisable to gain an overview of the available software solutions and apps in the market. The tools Trello, Jira, and cplace offer different approaches to agile project management and can be selected based on a team’s specific requirements and preferences. 

Trello

Trello is a visual collaboration tool based on boards, lists, and cards. It allows teams to organize tasks and track progress in an intuitive way. Tasks are represented on cards that can move between different lists to visualize the workflow. 

Features: 

  • Simple, intuitive user interface. 
  • Flexibility through customization of boards and cards. 
  • Integration with various applications and services. 

Jira

Jira, developed by Atlassian, is a comprehensive tool for issue and project management, widely used in software development. Jira enables the creation, tracking, and management of tasks, requirements, and bugs in agile projects, often in conjunction with the Scrum or Kanban method. 

Features: 

  • Comprehensive issue and project management. 
  • Customizable workflows and dashboards.
  • Integration with numerous development tools. 

 

cplace

The flexible B2B software platform cplace represents Next-Generation Project and Portfolio Management aligned with company processes. cplace offers ready-to-use solution components for agile project management, such as the Enterprise Board or Gantt Chart. Furthermore, cplace enables the scaling of agile work by supporting common frameworks like SAFe. With the cplace Tool Kit, companies can build their individual business software. 

Features: 

  • Comprehensive project management functions. 
  • Integration of data and processes from various business areas. 
  • Scalability for complex corporate structures. 
For a detailed overview, refer to the cplace Product Paper. 
PI-Board

Conclusion: Agile Project Management

Overall, Agile Project Management provides an effective and flexible approach to complex projects. Emphasizing collaboration, customer satisfaction, and continuous adaptation allows teams to quickly respond to changes and deliver high-quality results. 

The use of agile methods such as Scrum, Kanban, or Lean not only enhances transparency and communication within the team but also enables iterative development, better meeting customer requirements. 

The selection of appropriate tools, such as Trello, Jira, or cplace, can contribute to the successful implementation of agile projects. In summary, agile project management has established itself as an efficient response to the dynamic requirements of modern projects. 

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