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What Is Agile Project Management? Everything You Need To Know 

What Is Agile Project Management? Everything You Need To Know 

Are you looking to learn about Agile project management?

With a growing number of companies adopting the Agile approach, it’s become one of the most common project management methodologies today.

However, what is Agile project management exactly?

We have everything you need to know about it in this article.

This Article Contains:

(click on the links to jump to a specific section)

Let’s get started.

What Is Agile Project Management?

Agile project management is a modern project management method that dramatically improves the efficiency, adaptability and success rate of projects. Agile is really successful because it actively involves customers in the development process and continually seeks feedback from them. 

How is Agile Different?

Rather than have one major software release at the end of six months or longer (which is the case with traditional project management), there are multiple releases every one or two weeks. 

Agile helps you break down large projects into smaller, manageable development cycles. These development cycles are termed as sprints and they help your team make quick modifications to your project in line with changing customer needs and project realities.

Unlike traditional project management methods like the Waterfall model, Agile embraces change and welcomes customer feedback and user stories into its development process. Adaptability, productivity and customer focus are the core facets of agile.

That’s why it’s called Agile!

But why the Need for Agile? Because traditional software development has massive flaws!

Why Traditional Software Development Fails

Traditional software development methods are nearly guaranteed to exceed their budgets and timelines. Moreover, customers are always less satisfied with software built with this approach.

There are two major reasons why it’s faulty:

1) Unrealistic and Rigid Plans

“Here’s the plan. Do this”

Essentially, that’s how traditional software development works.

A cross-functional group of senior leaders will decide what the software should look like and determine a timeline and budget. They will tell project managers/scrum masters to make a plan to complete within those time and budget constraints.

Agile Project managers will create impressive-looking plans of different stages and milestones of the project. But you don’t need to be an Einstein to understand that your work will not always go according to plan.

Top-down plans are unrealistic because they don’t consider the inputs of those people who will actually do hands-on work on the project.

Rigid plans are also counterproductive because they make it difficult to quickly change the work when something goes wrong. Besides, they also put enormous pressure on the product owner and the developers which damages their productivity.

2) Incorrect Assumptions

Every project begins with a vision of what the output is supposed to look like. This vision is based on certain assumptions about what would be most useful to the customer.

But that’s all they are – assumptions.

When you start working on the projects several of these assumptions turn out to be different from facts. And when you deliver the project, the customers might change their minds about what they want. 

That’s perfectly normal. Customers can’t be expected to be 100% clear about what they want. 

Only once they experience the product can they truly offer meaningful feedback. 

The truth is, human beings are not great at predicting what they want. The only way a customer will actually know what’s useful to them, is through actually using the product.

In traditional software development, you spend months of work building a tool based on assumptions about what your customers want.

And if you are wrong? Your customers reject your product and you lose millions of dollars of project work.

This waste was all too commonplace before companies started implementing Agile project methodologies.

Agile helps you work closely with your customers and change the direction of the project based on their feedback. This makes a massive difference to the success and quality of the final products. 

Why Break Up Your Work?

As you’re breaking down your project into smaller segments, it helps you quickly release each segment to your customer base when it’s completed. This helps you get instant customer feedback for each sprint and make any necessary changes and fixes immediately. 

How Does This Help?

With continuous improvement based on customer feedback, there’s a lower chance of delivering something that doesn’t match the customers final expectations. . Additionally, as you’re making the changes immediately, you’re creating self-organizing teams that manage themselves.

How Long Are These Sprints?

Unlike the processes in Waterfall project management, Agile sprints are usually short and run between two to four weeks. This short turnaround time ensures that things move quickly and you implement feedback as soon as possible.

The Advantages Of Agile Project Management

Ever wonder why Agile project management is so popular?

It’s because the project management methodology works!

Here’s a closer look at a few of the benefits you get when you switch to an Agile framework:

1. Better Customer Satisfaction

Unlike other management methodologies, customer satisfaction is Agile’s chief success metric. Instead of assuming what a customer may want or need, the Agile approach actively collaborates with them to give them a product they’re happy with. 

This is largely down to the sprint-based approach – where you have regular intervals to accommodate user stories and opinions at all project stages.

2. More Adaptability

Unlike other project management methodologies, Agile welcomes change. 

