In connection with the release of Kala’s “Scrum Overview” feature, we’ve put together an introduction to what is commonly referred to as “Agile Project Management” – of which Scrum is a well-known example.
You might wonder, “But what exactly is Agile Project Management, and what does Scrum mean?”
Agile Project Management is a methodology that originally stems from the software industry. However, the approach has since been widely adopted across many other sectors. The methodology generally emphasises an iterative and step-by-step approach to project execution. Work is carried out in short cycles, resulting in small deliverables that can be reviewed and adjusted quickly based on feedback.
Customers are often involved in the process and are granted access to these incremental releases. This creates a tight feedback loop that helps ensure you’re building the right solution and heading in the right direction.
Agile Project Management contrasts with the more traditional “Waterfall Model.” In the waterfall approach, you define the requirements, create a plan, carry it out, and evaluate the outcome. It’s straightforward and structured, but also rigid, as it relies on the assumption that neither requirements nor plans will change along the way.
If we imagine the Waterfall Model as a large cargo ship, you set a long-term course that might take months. Agile Project Management is more like a speedboat. You don’t set one fixed direction but work in shorter, quicker sprints. You steer in one direction, head there, and then reassess – rinse and repeat.
Visualisation of the mindset behind the Waterfall Model vs. Agile Project Management.
With Agile Project Management, you have a working “vessel” at every step, capable of taking you from A to B. In contrast, the Waterfall Model only gets you moving at the fourth step. Because you continuously receive feedback using the agile approach, the result is usually better aligned with real needs.
That said, there are scenarios where Agile Project Management doesn’t make much sense. If you’re navigating a supertanker, adjusting course every two weeks may not be practical. And if you’re running a car factory, you likely can’t start by building a skateboard.
Scrum vs. Kanban
The most common methods within Agile Project Management are Scrum and Kanban.
In both approaches, you work with a board typically divided into columns.
These often include:
- Backlog – Tasks you want to get done.
- Sprint – Tasks currently being worked on in the active cycle.
- Review – Completed tasks awaiting review, ideally by a colleague.
- Done – Tasks that are finished and ready for delivery, ideally confirmed by a colleague.
Kala’s Scrum board shows all tasks in their respective stages: Backlog, Sprint, Review, and Done.
Here are the main differences between Scrum and Kanban:
Sprints and Meetings
In Scrum, work is done in 14-day sprints that conclude with a Scrum meeting. During this meeting, the team decides which tasks to prioritise for the next sprint and assigns responsibilities. Then a new 14-day cycle begins, and the process repeats.
In Kanban, there are no defined sprint periods or scheduled meetings. Tasks are picked up and completed as time and capacity allow.
Responsibility
Scrum assigns one person to oversee the entire process – usually called the “Scrum Master” or “Product Owner.”
In Kanban, there is no single point of responsibility. The team collectively manages the process.
Workflow
Scrum involves planning and estimating how much work can be completed during each sprint. The goal is to deliver in increments and cycles.
In Kanban, such estimations are not typically made. Instead, the focus is on “Work In Progress” to determine when new tasks can be started. The aim is a continuous flow of work, rather than time-boxed deliveries.
Which Should I Choose?
It’s hard to say which method is better—it depends on the specific needs of your business. Scrum offers more structure and control but requires more effort to manage. Kanban is simpler to maintain but offers less control over the process.
What Are the Benefits of Using Agile Project Management?
Whether you choose Kanban or Scrum, Agile Project Management has many advantages.
Issues are discovered sooner, since you deliver parts of the project continuously. Clients see results early and often. This creates a tighter feedback loop and reduces misunderstandings—ensuring you’re building what the customer actually needs.
If you’re creating a brand-new product or feature, you can quickly validate whether the solution fits market needs. Overall, your business becomes more responsive and adaptive to change.
Agile Project Management and Kala
Now that we’ve gone over Agile Project Management and its benefits, the next question is: how can Kala support this?
Scrum Overview
To start, you can use Kala’s new Scrum Overview.
Here, you can:
- See which status a task is in, and update it directly.
- View which employees are working on the task, and assign others to it.
- Customise task statuses to fit your business if Kala’s defaults aren’t a perfect match.
You can view a walkthrough of Kala’s Scrum Overview here.
Time Tracking and Invoicing
With Kala, you can log all the time you spend on each task and project.
You can then send a draft invoice to one of Kala’s integrated accounting partners, which can be finalized and sent to your client. Task descriptions can be included on the invoice if desired.
So if a client ever questions a cost, you can offer full transparency by showing which tasks took how much time.
Reports
On top of that, Kala’s reporting feature gives you much deeper insight into how time is distributed across tasks and projects. This gives both you and your client a much clearer picture of where time is being spent.
Let me know if you’d like this version formatted for a presentation, internal wiki, or client-facing documentation.
