A topic growing in popularity lately, both at networking events and through online forums, is Agile workflow and its impact on project management. While the basic idea is simple enough to grasp, team managers and small business owners will still have some valid questions to consider: How should I define agile workflow? Will it save me time? Will it cost me money? What are the downsides?
In this post, we’ll get our facts straight and review some of the best Agile workflow solutions and how they can streamline your work processes. We’ll learn the Agile project management workflow principles and check out some real-life tools that apply the Agile workflow methodology in motion.
What Is Agile Workflow?
Agile workflow is a flexible project management approach that helps teams quickly adapt to changes, enhance collaboration, and improve efficiency. Originally developed for software development, Agile has become a game-changer for marketing and creative agencies that need to manage multiple projects, tight deadlines, and evolving client demands.
But first, let’s talk about Waterfall methodology vs. Agile.
Waterfall is the term for use of the traditional linear management methodology, where each phase—planning, execution, testing, and deployment—must be completed before moving to the next, making it rigid and slow to adapt. It’s the “norm” in most creative agencies. However, they still want flexibility in utilizing the Agile approach in addition to Waterfall.
In contrast, modern Agile workflows prioritize flexibility, iteration, and real-time collaboration. Agile is iterative, meaning work is done in short cycles with constant feedback and adjustments.
At Workamajig, we’ve built our project management software in a way that allows it to accommodate multiple scheduling methods, including Agile. It’s clear to us that this is a crucial need of ours, and of many businesses, to be able to work with deadlines as task dates that can be adjusted as needed in order to accommodate delays while still keeping to a deadline.
How Agile Workflow Works
Now that we have things clear in an abstract sense, let’s check out Agile workflow in motion. The first step will be to get to know the principles on which Agile workflow is based.
Agile workflow is based on Agile principles, which prioritize collaboration, flexibility, and customer satisfaction. It revolves around the following key elements:
-
Iterative Work Cycles (Sprints) – Small, manageable chunks of work that allow for quick revisions.
-
Kanban Boards & Scrum – Visual tools that help teams track progress and manage workloads efficiently.
-
Cross-Functional Collaboration – Encouraging open communication across departments for streamlined project execution.
At Workamajig, we’ve created software to support many methodologies, including Agile. Our Agile workflow software provides marketing and creative teams with the tools they need to implement Agile development workflows effortlessly.
Agile Workflow in Action: A Marketing Agency Case Study
An excellent case study published by Agile Alliance really hits home. Alm Brand, a Danish financial institution established in 1792, transitioned from a "Spotify-inspired" Agile setup with Tribes and Chapters to 25 autonomous Scrum teams to enhance agility and responsiveness. This shift led to challenges such as role ambiguity, coordination bottlenecks, and stakeholder misalignment. To address these issues, Alm Brand introduced temporary Delivery Leads to manage cross-team dependencies and implemented events like Big Room Planning and Value Area Meetings to improve alignment and prioritization. Alm Brand’s journey shows us the true power of Agile principles when they are applied with clarity and vision.
Key Benefits of Agile Workflow for Marketing and Creative Agencies
Adopting an Agile workflow can transform the way marketing teams and creative agencies operate. Here’s how:
-
Improved Collaboration & Transparency – Agile workflow tools encourage team alignment through daily standups, shared progress tracking, and open feedback loops.
-
Faster Project Completion – By working in short iterations, teams can deliver results more quickly and make real-time adjustments.
-
Enhanced Client Satisfaction – Agile allows for continuous client feedback, reducing the chances of costly revisions.
-
Better Adaptability – Agile’s flexible nature helps teams pivot quickly in response to industry trends or client needs.
The 5 Essential Steps to Implement an Agile Workflow
1. Define Your Agile Framework
Credit: Businessmap
Before implementing Agile, decide on the right framework for your team. Popular options include:
-
Scrum – Ideal for teams that work in short, structured sprints.
-
Kanban – Best for visualizing tasks and managing workflow efficiency.