It’s an extremely adaptable project management methodology – allowing you to deal with sudden scope and feature changes with ease!

3. On Time and Budget

Adaptability helps project teams make quick decisions to make tradeoffs between time and budget constraints and goals. Consequently, projects experience faster turnaround times and stay within budget.

4. Better Teamwork

As this project management methodology prioritizes face-to-face collaboration, it results in better teamwork. Everyone actively works together to make the customer happy and accommodate user stories. 

Additionally, scrum meetings are the perfect place for your team to build chemistry and resolve any pending issues or queries.

5. Increased Motivation

Agile’s sprint-based approach is the perfect way to boost motivation in your team. As they only work on smaller, short-term goals – they can complete them quickly and feel a sense of achievement. This will motivate them to carry on and complete more sprints faster!

6. More Adaptability

Unlike other project management methodologies, Agile welcomes change. 

It’s an extremely adaptable project management methodology – allowing you to deal with sudden scope and feature changes with ease!

Which Companies follow Agile Project Management?

The popularity of the Agile approach has exploded in the past decade for managing software development work. It’s now followed by companies including Fortune 100 companies (IBM) mid-sized companies (Red Hat) to startups (ClickUp).

Although agile is primarily used in software development, it’s also used in domains such as professional services, manufacturing, financial services, healthcare, etc.

What Are The 12 Principles And 4 Core Values Of Agile?

Here are the 12 principles and 4 core values mentioned in the Agile Manifesto

What Is The Agile Manifesto?

The Agile Manifesto is a quick summation of what the Agile project methodology stands for and what it’s guiding principles are. 

These principles and values are a good way to see how it differs from traditional project management methods like the Waterfall project management method.

The 12 Principles Of Agile

The Agile Manifesto contains 12 key principles that define the Agile work process. 

To better understand these principles, we’ve divided them into 4 distinct categories (Based on the book ‘Agile Project Management for Dummies’):

  • Agile principles of customer satisfaction
  • Agile principles of quality
  • Agile principles of teamwork
  • Agile principles of project management

Here’s a closer look at each category and how these principles help streamline your work processes:

A. Agile Principles Of Customer Satisfaction

  1. Customer satisfaction must always be your top-most priority. The only way to do this is through early and continuous test-driven development.
  2. Always embrace changing requirements – even if they’re at the latter stages of the development process. These iterative (recurring) changes help you target a customer’s needs and wants better.
  3. Deliver working products and services frequently. That’s the only way to get continual customer feedback and adapt the next version in line with what customers genuinely need. 

How These Principles Help

  • As your team is constantly in touch with your customers, there’s no chance of them misunderstanding what your customers really need from a product.
  • Additionally, by constantly adapting to changing requirements, you’re able to give customers their priority items first – even if they’ve only informed you of this later on.

B. Agile Principles Of Quality

  1. The primary measure of success is a working product that satisfies a customer’s needs.
  2. Aim for sustainable test-driven development. Your team must be able to maintain the pace and quality of your work indefinitely.
  3. Continuous dedication to technical excellence will help you adapt to customer feedback and deliver a final product that satisfies their needs.

How These Principles Help

  • The Agile Manifesto gives you a very clear measure of what a successful product should be. As long as it satisfies your customers wants, it’s a good product.
  • By emphasizing sustainable iterative and incremental development, you can support constant changes without getting bogged down or burned out. This will help you avoid any dips in quality.

C. Agile Principles Of Teamwork

  1. Team members and project stakeholders must actively collaborate for continuous improvement. Actively working together is the only way to clearly understand and implement customer feedback.
  2. Build projects around motivated people. Give them the support and environment they need to get the work done.
  3. Face-to-face conversation, in person, is the most efficient way to collaborate over projects.
  4. The best project work comes from self-organizing teams. When teams can manage themselves, they need less supervision and your project can progress faster. 

How These Principles Help

  • By emphasizing active collaboration and self-organization – you’re empowering your team to get together and get the job done themselves. This is going to build a tightly-knit team that can adapt to changing customer demands easily.
  • By giving your team the support and trusting environment they need, you’re facilitating their ability to get things done by themselves. 

