Agile Project Management 101 - Smartsheet
Agile ProjectManagement 101:A Beginner’s Guide for Non-Project Managers
Contents01Introduction02Agile Overview0312 Agile Principles05Agile Development Cycle06Advantages & Disadvantages of Agile08Top Methodologies Used to Implement Agile09Top Methodologies Used to Implement Agile - Scrum15Top Methodologies Used to Implement Agile - Kanban20Other Agile Methodologies21How to Get Started With Agile23Finding the Best Agile Tool25About Smartsheet
Everyonemanagesprojectswhether they’re a certifiedproject manager or not.Often the people managing the work are simply ‘winging it’,which can result in a struggle to manage multiple projects,meet deadlines, and adapt to changing requirements.Studies have found that companies who use a standardproject management methodology have had “fewer than halfas many project failures than those that did not have one.” Withthis in mind, anyone who manages work should consideradopting a standard project management method. But with allthe PM methods out there, how are you to know which one isbest for your work management needs?In this e-book, we’ll take a look at the Agile project managementphilosophy. We’ll give an overview of the top Agile methods,provide the advantages and disadvantages of each, and tell youhow you can get started implementing Agile practices toensure your next project is a success.Agile Project Management 1011
AgileOverviewAgile project management isbased on an incremental,iterative approachInstead of in-depth planning at thebeginning of the project, Agilemethodologies are open to changingrequirements over time andencourages constant feedback fromthe end users. The goal of eachiteration is to produce a workingproduct.1Requirements2Track p4Agile refers to any process that aligns with the concepts of theAgile Manifesto. In 2001, 17 software developers met to discusslightweight development methods. They published theManifesto for Agile Software Development, which coveredhow they found “better ways of developing software by doing itand helping others do it.”Agile Project Management 1012
12 Agile Principles14Satisfy thecustomerOur highest priority is tosatisfy the customerthrough early andcontinuous delivery ofvaluable software.WorktogetherBusiness people anddevelopers must worktogether daily throughoutthe project.2The Agile Manifesto lists 12 principles toguide teams on how to execute with agility:Welcomechangingrequirements3Even late in development.Agile processes harnesschange for the customer’scompetitive advantage.5Build projectsaround motivatedindividualsGive them the environment andsupport they need, and trustthem to get the job done.Deliver workingsoftwarefrequentlyfrom a couple of weeks to acouple of months, withpreference to the shortertimescale.6Face-to-faceconversationThe most efficient andeffective method ofconveying information to andwithin a development team isface-to-face conversation.Agile Project Management 1013
12 Agile Principles7Focus onworkingsoftware8Working software is theprimary measure of progress.10SimplicityThe art of maximizing theamount of work not done– is essential.Promotesustainabledevelopment9Agile processes promotesustainable development. Thesponsors, developers, and usersshould be able to maintain aconstant pace indefinitely.11Self-organizingteamsThe best architectures,requirements, and designsemerge from inuous attention totechnical excellence and gooddesign enhances agility.12Reflect andadjustmentAt regular intervals, the teamreflects on how to becomemore effective, then tunesand adjusts its behavioraccordingly.Agile Project Management 1014
Agile Development CycleThe phases in the Agile development cycle may not happen in succession; they are flexible and always evolving,with many happening in parallel.PlanningOnce an idea is deemed viable, the project team comestogether to identify features, prioritize each feature, andassign them to an iteration.Requirements analysisImplementation, coding, developmentCoding or developing features, scheduling iterationsfor deployment.TestingKey stakeholders and users meet to identify businessrequirements that are quantifiable, relevant, and detailed.Test the code against the requirements to make sure the productis actually solving customer needs. This phase includes unittesting, integration testing, system testing, and acceptance testing.DesignDeploymentThe design is prepared from the requirements identifiedand the team considers what the product or solution willlook like, deciding on a test strategy or plan to proceed.Deliver the product to customers. Once customers start using theproduct, they may run into new problems that the project team willneed to address in future iterations.Agile Project Management 1015