-
Scrumban – A hybrid approach combining Scrum’s structure with Kanban’s flexibility.
Whichever methodologies you choose to work with, you can use Workamajig’s project management software to take it to the next level. Read more about Agile frameworks on Workamajig’s blog.
2. Build Cross-Functional Teams
In order to work together successfully, it’s not enough for each team member to stay on task. Each member also needs to trust the rest of the team and feel totally confident that each part of the project will be taken care of as needed.
An Agile workflow system provides exactly this – each member is also to focus on doing what they do best, with the ability to unite when needed.
Agile thrives on collaboration. Ensure your team includes members with diverse skills, from designers and copywriters to strategists and project managers, working together toward shared goals.
3. Plan and Prioritize Tasks
Use Agile workflow template principles to break down projects into smaller tasks. This allows teams to prioritize and adjust workloads efficiently, ensuring no detail gets overlooked.
4. Use Project Management Software that supports creative workflows for Waterfall and Agile methodologies
There are many tools out there, such as Jira and ClickUp. It’s important to find something that suits your needs. Below, we’ve compared the key features and setbacks and given our report about which companies tend to use which tools. This is quite important – freelancers will have different needs than software companies, and project managers will have different needs than a financial team. There is something out there for everyone.
5. Continuously Improve Through Feedback Loops
Agile is all about constant improvement. Regular retrospective meetings allow teams to assess what worked, what didn’t, and how they can optimize future sprints. There are no “hard-line” rules – that’s the beauty of this methodology. The growth is real and organic and can take on many forms.
Potential Issues When Switching to an Agile Model & How to Overcome Them
Switching to an Agile model can bring tremendous benefits, but it also comes with challenges. Here are some common obstacles teams face and strategies to overcome them:
-
Resistance to Change – Many team members may feel uneasy moving away from traditional project management methods.
Solution: Foster a culture of continuous improvement by providing Agile training sessions, workshops, and real-world examples of success. Start with a pilot Agile team before rolling out organization-wide changes.
-
Lack of Clear Role Definitions – Agile eliminates rigid hierarchies, which can cause confusion about responsibilities.
Solution: Clearly define roles like Scrum Master, Product Owner, and Development Team Members while reinforcing that Agile is about collaboration rather than titles.
-
Difficulty in Managing Client Expectations – Clients accustomed to fixed deadlines and deliverables may struggle with Agile’s iterative nature.
Solution: Educate stakeholders about Agile’s benefits, such as faster feedback loops and higher-quality deliverables, and involve them in sprint planning to maintain transparency.
-
Scaling Agile Across Large Teams – Agile is often designed for small teams, and scaling it up can lead to inconsistencies.
Solution: Consider frameworks like SAFe (Scaled Agile Framework) or LeSS (Large-Scale Scrum) to maintain alignment across multiple teams.
-
Tracking Progress & Measuring Success – Without traditional milestones, some teams struggle to assess progress.
Solution: Implement Agile metrics like velocity, burndown charts, and cycle time to measure efficiency. Use tools that provide real-time tracking and reporting.
FAQ: Common Questions About Agile Workflow
What’s the difference between Agile and Scrum?
Scrum is a specific Agile framework that follows structured sprints and roles like Scrum Master and Product Owner. Agile is a broader methodology.
How do marketing teams benefit from Agile?
Marketing teams work with fast-changing priorities, making Agile’s flexibility and iterative approach a perfect fit.
How do you track progress in an Agile workflow?
Workamajig offers built-in Agile tools like customizable dashboards, Kanban boards, and automated reporting, making it easy for agencies to track progress.
Conclusion: How Workamajig Supports Agile Workflows
Agile is the future of marketing and creative project management. By breaking work into smaller, manageable cycles, teams can improve efficiency, collaboration, and adaptability.
Workamajig offers Agile workflow software development, CRM, resource management, task management, accounting & billing, as well as business insight within the software. We are the only tool built for creative teams/agencies that offers such a robust system that really includes all that they need to manage projects.
Explore how Workamajig can transform your workflow.