D. Agile Principles Of Project Management

  1. Simplicity is a core element of Agile projects. Simplicity can be viewed as cutting down any unnecessary steps and procedures from your management process
  2. Remember to constantly evaluate your team’s progress at regular intervals. Use this to fine-tune your future sprints and processes

How These Principles Help

  • As you cut down on unnecessary steps and processes, it’s easier to speed things up to cope with changing project demands
  • As you constantly re-evaluate your progress, you can always identify where you’re falling behind and how you can add more quality to your sprints

The 4 Core Agile Values

Here are the 4 core values that set the Agile method apart from all other project management methodologies:

A. Customer Collaboration Is Key

The manifesto for Agile also prioritizes customer satisfaction.

It states that the only way to truly satisfy the customer is to continuously involve them in the test-driven development process

Your project team must routinely turn to your customer base for hands-on experience on how the product is shaping up. It’s then up to your development team to tweak your project as per your customer’s recommendations

This collaborative process is the only way to create a final product that meets your customer’s requirements.

B. Embrace Change

Most other project management methodologies view change as an unnecessary and costly expense.

However, that’s not the case with Agile project management.

The Agile Manifesto understands that change is the only way to eliminate waste and achieve continuous improvement

That’s because initial assumptions about a project often prove to be incorrect. And when that’s the case, trying to fit a project’s requirements to those faulty assumptions leads to inferior products that no one really wants!

That’s why every Agile sprint gives your team ample opportunities to review any project developments and make changes to them.

C. Individuals Over Software

The Agile Manifesto prioritizes individuals and interactions over software and processes.


Because, no matter how complex and advanced Agile tools and processes get, there’ll always be a human element attached to it. And it is this human element that’s integral to understanding customer needs and adapting to them

D. Working Software Over Extensive Documentation

Agile prioritizes delivering working software that does what it’s supposed to over carefully documenting everything. For example, when you’re under time constraints, Agile emphasizes delivering a final product over documenting what you are doing for future reference.


You can always document things later – but if you don’t prioritize delivering the end product, you’ll miss your deadline!

However, that doesn’t mean this project methodology views documentation as useless. While it doesn’t prioritize it to the extent that the Waterfall method does, documentation is essential for reviewing sprints and trying to optimize them.

The Structure Of An Agile Team

The best thing about the Agile methodology is that it’s adaptable to your company’s setup. That’s why you’ll rarely find two Agile companies with the exact same team setup!

However, there are a few standard roles present in most Agile teams:

A. The Product Owner

The product owner is responsible for staying in touch with the customers and understanding their needs. The product owner will gather and analyze customer feedback and communicate that to the project team to help them make the necessary changes.

B. The Project Manager

The project manager heads the product development teams. Once they receive information from the product owner, they guide the development teams through the various sprints to help get the work done. 

C. Development Team Members

Development team members are the people who actively work on the project. These can be designers, programmers, engineers or anyone else who’s actively involved! Their job is to work through the sprints and carry the project forward.

D. Project Stakeholders

Project stakeholders have a connection to the project – even if they don’t have a hands-on role. These can include senior project managers, marketers and salespeople or support team members whose inputs will help steer the project in the right direction.

The Different Agile Project Management Methods

There are tons of variations on the Agile project methodology. 

Here’s a closer look at a few popular ones and when they’re most applicable:

1. SCRUM Project Management 

Scrum project management is a development method characterized by:

  • A Scrum Master (project manager) and a self-organizing scrum team 
  • Breaking down the entire life cycle of a product into separate sprints 
  • Scrum teams working in sprints that last from one to four weeks
  • Cross-functional groups with overlapping responsibilities
  • Best For: Projects that constantly evolve and change. For example, developing a new software when you’re unsure of what users want

2. Kanban

Kanban is a visual-first Agile methodology that’s characterized by:

  • Prioritizing the amount of work that’s in-progress over everything else
  • Always visualizing your workflows for simpler task scheduling and management
  • Not having a timeboxed development life cycle
  • Best For: Projects where priorities regularly change and work-in-progress tasks may be abandoned

3. Lean Software Development

Lean software development is one of the Agile project management methods characterized by:

  • Minimizing wasteful and unnecessary activities at all project stages
  • Focusing on value provided to the end customer and optimizing the whole rather than parts
  • Simplifying and shortening the software development life cycle
  • Empowering team members to work on project activities themselves – something not usually present in a Waterfall project
  • Best For: Simplifying processes and delivering only what is valuable – not everything possible. For example, when your development times are too high and users aren’t adopting new features – switch to Lean Software Development to solve this

4. XP (Extreme Programming)

The XP form of Agile software development is characterized by:

  • Focusing on the technical aspects of software development in particular
  • Setting up consistent project stages for software developers
  • Prioritizing face-to-face conversation within cross-functional teams
  • Best For: Most complex software development projects

The Agile Project Management Process

The Agile project management process is fairly straightforward. 