Advantages of AgileAgile evolved from different development approaches in the 1990s and is a response to some project managers’dislike of the rigid, linear Waterfall methodology. It focuses on flexibility, continuous improvement, and speed. Change is embracedWith shorter planning cycles, there’s always opportunityto refine and reprioritize the backlog to accommodatechanges throughout the project. End-goal can be unknownAgile is beneficial for projects where the end-goal is notclearly defined. As the project progresses, the goals willbecome evident and the team can adapt. Faster, high-quality deliveryBreaking down the project into iterations allows the teamto focus on high-quality development, testing, andcollaboration. Conducting testing during each iterationmeans that bugs get identified and solved more quickly. Strong team interactionAgile embraces frequent communication and face-toface interactions. Customers are heardCustomers have many opportunities to see the workbeing delivered, share their input, and have an impacton the end product. Continuous improvementFeedback is encouraged from users and teammembers throughout the project, so lessons learnedare used to improve future iterations.Agile Project Management 1016
Disadvantages of AgileWhile flexibility in Agile is usually a positive, it also comes with some trade-offs. It can be hard to establish a soliddelivery date, documentation can be neglected, or the final product can be very different than originally intended.– Planning can be less concreteBecause project managers are often reprioritizingtasks, it’s possible some items scheduled for deliverymay not be complete in time. And, additional sprintsmay be added at any time in the project, adding to theoverall timeline.– Team must be knowledgeableAgile teams are usually small, so team members mustbe highly skilled in a variety of areas and understandAgile methodology.– Time commitment fromdevelopers is requiredActive involvement and collaboration is requiredthroughout the Agile process, which is more timeconsuming than a traditional approach.– Documentation can be neglectedAgile prefers working deliverables over comprehensivedocumentation. While documentation on its own doesnot lead to success, teams should find the rightbalance between documentation and discussion.Agile Project Management 1017
TopMethodologiesUsed toImplementAgileThere are a number of specific methodswithin the Agile movement. We’ll take anin-depth look at two of the top AgileMethodologies: Scrum and Kanban.ScrumKanbanAgile Project Management 1018
ScrumMethodologyScrum is a subset of Agile and one ofthe most popular processframeworks for implementing Agile.It is an iterative development model often used tomanage complex software and productdevelopment. Fixed-length iterations, called sprintslasting one to two weeks long, allow the team toship software on a regular cadence. At the end ofeach sprint, stakeholders and team members meetto plan next steps.Agile Project Management 1019
Advantages of ScrumScrum is a highly prescriptive framework with specific roles and ceremonies. While it can be a lot to learn,these rules have multiple advantages: More transparency andproject visibilityWith daily stand-up meetings, the whole team knowswho is doing what and issues are identified in advance,improving communication and enabling the team to takecare of issues right away. Increased team accountability Easy to accommodate changesWith short sprints and constant feedback, it’s easier toaccommodate changes. Increased cost savingsConstant communication ensures the team is aware ofall issues and changes sooner, helping to lowerexpenses and increase quality.There is no project manager. Instead, the teamcollectively decides what work they can complete ineach sprint, working together collaboratively, withaccountability.Agile Project Management 10110
Disadvantages of ScrumWhile Scrum offers some concrete benefits, it also has some downsides. Scrum requires a high level of experienceand commitment from the team and projects can be at risk of scope creep:– Risk of scope creepSome Scrum projects can experience scope creep dueto a lack of a specific end date, tempting stakeholders tokeep requesting additional functionality.– Team requires experienceand commitmentThe team needs to be familiar with Scrum principles tosucceed, as well as needs to commit to the dailymeetings and stay on the team for the entire project.– The wrong Scrum Master can ruineverythingThe Scrum Master is very different from a projectmanager. The Scrum Master does not have authorityover the team, so he or she must trust the team tocomplete the work.– Poorly defined tasks can leadto inaccuraciesProject costs and timelines won’t be accurate if tasksare not well defined. If the initial goals are unclear,planning becomes difficult and sprints can take moretime than originally estimated.Agile Project Management 10111
Roles in ScrumProductOwnerScrumMasterScrumTeamThe Scrum Product Owner hasthe vision of what to build andconveys that to the team. He orshe focuses on business andmarket requirements, prioritizingthe work that needs to be done,managing the backlog, providingguidance on which features toship next, and interacting with theteam and other stakeholders tomake sure everyone understandsthe items on the product backlog.Often considered the coach forthe team, the Scrum Master helpsthe team do their best possiblework. This means organizingmeetings, dealing with roadblocksand challenges, and working withthe Product Owner to ensure theproduct backlog is ready for thenext sprint.The Scrum Team is comprised offive to seven members. Unliketraditional development teams,there are not distinct roles likeprogrammer, designer, or tester.Everyone on the project completesthe set of work together.Agile Project Management 10112
