Walk into a project team meeting, and chances are, the word “agile” will be thrown around like it’s going out of fashion. But what is agile? In this agile guide, you’ll learn about this iterative approach to work that champions open communication, flexibility and efficiency. You’ll learn about its values, common agile frameworks and the project management software that can help you manage simple and complex agile projects. By the end of this guide, you’ll be ready to leap into the world of agile project management.
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What Is Agile Project Management?
Agile project management is an iterative work approach that allows teams to be reactive to changing needs. Agile is a huge departure from predictive methodologies, such as the critical path method and the waterfall method, which are highly structured and offer little flexibility. It is important to note that, unlike predictive approaches, agile is not a methodology that spells out how a project must be managed; it is a set of values and principles that are outlined in the Agile Manifesto.
What Is the Agile Manifesto?
Agile was born when a group of software developers became increasingly frustrated with the restrictive waterfall project management methodology, which lacked open communication, relied heavily on documents and did not offer the chance to review development frequently. To combat this, the group came up with four values and 12 principles that popular agile frameworks, such as scrum and kanban, are built upon. The four foundational values are:
- Individuals and interactions over processes and tools
- Working software over comprehensive documentation
- Customer collaboration over contract negotiation
- Responding to change over following a plan
While agile was initially developed for software development, it is now used by project teams working in a variety of industries (which we cover later), and is becoming widely used, with the Project Management Institute’s 2024 Pulse of the Profession report stating that 24.6% of teams used agile frameworks in 2023.
Common Agile Frameworks
As mentioned above, agile is not a methodology, so if someone says they use agile, it means they use one of the agile frameworks that are built upon the Agile Manifesto’s foundation. Below, we take a quick look at four common agile frameworks and how they work.
Kanban
One of the most popular agile frameworks is kanban. Kanban uses a board with columns that denote various project stages, such as to-do, in progress and done. The kanban board also houses cards that describe tasks and list due dates and who is assigned to the job. When a task is created, it is placed in the to-do column. Once assigned and being worked on, the card is moved to the in-progress column and then, when complete, it is moved to the done column. No matter how many stages tasks go through, kanban remains simple to use.
In addition to being easy to use, it provides teams with a global view of their project. Kanban is also known as a work in progress (WIP) framework, as it allows project managers to see how many tasks each team member is working on. This makes it much easier to manage resources and prevent workers from being over- or underworked. Kanban is popular with those working in human resources as it can be used as a new employee pipeline and with content creators. If you need software, be sure to read our roundup of the best kanban software.
Dynamic Systems Development Method (DSDM)
The dynamic systems development method (DSDM) focuses on business needs and rapid development. DSDM champions collaboration and communication, breaks projects into timeboxed work periods and tests products frequently to ensure that quality isn’t compromised. DSDM has many overlapping features with scrum, but DSDM has more defined project scopes and management oversight. DSDM is mostly used for software development, but finance and manufacturing teams also use it.
Scrum
Scrum is generally used by software developers due to its flexibility. Scrum deploys teams of 10 or fewer to turn user stories (tasks) into working iterations of software. Scrum, like DSDM, uses timeboxed periods of work that last between one and four weeks. The framework doesn’t follow strict project scopes and instead goes with the flow. Sprint reviews at the end of each sprint allow the team to receive feedback from stakeholders and clients. This approach allows teams to adapt to changing demands and markets without much fuss.
As great as scrum sounds, it of course comes with disadvantages. The lack of well-defined scopes and budgets can lead to missed deadlines and overspending, which is known as scope creep. Although scrum uses scrum masters (project leaders) to ensure best practices are being used, the lack of oversight and reliance on self-managing teams can lead to workplace issues called anti-patterns, which are detrimental to the project. If scrum sounds like a good fit for you, check out our roundup of the best scrum software.
Extreme Programming (XP)
Extreme Programming (XP) has a lot in common with scrum and DSDM in that it focuses on continuous feedback, collaboration and open communication. XP uses sprints to produce iterations of working software quickly. The main difference between scrum, DSDM, and XP is that XP champions simple coding. Simple coding makes it easier for all involved to understand and upkeep the developed software. XP uses scrum boards to track tasks, which can be found in the best agile project management software.
