Your go-to guide to agile workflows: What they are, how they work, and how to get your team on board

If your business is anything like the 300 or 400 million other businesses operating globally today, you probably face challenges like tight deadlines and the constant need for actionable feedback. Without a flexible system, these pressures can lead to missed opportunities and inefficient processes.  

This is where an agile workflow comes in, to help your team stay on top of every project and hit deadlines by breaking up big tasks into small ones. 

In this article, we explore what an agile workflow is, the key benefits it offers, the different frameworks available, and how to implement it effectively.  

What is an agile workflow?  

An agile workflow is a flexible approach to project management that lets teams adapt quickly, collaborate easily, and make changes on the go. Essentially, agile workflows encourage adaptability and flexibility and improve how your team tackles projects.  

Instead of sticking to rigid plans, the agile methodology helps you break big projects into smaller, more manageable pieces called ‘sprints’. Working in sprints allows your team to adapt quickly to changes, from shifting client needs to lack of resources and unexpected roadblocks. 

Here’s why businesses love agile workflows: 

• Projects move faster because of progress updates. 

• Teams work together more effectively, reducing miscommunication. 

• It’s easier to pivot and handle sudden changes based on feedback. 

• You minimize risks like project delays or bottlenecks. 

Teamwork.com helps you organize and run sprints by prioritizing the most important tasks. 

The 6 steps in an agile workflow process  

Agile workflows are about being flexible and responsive to change. The process is made up of six key steps that help teams navigate projects with ease:  

1. Ideation: This is where the magic begins. Ideation is about brainstorming and gathering ideas. Teams come together to discuss the project vision, set goals, and identify possible challenges they might encounter. The ideation step encourages individuals to be as creative as possible, and no idea is too wild. This step sets the tone for the entire project and ensures everyone is on the same page before moving forward. 

2. Inception: Now that the ideas are flowing, it’s time to plan. The inception step lays the groundwork for success. Teams define the project scope, set priorities, and outline the roadmap. Roles and responsibilities are assigned, so everyone knows what they’re working on. This step takes those big ideas and breaks them down into actionable steps, and helps teams clearly see the goals they’re working toward, making the whole process more manageable. 

3. Iteration: This is the heart of the agile process. During this phase, teams roll up their sleeves and get to work. The project is broken down into bite-sized pieces called ‘sprints’. Traditionally, each sprint lasts a couple of weeks, allowing teams to deliver results quickly. After each sprint, the team reviews their progress, gathers feedback, and makes changes if needed. This step is crucial and is what keeps the project aligned with what clients want, making sure the result—the final product—exceeds expectations. 

4. Release: After several iterations, it’s showtime. In the release phase, the team finalizes the project and prepares it for delivery. This might include final testing, squashing any last-minute bugs, and gathering final feedback from stakeholders. Once everything is checked off, the project is launched, and it’s time to celebrate.  

5. Production: In this phase, the team actively monitors the project’s (or product’s) performance and addresses any issues that arise. Ongoing support is crucial here to ensure everything runs smoothly. The team may also gather user feedback to identify areas for improvement.  

6. Retirement: This step wraps up a project once it’s no longer needed or relevant. This could mean archiving documents, transferring knowledge, or even providing a final report to stakeholders. It’s a great opportunity for teams to reflect on what they learned throughout the process. This way, they can apply those lessons to future projects, continuously improving their agile workflow. It’s important to note though that some projects are ongoing, and happen in stages, so this step may be a team’s signal to return to step one for the next phase of the project. 

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What are the different agile workflow processes?  

Agile isn’t a one-size-fits-all solution—different teams have different needs, which is why there are multiple agile workflows to choose from. Whether you’re looking for more flexibility, faster delivery, or a focus on customer experience, there’s an agile process out there that will suit your needs. 

Let’s look at some of the most popular agile workflows and how each one works. 