You can break it down into two distinct processes – planning and sprints.

Here’s a step-by-step guide to both:

1. Project Planning

As with any other methodology, the Agile process starts with project planning. However, unlike the Waterfall model, Agile emphasizes agility and minimal waste. 

That’s why your Agile planning stage shouldn’t be needlessly drawn-out and detailed. Just follow these three simple steps:

A. Project Vision Statement

This is a quick description of your project’s scope and deliverables. It’ll highlight the goals of your product and how it satisfies customer needs.

B. Product Roadmap

Your product roadmap highlights all the features you’re planning to add to a product. It’ll also mention how each of these features is beneficial and how it helps the customer. Most roadmaps also include a rough timeline of when each feature is expected to be released.

C. Product Backlog

This contains all the items in your product roadmap. However, this isn’t a concrete list of backlog items. Most Agile teams add features to this backlog as changes are made and new features are requested.


Unlike Waterfall project management, the Agile process prioritizes change. 

That’s why you should never view your project plan and backlog as unchangeable. Instead, look at it as a rough blueprint that you’ll keep editing as a project moves along.

Release Plan

Each project will have several release plans at progressive stages. Each of these plans will include a set of features to be released during a specific development cycle – called a sprint.


This is the deliverable at the end of the sprint, such as a new feature that’s been developed.

2. Sprints

Sprints are the backbone of any Agile process

They’re short development cycles that can range from a few days to even a couple of weeks. 

Here’s how they help:

  • They break your project into smaller, more manageable parts. Instead of looking at one long-term goal, your team breaks the project into these smaller increments that are more achievable. This, in turn, leads to increased feelings of achievement and motivation!
  • Sprints give your team the opportunity to constantly reevaluate your project at every development cycle. This makes it easier for you to accommodate customer feedback and change things around.

A. Sprint Planning

All sprints begin with your project team agreeing on the goals and deliverables associated with it. They’ll go over who needs to perform which task and how long they expect this sprint to take. 

B. Daily Scrum Meetings

Scrum meetings are a core part of scrum project management

A Scrum meeting is usually a short 15-minute face-to-face conversation that gives your development team a quick update on what’s going on.

These are daily meetings that your development team has to discuss the previous day’s developments and plan ahead. They’ll go over roadblocks faced, things they learned and any additions to the backlog.

C. Sprint Review

The sprint review is a meeting where the development teams explain the deliverables of a sprint to stakeholders and customers. 

The product owner plays an active role here and will gather customer feedback and update the product backlog accordingly.

D. Sprint Retrospective

The sprint retrospective takes place after a sprint has been completed. 

It’s where the project team goes over the entire process to find out what worked and what didn’t. It’s a great way to determine what needs to change in future sprints to achieve optimal customer satisfaction.

3. User Stories

Another big element of agile is creating user stories around the feature or product that you’re working on. It forces developers, product owners and product managers to go beyond the tech specs and think about how the user will respond when using the feature.

Typically user stories are short and descriptive statements. This can be stored in your task description with the feature you’re working on, or in the list description in ClickUp.

Here’s a basic example of a user story:

As a <<user>>, I want <<to do this>> so that <<I achieve this>>.

With user stories, the conversation changes from writing requirements to discussing how the feature will be used and what it can do. When writing user stories, ask “What will the user do and what will it help them accomplish?” Sometimes this will be different for the various use cases. Oftentimes, teams will do this activity together along with relevant stakeholders towards the beginning of a project or sprint. For more on user stories, check out this helpful reference document.

Agile Project Management Roadblocks

While Agile project management is one of the most useful management methodologies, the Agile environment doesn’t suit every team.

Here are two cases when the framework may not work:

  • If your team and project managers are inexperienced and unaccustomed to dealing with sudden changes
  • If your company is culturally more comfortable working with rigid, standard work processes

However, this doesn’t mean that you’ll never be able to adapt to an Agile environment.