When Should Agile Frameworks Be Used?
Now that you know what agile is and have learned about some of the most common agile frameworks, it’s time to learn a little more about when an agile approach should be used. You should use an agile project management approach if:
- You’re working on projects that require rapid adaptations
- The project requires continuous feedback loops
- Collaboration across multiple departments is vital for success
- Projects have a continuous lifecycle and regularly need to be updated, such as projects in software development, content production and human resources
- A project has loose project scopes with undefined goals, requirements and budgets
What Industries Use Agile Project Management?
While agile approaches to work were originally designed for those creating software, over the years, it has been adopted by project teams in numerous industries. Below, we’ll cover a few industries, aside from software development, that benefit from using agile’s flexible approach to work.
Marketing
Agile frameworks, especially kanban and scrum, are popular with marketing professionals. Kanban allows marketing teams to create efficient, easy-to-follow workflows where marketing tasks can be moved between various project stages, while scrum allows marketers to break large campaigns down into smaller, manageable sprints.
Content Production
YouTubers, bloggers, photographers and publications love using the kanban framework to track tasks. Creating workflows that include to-do, in progress, editing, fact-checking, production and published takes seconds. I used kanban to track tasks for my photography business and manage content projects for many publications. Kanban is simple and effective. Many of the best project management software platforms allow you to view kanban boards and more on dashboards, too, which can make a publisher’s life even easier.
Human Resources
Having a visible pipeline that can be used to track new employees through a company’s hiring process is invaluable. Again, kanban boards are the perfect tool for the job, thanks to the global views they offer. During my time as a human resource manager, I used kanban boards to track hundreds of applicants during mass hiring events and employees during training events. I also managed many company HR initiatives using scrum. Agile allows HR managers to react to hiring needs and changing markets without breaking a sweat.
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What Are Agile’s Advantages and Disadvantages?
Agile allows project teams to work more efficiently, reduce waste, create workplaces with open communication and enhance collaboration, but agile has a dark side, too. Below, we’ll take a look at the pros and cons of agile so that you can get a better understanding of what you’ll be getting yourself into.
Advantages of agile:
- Better communication. Agile frameworks encourage teams from all departments to communicate openly. Frequent meetings give everyone the chance to voice their opinions, raise concerns and praise others.
- Robust collaboration. Agile removes workplace silos and brings teams together.
- Cross-functional teams. With silos removed, multiple departments interact with each other to share knowledge and offer support.
- Frequent reviews. Unlike predictive methodologies, which only allow product testing when the project is complete, agile frameworks have built-in sprint reviews that allow teams to show stakeholders and clients working products every one to four weeks.
- Adaptability and flexibility. No matter what project is being worked on, agile frameworks allow teams to take on board suggestions and feedback and change direction without fuss.
Disadvantages of agile:
- More prone to scope creep. Agile’s dependence on changing plans makes projects more susceptible to scope creep (missed deadlines and blown budgets).
- Meetings can be time-consuming. Agile frameworks rely on multiple ceremonies or meetings, such as sprint planning sessions, daily stand-ups, reviews and agile retrospectives, which can take up a lot of time.
- Unpredictable outcomes. While an agile project will start with a goal in mind, its flexibility can cause unpredictable project outcomes.
- Poor resource planning. Loosely defined project scopes can decrease a project manager’s or scrum master’s ability to plan resources. For example, if you’re unsure about a task start date, it becomes hard to ensure the required resources are available when needed.
- Can be hard to scale. While agile frameworks such as SAFe and the scrum of scrums (scrum at scale) exist, the frameworks are intense and require even more planning and precision than the predictive methodologies agile was intended to improve upon.
How Does Agile Differ From Predictive Project Management?