Steps in the Scrum Process14Product backlogThe product backlog is not a list ofthings to be completed, but rather itis a list of all the desired features forthe product.Daily ScrummeetingsThe Daily Scrum is a 15-minute standup meeting that happens at the sametime and place every day during thesprint. During the meeting each teammember talks about what theyworked on the day before, what they’llwork on today, and any roadblocks.25Sprint planningBefore each sprint, the Product Ownerpresents the top items on the backlogin a sprint planning meeting. Theteam determines the work they cancomplete during the sprint and movesthe work from the product backlog tothe sprint backlog.Sprint reviewmeetingAt the end of each sprint, the teampresents the work they havecompleted as a live demo ratherthan a presentation.3Backlogrefinement/groomingThe product backlog is not a list ofthings to be completed, but rather itis a list of all the desired features forthe product.6SprintretrospectivemeetingAlso at the end of each sprint, the teamreflects on how well Scrum is workingfor them and talks about any changesthat need to be made in the next sprint.Agile Project Management 10113
Tools and Artifacts in ScrumIn addition to roles and ceremonies, Scrum projects also include certain tools and “artifacts”. For example, the teamuses a Scrum board to visualize the backlog or a burndown chart to show outstanding work. The most common are:Scrum boardUser storiesThe Scrum board helpsto visualize your sprintbacklog and traditionallyinvolves index cards orPost-It notes on awhiteboard. The board isusually divided into threecategories: to do, work inprogress, and done. Theteam updates the boardby moving tasks (writtenon cards) through thecolumns on the board.A user story describes asoftware feature from thecustomer’s perspective. Itincludes the type of user,what they want, and whythey want it.BurndownchartA burndown chartrepresents alloutstanding work. Thebacklog is usually on thevertical axis, with timealong the horizontal axis.A burndown chart canwarn the team ofpotential risk and helps toshow the impact ofdecisions.TimeboxingIceboxA timebox is a set periodof time that a team workstowards completing agoal. Instead of letting ateam work until the goalis reached, the timeboxapproach stops workwhen the time limit isreached.Any user stories that arerecorded but not movedto development arestored in the icebox.Agile Project Management 10114
KanbanMethodologyKanban is Japanese for “visual sign”or “card.” It is a visual frameworkused to implement Agile and showswhat to produce, when to produce it,and how much to produce. Itencourages small, incrementalchanges to your current system anddoes not require a certain set up orprocedure (meaning, you couldoverlay Kanban on top of otherexisting workflows).Kanban was inspired by the ToyotaProduction System and Lean Manufacturing.In the 1940s, Toyota improved its engineeringprocess by modeling it after howsupermarkets stock shelves. Engineer TaiichiOhno noticed that supermarkets stock justenough product to meet demand. Inventorywould only be restocked when there wasempty space on the shelf (a visual cue).These same ideas apply to software teamsand IT projects today. In this context,development work-in-progress (WIP) takesthe place of inventory, and new work can onlybe added when there is an “empty space” onthe team’s visual Kanban board. Kanbanmatches the amount of WIP to the team’scapacity, improving flexibility, transparency,and output.Agile Project Management 10115
About theKanbanBoardA Kanban board is a tool toimplement the Kanban methodfor projects.Traditionally, this tool has been aphysical board, with magnets, plasticchips, or sticky notes on a whiteboard.However, in recent years, more andmore project management softwaretools have created online Kanbanboards.A Kanban board, whether it is physical or online, is made up ofdifferent swim lanes or columns. The simplest boards havethree columns: to do, in progress, and done. Other projects mayconsist of backlog, ready, coding, testing, approval, and donecolumns.Kanban cards (like sticky notes) represent the work and eachcard is placed on the board in the lane that represents the statusof that work. These cards communicate status at a glance. Youcould also use different color cards to represent different details.For example, green cards could represent a feature and orangecards could represent a task.Agile Project Management 10116
Advantages of KanbanKanban’s visual nature offers a unique advantage when implementing Agile. The Kanban board is easy to learn andunderstand, it improves flow of work, and minimizes cycle time: Increases flexibility Improves delivery flow Reduces waste Minimizes cycle timeKanban is an evolving, fluid model. There are no setphase durations and priorities are reevaluated with newinformation.Kanban revolves around reducing waste, ensuring thatteams don’t spend time doing work that isn’t needed ordoing the wrong kind of work. Easy to understandKanban focuses on the just-in-time delivery of valueand delivering work to customers on a regularcadence.Cycle time is the amount of time it takes for work tomove through the team’s workflow. In Kanban projects,the entire team helps to ensure the work is movingquickly and successfully through the process.The visual nature of Kanban helps to make it intuitiveand easy to learn.Agile Project Management 10117
