Scrum Summary

"Most of what we call management is making it difficult for people to get their work done." Scrum challenges this by offering a simpler, efficient way to drive teamwork and success.

1. The Waterfall Method Often Fails Projects

Traditional project management methods assume tasks follow a predictable path, but this is rarely the case in real-world settings. The waterfall method, which sequences project phases linearly, frequently leads to delays and budget overruns.

The FBI’s Virtual Case File software project exemplifies this failure. Using Gantt charts to set rigid timelines for each phase, the FBI found itself gridlocked as foundational problems prevented the coding phase from ever starting. The result? Years wasted and $170 million down the drain.

Scrum counteracts this by focusing on iterative progress and frequent feedback, as seen in the FBI’s follow-up project, Sentinel. By adopting Scrum, the agency completed its modernization effort with less time, fewer people, and reduced costs.

Examples

• The FBI’s VCF project failed, wasting significant resources.
• Scrum helped the Sentinel project succeed with fewer constraints.
• Gantt charts create false predictability, often leading to project mismanagement.

2. Empower Teams for Success

Teams perform at their best when they have autonomy and a shared sense of purpose. Leaders get better results by letting teams decide how to meet objectives rather than dictating tasks.

During the Arab Spring in Egypt, NPR successfully covered this complex event by allowing its team to self-manage decisions like navigating bureaucratic challenges and ensuring safety—all while addressing a shared mission of delivering impactful news.

Additionally, reducing team size strengthens communication. A team of seven (plus or minus two) members fosters collaboration by minimizing overly complex communication channels, enhancing focus and accountability.

Examples

• NPR’s Arab Spring coverage flourished due to team autonomy.
• Smaller teams, capped at seven members, improve collaboration.
• Teams driven by a higher purpose—like impactful journalism—perform better.

3. Sprints Ensure Steady Progress

Humans are terrible at predicting timelines, but Scrum combats this through Sprints—short, focused time blocks for one task at a time. This method keeps projects moving while allowing teams to refine goals as needed.

Sprints conclude with review meetings where teams assess progress, setting the stage for the next cycle. This clarity prevents wasted months and ensures consistent momentum.

A builder once completed a home renovation in six weeks using Sprints. When neighboring contractors skipped this process, their project dragged on for months despite using the same workers.

Examples

• Sprints split work into shorter, controllable chunks for clarity.
• Regular reviews ensure quick adjustments to minimize mistakes.
• Home renovations completed in weeks with Sprints, versus months without.

4. Eliminate Distractions to Maximize Focus

Multitasking depletes energy and reduces productivity. Scrum emphasizes focusing on one priority at a time, eliminating wasteful distractions that derail progress.

General Motors illustrates waste through inefficiency: in 2012, it dealt with $7.5 billion worth of unsold trucks. Scrum's approach would prioritize tangible, usable outcomes to avoid such pitfalls.

Fixing errors promptly further reduces wasted effort. Palm’s research revealed that fixing a bug the day it’s noticed takes an hour; delaying the fix for three weeks increases this to 24 hours.

Examples

• Multitasking during projects leads to slower completion times.
• GM wasted billions due to inefficiencies from surplus manufacturing.
• Fixing bugs promptly saves time compared to delayed remediation.

5. Happiness Drives Productivity

Happy employees deliver better results. Zappos found its year-over-year growth of 124% came from fostering connection and professional satisfaction through workplace boot camps and apprenticeship programs.

Visibility—making project statuses accessible to everyone—also cultivates trust. This can be achieved with tools like the Scrum Board, where teams use columns such as “To-Do,” “In Progress,” and “Done” to visually track work.

Scrum additionally implements Sprint Retrospectives, where employees are asked what would make them happier in the next work cycle and implements these simple changes to sustain motivation.

Examples

• Zappos’ employee-centric culture led to significant growth.
• Scrum Boards promote transparency and trust among employees.
• Sprint Retrospectives uncover and address workplace frustration.

6. Prioritize Effectively with a Product Owner

Scrum places a clear decision-maker in charge by assigning a Product Owner. This person determines task importance, sets the sequence, and makes decisions based on team feedback.

Similar to Toyota’s Chief Engineers, who oversee vehicle lines like the Corolla, the Product Owner leads through guidance rather than control. Using an OODA loop (Observe, Orient, Decide, Act), they adapt to challenges with agility.

Fighter pilots use the OODA method, regularly modifying their actions based on real-time conditions. This same approach allows product teams to remain flexible and effective.

Examples

• Product Owners act as visionaries and decision-makers for projects.
• OODA loops ensure constant adaptation and response to real-world feedback.
• Inspired by Toyota engineers, the role blends leadership with adaptability.

7. Don’t Overwork—Productivity Rises With Balance

Overworked employees make mistakes, slowing everyone down. Scrum suggests working fewer hours and incorporating breaks to maintain focus and reduce errors.

A study on Israeli judges found they made fairer decisions after breaks, as energy levels were replenished. Companies like Google also support this idea, offering employees recreational spaces to recharge.

In-house breaks, adequate vacation time, and reduced work hours all better employee satisfaction and productivity, creating a ripple effect of positive outcomes.

Examples

• Israeli judges make better choices after replenishing energy levels.
• Google workplaces encourage balanced work through recreational areas.
• Overworked teams lose productivity and increase error rates.

8. Transparency Builds Team Cohesion

Secrecy creates division, while openness strengthens trust within a team. Scrum Boards make projects accessible and understandable, ensuring clear goals for everyone.

Companies relying on hidden agendas often face employee disenchantment. Transparent tracking and inclusive discussions drive ownership, increasing engagement.

Zappos employs internal apprenticeship programs to promote skill-sharing and visibility, creating a strong culture that supports team growth and innovation.

Examples

• Transparent Scrum Boards provide clarity and accessibility.
• Secretive workplaces alienate employees and trigger disengagement.
• Zappos fosters visibility through internal mentoring and training programs.

9. Improve Continuously With Feedback

Scrum hinges on regular improvements through team retrospectives. Challenges and wins are analyzed within a Sprint Review, creating a roadmap for better workflows.

Questions like “What one thing could make the next Sprint more productive?” guide teams to iterate and improve their processes. Implementing immediate changes strengthens performance and fosters adaptability.

Recurring improvement keeps projects innovative and aligned with employee satisfaction, ensuring long-term success.

Examples

• Sprint Reviews regularly fine-tune processes for better outcomes.
• Feedback practices lead to iterative improvements across workflows.
• Teams thrive when removing obstacles through dialogue and active adjustment.

Takeaways

1. Break work into short, focused goals using Sprints, checking in regularly to recalibrate fast.
2. Foster open communication and visibility with tools like Scrum Boards for transparent teamwork.
3. Prioritize one task at a time and balance workloads to prevent energy burnout and errors.