While agile and predictive ways of working have some things in common, such as performing a stakeholder analysis before a project starts, in general, agile frameworks and predictive methodologies couldn’t be more different. As a project manager, it is imperative to know the difference because if you make the wrong choice when planning your project, it will not end well. Below, I have listed the major differences between the two work approaches.
Agile project management:
- Champions open communication
- Has frequent product reviews
- Encourages continuous feedback
- Is open to project scope changes after work has started
- Relies on cross-functional teams collaborating and sharing knowledge
Predictive project management:
- Relies on documents rather than frequent product reviews and meetings
- Uses siloed teams that work independently
- Limits communication between departments, clients and stakeholders
- Highly structured and doesn’t allow changes to the project scope
- Is ideal for projects that must meet strict deadlines and budgets
When Should You Use Predictive Methods Instead of Agile?
Predictive methods, such as waterfall, the critical path method, critical chain project management (CCPM) and PRINCE2, should be used when you’re working on a project with known goals and set outcomes. The beauty of predictive methodologies, as the name implies, is that you can predict every stage of the project and the tasks within those stages.
Due to the nature of predictive methodologies, project managers find it easier to plot precise timelines on Gantt charts, control budgets and plan resources. You’ll often find the above-mentioned methodologies being used in the construction, production, manufacturing and aerospace industries. Many government agencies also use predictive methods, especially PRINCE2, as they promote greater accountability.
The Best Agile Project Management Software
If you plan on using an agile framework to manage your next project, you’ll need to ensure that you have software that supports kanban and sprint workflows. The software I have listed below can do all of this and so much more.
- ClickUp. With intuitive kanban boards, lists and calendars, as well as collaborative documents, mind maps and whiteboards, ClickUp is my top choice for agile teams. ClickUp also offers a stellar free plan and affordable paid plans. Learn more in our full ClickUp review.
- Monday.com. No matter what industry you work in, Monday.com’s selection of agile project templates will have you up and running in no time. If you’re new to project management, you’ll find that Monday.com is incredibly user-friendly, thanks to well-designed menus and intuitive agile tools. Learn more in our Monday.com review.
- Trello. If you need kanban boards, look no further than Trello. The boards are customizable and easy to use. Add in unlimited Power-Ups (integrations) and a robust free plan and you have an agile platform that will serve many teams well. You can learn more in our full Trello review.
- Jira. Jira, which is made by the makers of Trello (Atlassian), is one of the best platforms for software developers. You’ll find robust scrum boards, powerful backlogs and its integration with Confluence makes collaboration a piece of cake. Learn more in our full Jira review.
The Bottom Line
Agile frameworks, such as kanban and scrum, allow project teams to formulate a rough plan to get started and then make changes after the project has begun, which is a complete 180 from predictive methodologies. While agile frameworks grant more freedoms to project teams, agile does come with some drawbacks, including an increased chance of scope creep and agile anti-patterns, which can derail projects. However, when used correctly, agile can help teams enhance communication and collaboration and reduce waste.
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Frequently Asked Questions (FAQs)
What is agile in project management?
Agile in project management refers to a series of principles and values created by a group of software developers who grew tired of the restrictive waterfall methodology. Agile approaches to work favor individuals and interactions over processes and tools, working software over comprehensive documentation, customer collaboration over contract negotiation and responding to change over following a plan.
What is the difference between agile and waterfall project management?
Agile approaches to project management allow teams to be flexible and adapt to market changes and stakeholder demands after the project has begun. The waterfall methodology is very rigid and provides project managers with no room to make changes to the project scope once work has commenced.
What are the benefits of agile project management?
The benefits of agile project management include enhanced communication and collaboration, flexibility to change project scopes after work has begun and reduce waste.
How does agile project management work?
All agile frameworks work slightly differently, but in general, agile frameworks give self-managing, cross-functional teams the ability to make changes to the project scope, demo working software and products frequently, and meet with stakeholders and clients regularly to receive continuous feedback.
What are the key principles of agile project management?
The key principles of agile project management are individuals and interactions over processes and tools, working software over comprehensive documentation, customer collaboration over contract negotiation, and responding to change over following a plan.
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