Disadvantages of KanbanMany of the disadvantages associated with Kanban come with misuse or mishandling of the Kanban board.An outdated or overcomplicated board can lead to confusion, inaccuracies, or miscommunication:– Outdated board can lead to issuesThe team must be committed to keeping the Kanbanboard up to date, otherwise they’ll be working offinaccurate information.– Teams can overcomplicatethe boardThe Kanban board should remain clear and easy to read.Adding bells and whistles to the Kanban board justburies the important information.– Lack of timingThe columns on the Kanban board are marked by phase,with no timeframes associated.Agile Project Management 10118
Core Practices andPrinciples of KanbanVisualize theworkflowA visual representation ofyour work allows you tounderstand the bigpicture and see how theflow of work progresses.By making all the workvisible you can identifyissues early on andimprove collaboration.Limit workin progress(WIP)Work in progress limitsdetermine the minimumand maximum amount ofwork for each column onthe board or for eachworkflow. By putting alimit on WIP, you canincrease speed andflexibility, and reduce theneed for prioritizing tasks.Manage andenhancethe flowThe flow of workthroughout the Kanbanboard should bemonitored for possibleimprovements. A fast,smooth flow shows theteam is creating valuequickly.Every Kanban project shouldfollow these core improveEveryone needs tounderstand how thingswork or what qualifies as“done”. Modify the boardto make these processesmore clear.The Kanban methodencourages small,continuous changes thatstick. Once the Kanbansystem is in place, theteam will be able toidentify and understandissues and suggestimprovements.Agile Project Management 10119
Other Agile MethodologiesExtremeProgramming (XP)Feature-drivendevelopment (FDD)Adaptive systemdevelopment (ASD)This type of software development isintended to improve quality andresponsiveness to evolving customerrequirements.There are five basic activities in FDD:develop overall model, build feature list,plan by feature, design by feature, andbuild by feature.ASD represents the idea that projectsshould always be in a state of continuousadaptation, and has a cycle of threerepeating series: speculate, collaborate,and learn.Dynamic SystemsDevelopment Method (DSDM)Lean SoftwareDevelopment (LSD)Crystal ClearDSDM addresses the common failures of ITprojects. The eight principles of DSDM are:focus on the business need, deliver on time,collaborate, never compromise quality, buildincrementally from firm foundations, developiteratively, communicate continuously andclearly, and demonstrate control.LSD can be characterized by sevenprinciples: eliminate waste, amplifylearning, decide as late as possible,deliver as fast as possible, empower theteam, build integrity in, and see the whole.This methodology can be used with teams ofsix to eight developers and it focuses on thepeople, not processes or artifacts. CrystalClear requires the following: frequent deliveryof usable code to users, reflectiveimprovement, and osmotic communicationpreferably by being co-located.Agile Project Management 10120
How toGet Startedwith AgileGetting started with Agile can beeasy. We’ll take a look at a fewways to implement Agilepractices and how to pick theright Agile tool.Agile Project Management 10121
3 Ways to ImplementAgile PracticesWhichever route you choose,remember that Agile is flexiblein its very nature. There is nowrong or right way to getstarted with Agile.Stand upMeetingsKanbanBoardChangingTeam RolesA simple way to get started with Agile isto incorporate daily stand-up meetingsinto your project. Daily stand-upmeetings are easy to incorporate intoany project methodology you alreadyuse (even Waterfall) and don’t requireany training or knowledge transfer.Another way to incorporate Agilepractices is to create and use a Kanbanboard. The Kanban board is simple toolto help your team visualize the flow ofwork as it’s getting done. Use the boardduring stand-up meetings to discusscurrent work in progress or display itwhere your team can easily access it tomake updates to task status.Some methods of Agile may result in theneed to change team roles. For example,working with Scrum, the team may needto take more responsibility and boostspeed of delivery. A good place to startwith Scrum is to talk about the roles andresponsibilities. Every project must havea Scrum Master, Product Owner, andScrum Team. Clarifying these roles willhelp teams understand theirresponsibilities and remain accountable.Agile Project Management 10122