Here are two things you can do to prepare yourself for an Agile environment:

  1. Take some Agile project management training

Institutions like the Project Management Institute give you all the resources you need to brush up on Agile. Once you pass their PMI-ACP exam – you’ll have everything you need to become an Agilepm practitioner!

  1. Use the right Agile project management tools

Tools like ClickUp, Atlassian JIRA and Pivotal Tracker are built for Agile project management. Once you start using them, you’ll have no difficulty moving on from your existing management methodologies and quickly adopting a scaled Agile framework!

Using Agile Project Management Software

Agile becomes dramatically easier to implement if you use the right software. The best Agile software encourages collaboration, creativity and adaptability. It brings out the best in your team.

Luckily, that’s what ClickUp was built for.

ClickUp is one of the world’s highest-rated Agile project management tools. Used by Google, Nike and Airbnb, it’ll help you instantly adapt to Agile development and manage your tasks and sprints effectively. 

It has tons of helpful features for Agile development, such as:

  • Multiple Views – to help you cope with varying project stages
  • Sprint Lists – to document what each sprint contains
  • Agile Dashboards – to quickly track the progress of your Agile tasks
  • Comment Sections – to facilitate active collaboration over Agile projects
  • Assigned Comments – to assign comments and tasks to team members immediately
  • Custom Statuses – to instantly know the status of your Agile projects

Here’s a quick breakdown of these features and how they can help an Agile project manager:

1. Manage Different Agile Requirements With Multiple Views

Agile project management is all about adapting to changes.

That’s why your project management tool needs to reflect this too!

Luckily, that’s exactly what you get with ClickUp.

Instead of using a rigid management tool that forces you to adapt to its interface, ClickUp gives you multiple views to adapt to your team!

Here’s a closer look at these views:

1) Required Task Views

ClickUp has two required task views to adapt to different project management approaches:

A. Board View

If you’re a fan of the Kanban approach to Agile management, this is the view for you. 

Here’s how you use this view for Agile Project Management

Remember, the Kanban board approach emphasizes quickly moving things around and visualizing project progress.

ClickUp’s board interface helps you quickly move tasks around, view project statuses and keep up with Agile development principles. All you need is a quick glance to determine what stages your projects are in and move them around instantly!

B. List View

This is a good view for people who manage their work with GTD-style to-do lists. Here, your tasks are listed down in a simple checklist that can be checked off as you progress. 

Here’s how you use this view for Agile Project Management

You can use ClickUp’s list view to quickly keep track of your Sprint lists for varying tasks. As they’re all listed down one after the other, you can tackle each one sequentially.

Sprint and Backlog


2) Box View

The Box view is the ideal view for any Agile project manager. It’s a high-level overview of all the tasks underway currently.

Here’s how you use this view for Agile Project Management

The project managers use this view get a high-level view of everything that’s going on. As the sprint’s tasks are sorted by assignee, a project manager can quickly determine what everyone’s working on and make any necessary changes.

3) Calendar View

ClickUp’s Calendar view helps a manager quickly plan and manage their work schedule. You can view all your upcoming tasks to quickly prepare for them.

Here’s how you use this view for Agile Project Management

Use this view to keep track of your upcoming Sprint tasks and plan them out carefully. You can even use it to identify when you’ll be able to add things from your backlog!

And as Agile is all about changing and adapting, a manager can even toggle between calendar views!

A manager can view their calendar as:

  • Days: To view project tasks scheduled on a given date
  • 4-Days: To view scheduled tasks over a rolling four day period
  • Week: To look at your weekly sprint schedule
  • Monthly: To look at your project roadmap for the next month

4) Me Mode

ClickUp’s “Me” mode will only highlight comments, subtasks and task lists assigned to you. This will minimize distractions – helping you focus better on your assignments.

2. Track Your Agile Tasks With Sprint Lists

Keeping track of your sprints is essential in Agile project management.

Here’s how you do it in ClickUp:

ClickUp lets you add checklists to all your projects, tasks and subtasks. This helps you create sprint lists that break down the deliverables for a stretch. You can easily check items off these lists as your team progresses – helping you move onto the next sprint

You can even add Scrum points to each of these lists to better determine how long it’ll take to knock out your product backlog.

