Channels of Communication in Agile Project Management
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The term “project management” is often bandied about as if it was something anyone can do as long as they know the industry. The fact is the key problem of any type of project management is not in the skill set but in communication. This is especially true for large projects with many stakeholders, where effective collaboration can be difficult.
Agile project management or APM methodologies came about in the software industry specifically to address communication problems. Traditional project management methods such as the waterfall approach were cumbersome, and slow to react to changes in project goals. The agile method is precisely that, agile, because it has short development cycles and smaller groups with specific objectives that meet more frequently.
The agile approach to project management is based on 12 principles as described in The Agile Manifesto. In summary, APM lets project managers achieve key goals in product development in easy stages and gives stakeholders blow-by-blow reports on progress even if project objectives change. Because project managers have short-term deliverables and receive feedback at each step, they can respond quickly to any changes in the development or issues that may arise in the process.
The value of APM is in the deliverables. Originally created for software development, APM addresses the problems of shifting priorities and goals of clients that all too often accompany the creation of software. The first principle of APM states, “Our highest priority is to satisfy the customer through early and continuous delivery of valuable software.”
The key terms here are “early” and “valuable.” There can be no satisfaction if the deliverables are delivered late or not precisely what the client wants and/or needs. This is why the second principle states: “Welcome changing requirements, even late in development. Agile processes harness change for the customer's competitive advantage.”
The agile approach to project management has found an audience in many industries outside software development because it is a practical and efficient way to get the job done. Among the most popular frameworks based on this approach is Scrum. However, other methods work just as well as Scrum, if not better, depending on the project type. What does remain constant for any APM framework is the need for clear communications, which is why APM communications channels are very important.
How can you quickly get answers to questions? You go directly to the concerned persons and ask them directly and on point.
This is why the sixth principle of the Agile Manifesto specifically mentions face-to-face conversations. Meetings are also frequent, but they have very specific agendas over a short time, instead of being long-drawn out with no clear direction.
Aside from conversations and meetings, you also have artifacts, also called deliverables. These are structured, written communication meant to provide additional information for particular phases in the development cycle.
The primary goal of APM is to create a work environment that encourages collaboration and responsiveness, and this is not going to happen without proper communication. This is true for any APM framework, singly or in combination. Some even have customized APM frameworks to suit particular needs, but they all have one thing in common: agile communication channels.
APM teams rely heavily on communication channels to get from drawing board to final product successfully. The following table describes the most common channels of communication used in APM. Depending on the framework, some teams may use some and not others.
All the communication channels described in the table above are tools. Their effectiveness depends on its proper use by people trained in the principles of agile project management. For an agile project to succeed, all project members have to be on the same page.
Rather than documentation, Agile Project Management underscores the importance of face-to-face and verbal conversations rather than documentation. Hence, it is critical that members of the team understand the communication protocols and plans so that it is clear how each one will function and the expectations in terms of interaction, feedback, and delivery.
To effectively execute agile project management is to borrow principles from the Project Management Body of Knowledge (PMBOK) and execute project communications management. Hence, the project manager should be able to prepare a communications plan that would enable members to know and understand what is expected of them, along with the appropriate persons in charge, feedback structures, and escalation procedures.
Further, it is important in agile project management for the project manager and team members to know each other. Verbal communication accounts for only 7% of the process, while the remaining 93% of communication is non-verbal. Hence, when handling face-to-face conversations, people involved in agile project communication should be able to take not just technical, but social cues as well. This will limit misunderstandings in communication and ensure that everything the smooth flow of the communication plan.
With the rate that technology is advancing nowadays, it becomes increasingly important to adapt to needs of your customers. Agile project management is critical to achieving your corporate strategy. To ensure a successful implementation, project manager need to identify the right communication channels that will help them get things done.
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The term “project management” is often bandied about as if it was something anyone can do as long as they know the industry. The fact is the key problem of any type of project management is not in the skill set but in communication. This is especially true for large projects with many stakeholders, where effective collaboration can be difficult.