• Scrum breaks work into bite-sized pieces called ‘sprints’, which typically last 1–2 weeks. Teams meet daily through quick stand-ups to share progress, discuss problems, and make adjustments. The scrum methodology helps maintain momentum and keeps everyone on the same page. 

Sprints are time-centered. Teamwork.com’s built-in estimation tools calculate how long each sprint should run and gather estimations from historical data. 

• Kanban is a go-to for visualizing workflows. Tasks are displayed on a board, allowing team members to track progress in real-time. It’s super flexible—there’s no rush to finish by a specific deadline, and you can continuously adjust as new tasks pop up. This is a great option for teams with constantly changing targets. 

Boards provide an interactive way to move tasks around, change priorities, track, and reassign during sprints. 

• Extreme programming (XP) focuses on improving software quality and team collaboration. For example, this is perfect for developers who work closely with customers, make frequent updates, and continuously test code to ensure the best results. If you're after high-quality code and speedy releases, XP could be the agile approach for you. 

Create, edit, and assign the individual pieces of work you need to deliver with Teamwork.com.   

• Altern is a less formal version of agile that cuts back on the documentation and meetings, focusing instead on direct communication. It’s a good fit for teams that want to move quickly and don’t want to be bogged down by too many processes.  

• Feature-driven development (FDD) breaks the project into small, feature-focused tasks. Teams work through each feature in short cycles, delivering pieces of the project to provide value immediately. It’s a great option if you’re working on large projects where clients care about specific features being delivered regularly. 

• Other agile frameworks include Lean, which focuses on reducing waste, and Crystal, which adapts based on the size of the team. Each agile method has its way of keeping projects moving, but they all share the same basic approach: staying flexible to handle changes, working closely as a team, and always looking for ways to improve as you go.  

How do you create and implement an agile workflow? 

Building and implementing an agile workflow might seem tricky, but breaking it down into steps makes it simple. Here’s how to get started: 

1. Choose a framework: First, pick an agile framework that works for your team. Scrum is great for structured (but adaptable) sprints, while Kanban offers even more flexibility. Explore what fits your team’s style and project’s needs. 

2. Develop a roadmap: Next up, map out the big picture. This roadmap outlines the project’s key milestones and goals, so everyone knows what’s coming and when. Keep it flexible to allow adjustments along the way. 

3. Assign sprint teams: Divide your team into sprint groups. Each group should own a specific part of the project. Make sure every team member is clear on their responsibilities and what they need to deliver during each sprint. 

4. Implement the agile workflow: Now, it’s time to put your plan into action. Start running sprints, hold daily check-ins, and review progress. Don’t forget to gather feedback after each sprint and make any necessary changes. It’s all about improving as you go. 

Why Teamwork.com is the perfect solution for your agile workflow 

Teamwork.com is the secret sauce for agile workflows. The platform is packed with features like task management, time tracking, and integrated communication, making it easy to collaborate with your team in real time.  

Whichever agile workflow you choose, Teamwork.com will adapt to fit your needs. With insightful reporting tools, you can keep an eye on your project’s progress without stress. Teamwork.com makes managing your agile workflow simple and enjoyable, allowing your team to focus on what really matters: delivering results. 

See how Teamwork.com helped Beyond the Chaos scale their business with ease. 

“What I appreciate most about Teamwork.com is how it has changed my business. Being able to repeat your process over and over is what makes a business successful. It’s what can make or break you as you’re scaling. You can’t scale if you can’t repeat.”

Susan Fennema

Chaos Eradicating Officer (CEO)

Agile workflows FAQs 

What is agile methodology in project management?  

Agile methodology in project management is all about being flexible and working together as a team. Instead of sticking to a strict plan, it breaks projects into smaller parts, called sprints, allowing teams to make quick changes based on feedback and keep improving as they go. 

What is agile methodology in product management? 

Agile methodology in product management focuses on creating products that customers love. It relies on frequent updates and improvements based on what users want, making sure the product meets their needs while reducing the chances of mistakes.