Finding theBest Agile ToolFamiliar andEasy to UseWhen switching to a newtool, familiarity is key. Youdon’t want your teamspending valuable timelearning a new program.Agile project managementsoftware should be flexibleand intuitive to use.Collaboration &CommunicationFind a tool that facilitatescollaboration betweeninternal and externalstakeholders. Cloud toolsenable people to work inreal-time, view and editprojects from anywhere,stay up to date on currentstatus, and communicatewith others viewing theproject.If you’re considering a switch to Agile projectmanagement, you should determine which tool isbest to help track and manage your projects. Hereare the top things to consider when choosing a tool:Searchable,CentralStorageIt’s increasingly importantto use cloud storageservices like Dropbox,Google Drive, Box, orOneDrive for projectdocumentation storage.Whatever service youuse, make sure your Agiletool can seamlesslyconnect with them tostore vital assets.MobileReadyWorkVisualizationThe modern worker relieson their smartphone,tablet and other mobiledevices to get work done.And many workers want toaccess parts of theirproject managementsoftware while they are onthe go. Be sure to evaluateall the mobile options atool has to offer.Today, work design isinfinitely different. The“one-size-fits-all” approachto project management nolonger works. Find a toolthat includes multipleways to visualize andmanage your work whether it be waterfall oragile - with Gantt charts,spreadsheet, kanbanboards, calendars, reports,and dashboards.Agile Project Management 10123
A MoreAgile Wayto ManageWorkWith fewer than one-third of all projects completed ontime and on budget, it can sometimes seemimpossible to lead new projects to success.That’s why finding the best project managementmethod is important to the success of your projects.Whether you decide to go with Agile, Scrum, Kanban,or even a hybrid of multiple methods, deciding on astandard way to manage projects will help tostreamline the process, increase team output, andkeep projects on track.Plus, once you’ve picked the best method for yourteam, finding the right agile project management toolcan help implement and track the process and ensureno detail is missed.Agile Project Management 10124
Smartsheet is a leading cloud-based platform for workexecution, empowering organizations to plan, capture,track, automate, and report on work at scale, resultingin more efficient processes and better businessoutcomes. Smartsheet empowers collaboration, drivesbetter decision making, and accelerates innovation forover 76,000 customers in 190 countries.AboutSmartsheetSmartsheet complements existing enterpriseinvestments by deeply integrating with applicationsfrom Microsoft, Google, Salesforce, Atlassian, andmany others. Smartsheet has been recognized by451 Research for exceptional technology innovationand positioned as a leader in the Forrester Wave evaluation of Collaborative Work Management Toolsfor the Enterprise.Click here to see firsthand how Smartsheet can helpyou manage your projects in a more agile way.Agile Project Management 10125
Agile Manifesto. In 2001, 17 software developers met to discuss lightweight development methods. They published the Manifesto for Agile Software Development, which covered how they found "better ways of developing software by doing it and helping others do it." Agile Overview Agile project management is based on an incremental, iterative .
1. The need for an agile way of working 6 2. The need for an agile way of working 9 3. Agile Core Values - Agile Project Management Vs. 10 Agile Event Management 4. Agile principles 12 _Agile Principles of Agile Project Management 13 _Agile Principles of VOK DAMS Agile Event Management 14 5. Agile Methods 16 _Scrum in Short 16 _Kanban in Short 18
Agile Estimating and Planning by Mike Cohn Agile Game Development with Scrum by Clinton Keith Agile Product Ownership by Roman Pichler Agile Project Management with Scrum by Ken Schwaber Agile Retrospectives by Esther Derby and Diana Larsen Agile Testing: A Practical Guide for Testers and Agile Teams by Lisa Crispin and .
Getting Started Erin Harlan Sr. Manager, Product Marketing, Smartsheet October 1, 2020. . The answer Collaboration Workflows Content Management. Smartsheet is a platform for dynamic work Smartsheet transforms work
Agile World View "Agility" has manydimensions other than IT It ranges from leadership to technological agility Today's focus is on organizational & enterprise agility Agile Leaders Agile Organization Change Agile Acquisition & Contracting Agile Strategic Planning Agile Capability Analysis Agile Program Management Agile Tech.
Smartsheet USER LICENSES The flexible, secure platform unifying collaboration, workflows and content Smartsheet Advance PREMIUM CAPABILITIES A rich set of new capabilities that extend the value of our platform to serve every aspect of business Solutions Built on Smartsheet Advance Pro-Serve Configured Solutions Smartsheet for Marketing Customer
User Guide: MDH Moving Forward Website Quick Access Links: Existing Smartsheet Users New Smartsheet Users: First Time Sign In . If you are an existing Smartsheet user (i.e., you use Smartsheet for other tasks), you should not need to set up an account or passw ord. When yo u click the MDH Moving Forward link, the site should display
The Smartsheet API gives the ability to programmatically access, update and manage our Smartsheet data and accounts. With the Smartsheet API, we can build programs and processes that automatically read and update sheets; build folders and workspaces; and manage user account access to sheets and dashboards.
Products (GPC Products) Will Open, Drop down to the product category for your item. Highlight item, then click okay. 8 Create An Smartsheet Product Item category visible in Search box Click on Export Smartsheet/Item Add. . Smartsheet/Item Add You will be directed to the Characteristic, Product Detail, Category Specific. If it's an eComm