Agile project management or APM methodologies came about in the software industry specifically to address communication problems. Traditional project management methods such as the waterfall approach were cumbersome, and slow to react to changes in project goals. The agile method is precisely that, agile, because it has short development cycles and smaller groups with specific objectives that meet more frequently.
Agile project management in a nutshell
The agile approach to project management is based on 12 principles as described in The Agile Manifesto. In summary, APM lets project managers achieve key goals in product development in easy stages and gives stakeholders blow-by-blow reports on progress even if project objectives change. Because project managers have short-term deliverables and receive feedback at each step, they can respond quickly to any changes in the development or issues that may arise in the process.
The value of APM is in the deliverables. Originally created for software development, APM addresses the problems of shifting priorities and goals of clients that all too often accompany the creation of software. The first principle of APM states, “Our highest priority is to satisfy the customer through early and continuous delivery of valuable software.”
The key terms here are “early” and “valuable.” There can be no satisfaction if the deliverables are delivered late or not precisely what the client wants and/or needs. This is why the second principle states: “Welcome changing requirements, even late in development. Agile processes harness change for the customer's competitive advantage.”
The agile approach to project management has found an audience in many industries outside software development because it is a practical and efficient way to get the job done. Among the most popular frameworks based on this approach is Scrum. However, other methods work just as well as Scrum, if not better, depending on the project type. What does remain constant for any APM framework is the need for clear communications, which is why APM communications channels are very important.
The role of communication channels
How can you quickly get answers to questions? You go directly to the concerned persons and ask them directly and on point.
This is why the sixth principle of the Agile Manifesto specifically mentions face-to-face conversations. Meetings are also frequent, but they have very specific agendas over a short time, instead of being long-drawn out with no clear direction.
Aside from conversations and meetings, you also have artifacts, also called deliverables. These are structured, written communication meant to provide additional information for particular phases in the development cycle.
The primary goal of APM is to create a work environment that encourages collaboration and responsiveness, and this is not going to happen without proper communication. This is true for any APM framework, singly or in combination. Some even have customized APM frameworks to suit particular needs, but they all have one thing in common: agile communication channels.
Communication channels
APM teams rely heavily on communication channels to get from drawing board to final product successfully. The following table describes the most common channels of communication used in APM. Depending on the framework, some teams may use some and not others.
Channels of Communication |
||
| Channel | Type | Role in Communication |
| Project, release, and planning | Meeting | Discuss details of the project, release, and sprint to the scrum team. |
| Product vision statement | Artifact | Documents the end goals to the team and organization |
| Product roadmap | Artifact | Provides a big picture view of the features that support the product vision and may be part of the project itself |
| Product backlog | Artifact | Represents the project scope as a whole to the team |
| Release plan | Artifact | Details the goals for a particular release |
| Face-to-face conversations | Informal | Ad hoc, but they key communication channel in an agile project |
All the communication channels described in the table above are tools. Their effectiveness depends on its proper use by people trained in the principles of agile project management. For an agile project to succeed, all project members have to be on the same page.
Agile Project Management Communications Plans
Rather than documentation, Agile Project Management underscores the importance of face-to-face and verbal conversations rather than documentation. Hence, it is critical that members of the team understand the communication protocols and plans so that it is clear how each one will function and the expectations in terms of interaction, feedback, and delivery.
To effectively execute agile project management is to borrow principles from the Project Management Body of Knowledge (PMBOK) and execute project communications management. Hence, the project manager should be able to prepare a communications plan that would enable members to know and understand what is expected of them, along with the appropriate persons in charge, feedback structures, and escalation procedures.
Further, it is important in agile project management for the project manager and team members to know each other. Verbal communication accounts for only 7% of the process, while the remaining 93% of communication is non-verbal. Hence, when handling face-to-face conversations, people involved in agile project communication should be able to take not just technical, but social cues as well. This will limit misunderstandings in communication and ensure that everything the smooth flow of the communication plan.
Conclusion
With the rate that technology is advancing nowadays, it becomes increasingly important to adapt to needs of your customers. Agile project management is critical to achieving your corporate strategy. To ensure a successful implementation, project manager need to identify the right communication channels that will help them get things done.
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