If you're a project manager with ambitious goals for a high-performing team, an Agile workflow provides the essential framework to deliver superior results and greater agility. This approach helps you navigate complex projects with clarity, and meticulous documentation of your workflow becomes key to continuous optimization and improvement.
This post will cover:
Agile workflows are essentially visual, repeatable blueprints of processes for an Agile team. They guide users step-by-step through tasks, clearly indicating who is responsible for each action. While the concept of workflows originated in manufacturing with pioneers like Frederick Taylor and Henry Gantt's development of the Gantt chart, today, sophisticated workflows are indispensable tools used by teams across virtually every industry, from software development to marketing and finance.
Unlike traditional, linear approaches, an Agile workflow doesn't follow rigid, distinct phases. Instead, it operates as a continuous, cyclical process of short iterations, often called sprints. Within each iteration, teams typically move through a set of repeating activities to deliver value incrementally.
These key phases within an Agile cycle include:
This continuous loop of planning, executing, reviewing, and adapting allows Agile workflows to remain highly responsive to change, constantly optimizing both the product and the process itself.
Building an Agile workflow requires a thoughtful investment of time, but the returns in efficiency and clarity are substantial. While the specific steps may vary based on your team's familiarity with the process and its complexity, the following guidelines will help you create effective Agile workflows for your regular operations.
If your team repeats a process often, it's likely worth documenting. This is especially true for tasks that are:
However, strike a balance: avoid having no documented processes, but also don't over-document every minor task. Observe your team's current processes, engage in discussions with them, and leverage your knowledge of their performance to determine which workflows will yield the most significant benefits from documentation.
A key benefit of a documented Agile workflow is its ability to act as a project scope, helping you avoid unnecessary additions or scope creep. Informal processes often accumulate extra work along the way because there's no clear boundary.
Anyone involved in the Agile workflow should contribute input on its scope. If a process has been undocumented, it’s common for individuals to have developed different strategies and achieved varied outcomes. Collaborate to identify the most effective strategies and outcomes for the task, eliminating redundant steps or those that hinder progress. Discuss with your team what should and shouldn't be included in the workflow, and what the desired result should encompass.
Start by simply listing the known steps in the Agile workflow. Then, assemble everyone involved in this workflow, ideally in person or via a live virtual session, to detail these steps collaboratively.
As you discuss each step, consistently ask: "Will this step help our team achieve its goals?" Begin with the end goal in mind, ensuring every action contributes meaningfully.
Crucially, think about opportunities to improve the workflow during this discussion. Every team member might have found ways to streamline or automate parts of the workflow that could benefit the entire team. Also identify steps that introduce unnecessary time or expense, such as frequent external approvals or reliance on inefficient outsourcing. Eliminate these bottlenecks whenever possible to optimize the workflow.
Once your team agrees on the defined steps in your Agile workflow, estimate the time required to complete each. This can be documented using standard metrics like story points or estimated hours. Don’t view this as a strict time limit, but rather as a valuable tool, especially for new team members, providing crucial context. Even a rough estimate offers significant guidance.
If your team has extensive experience with the process, this step should be straightforward. For newly defined processes, it's perfectly acceptable to defer this step initially and revisit it once the team gains a better understanding of the work.
Building an Agile workflow means creating a clear visual representation. You'll typically use standard shapes and colors to represent workflow steps and designate responsibilities. While your organization might not have strict guidelines, adhering to industry-standard shapes enhances clarity:
Adding colors can further enhance clarity and detail without cluttering up the workflow. For example, use a distinct color for each team member to show who is responsible for each step at a glance. Colors can also highlight optional steps or those requiring special attention.
Remember that workflows don't always follow a straight line. Workflows with built-in reviews and approvals will branch out depending on whether a task is approved or returned for revision. Similarly, workflows representing processes with multiple potential outcomes will branch at the end to illustrate each possibility.
For creating visual workflows, you can utilize specialized software designed specifically for this purpose, which is ideal for complex workflows or frequent use. Alternatively, common programs like Microsoft Word or Excel, combined with online tutorials and templates, can also serve as effective tools. Your choice of tool depends on your team's specific needs and the complexity of the workflows you define.
Process changes are a constant and normal part of business evolution, and your Agile workflows must evolve along with them. The true beauty of defined workflows lies in their ability to make the intricate details of a process visible, presenting ongoing opportunities to identify and implement more effective ways of working.
As you implement newly defined Agile workflows, actively monitor bottlenecks or emerging problem areas. Crucially, solicit and genuinely listen to feedback from your team as they are on the front lines and have invaluable insights. Consider scheduling regular team meetings specifically for reviewing workflows and suggesting improvements. Embrace this continuous process of creating, implementing, and revising Agile workflows to cultivate a more efficient and effective team.
To get the most from your Agile workflow, focus on the following:
Agile workflows are highly adaptable, making them effective across a wide range of industries and project types. Here are a few common examples of how teams apply Agile workflow principles:
In each scenario, the core Agile loop of continuous improvement ensures that the delivered output consistently meets evolving customer or business needs.
Building and documenting Agile workflows offers significant advantages for modern teams:
Building an Agile workflow is more than just documenting a process — it’s an exercise in critical analysis and continuous improvement. It empowers your team to critically examine their daily activities and work collaboratively towards greater efficiency and effectiveness, both individually and as a cohesive unit.
Adobe Workfront can support you by providing a centralized platform to visually map, track, and manage your Agile workflows, ensuring seamless collaboration and real-time visibility for continuous optimization.