Additionally, an Agile project manager can use these checklists as references in their scrum meetings with the development team.

Learn how to set up an Agile workflow in ClickUp!

3. Visually Keep Track Of Your Projects With Agile Dashboards

Another important part about Agile project management is visually keeping track of all of your data. 

Here’s how you manage this in ClickUp:

ClickUp’s Dashboards are perfect for high-level overviews of your Agile projects. You can add your Sprint lists and tasks to these dashboards to quickly see how things are progressing.

Here’s a closer look at the different things you can track:

A. Velocity

ClickUp’s velocity chart helps you determine the completion rate of your tasks. Your tasks are broken down into weekly or bi-weekly intervals and their average velocity is displayed here. 

Additionally, ClickUp automatically groups your Sprint List data to make it easier to add to your charts! 

B. Burn Down Charts

ClickUp’s burn down charts help you see how well your team is performing against a target line. It shows you how much work is still left to be done. 

Here’s what the chart highlights:

  • Target progress: The ideal task completion pace needed to meet your deadlines
  • Projected progress – Your current trending rate based on tasks currently completed
  • Active – The actual number of tasks currently completed

Burn down charts are a good way to track what needs to be done and identify problems with a project’s progress. For example, if your projected progress is lagging behind your target, you’ll need to speed things up or adjust scope.

C. Burn Up Charts

Unlike burn down charts, burn up charts show you what has been completed against your remaining scope. 

This helps you take stock of what you’ve accomplished so far and motivate your team to reach the finish line.

D. Cumulative Flow Charts

ClickUp’s cumulative flow chart helps you visualize and track project progress over time. As tasks are colored based on their status, you can easily determine where things are and identify bottlenecks in no time!

4. Facilitate Project Collaboration With Comment Sections

Active team collaboration is one of the key elements of any Agile project management software.Your team must be able to use it quickly communicate project updates and collaborate over developments.

Here’s how you use ClickUp to implement this:

Each task comes with its own dedicated comment section to help your team exchange files and ideas. They can even tag people and share project updates to keep the project rolling.

Additionally, the project management software can integrate with tons of communication tools like Slack and Skype to ensure that efficient project communication is just a click away!

5. Keep Your Agile Project Moving Along With Assigned Comments

Agile is all about speed and efficiency, right?

But what if your team is taking too long to take action on your comments?

How will your Agile project stay on track?

Here’s how you can can use ClickUp to prevent this from happening:

The project management software lets you instantly convert a comment into a task and assign it to a team member. They’ll be notified of this and it’ll even pop-up in their task tray to help them get started immediately.

Once they’re done with it, they can mark the comment as resolved to eliminate any unnecessary follow-ups.

If you’re a fan of the lean methodology and want to eliminate wasteful steps, this is the way to go!

6. Manage Varying Agile Project Stages With Custom Statuses

The beauty of Agile project management is that it can be applied to tons of different domains

Whether it’s sales, marketing, SEO or software development – you can use Agile for everything!

However, just because you can use the same method for different projects doesn’t mean they’re identical. Every project is going to have it’s own niche-specific stages and requirements. Your Agile tool needs to be able to cope with these variances.

How ClickUp helps you manage this:

Unlike traditional project management tools that give you a standard set of project statuses, ClickUp lets you customize them!

This way, you’re not stuck with a set of statuses that don’t accurately reflect your project stages.

Why would that be a problem? 

Imagine using the same set of statuses for your blog posts and software development projects!

However, with ClickUp’s customizable statuses that isn’t a problem. 

You can get as creative and detailed as you want – “Editorial Review”, “Beta Testing”,Wireframing”, “Quality Check” – it’s entirely up to you!

However, those aren’t all of ClickUp’s features.

This project management tool also gives you helpful features like:


It’s no secret that Agile project management is one of the world’s most popular project management methodologies.

It’s simple and quick to help your team breeze through your tasks and projects in no time! Additionally, as it emphasizes change in response to customer feedback, you can rest assured that you’ll be putting out a product that your customers love.

If you’re looking to adopt the Agile methodology, why not try a project management software like ClickUp? 

It has everything you need to manage your projects and sprints effortlessly! Sign up for ClickUp’s forever free version today!

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