Prioritization and Pivoting: The Art of Agile Delivery in any industry

Building software and staging a live event share many similarities: both require careful planning, detailed execution, and the flexibility to adapt when things don’t go as planned. When managing a large-scale software project or a smaller initiatives, success depends on understanding requirements at both the unit level and the overall project level, communicating them clearly, and being ready to pivot when necessary to meet expectations within the desired timeline.

Understanding the Requirements and Scope

Just as a production company must understand the needs of the talent and the constraints of the venue, software teams begin by conceptualizing the full scope of the project requirements. This involves engaging with stakeholders, gathering detailed specifications, and identifying the project's non-negotiable elements. It’s also crucial to recognize the potential for change, anticipate roadblocks or limitations, and know where to pivot. There’s no easy way around it; negotiating deliverables, anticipating challenges, and finding creative solutions all stem from experience and the skill of well developed foresight. Things don’t always go as planned; the key is knowing how to deliver enough so that, in the end, the packed crowd of concert-goers remains unaware of the project's struggles and departs with memories of a great experience.

• Plan: Start the project by creating a detailed requirements document with stakeholder. Ask what they are looking for in a feature, what problem are they trying to solve, ask for examples of other companies that has created similar solutions. This will give you a top level view and help identify the core elements that cannot be compromised, and outline potential areas where flexibility might be an option.

Descope to Deliver: Making Trade-offs

When unforeseen challenges arise, such as a labor shortage in event production or technical limitations in software development, teams must be ready to make trade-offs. For example, if a performer requests three LED hearts on stage with 200 candles but there's a labor shortage, the event producer might offer alternatives: “We can do 200 candles and no LEDs, or one LED heart with 50 candles.” Similarly, in software projects, certain features may need to be scaled back or adjusted to meet deadlines. The key is to discern what the customer truly wants, based on their stated requirements—even if the customer themselves may not fully know what they want, they may want a feeling, they may want something basic that is shrouded in complexity. Experience helps break the project into smaller components, allowing the coordinator to make trade-offs and negotiate effectively to keep the project moving forward while maintaining the core functionality that stakeholders expect, ensuring a minimum that achieves the desired result.

• Pivot: Regularly review the project scope and identify areas where trade-offs can be made without compromising the core functionality. Create a list of possible alternatives for key features, and be prepared to present these options to stakeholders during challenging phases of the project, as well as what you would need to complete the original request.

Communication: Staying Informed, Staying Powerful

Communication is critical in both fields. Just as an event producer keeps talent updated on changes, software teams must maintain an open line of communication with stakeholders. This includes providing regular updates on project status, discussing potential risks, and being transparent about any adjustments needed to meet the delivery timeline. When stakeholders feel informed and involved, they’re more likely to support necessary pivots and remain confident in the project’s success. Beyond short-term adjustments, meetings provide data gathering and analysis which are essential for making informed decisions. Daily data becomes weekly data, weekly becomes monthly, and monthly becomes quarterly, and so on. Just as event planners monitor hourly/daily progress to ensure everything is on track for the big day, software teams can use daily, weekly, and monthly data to forecast trends, gauge capacity, and set realistic expectations. This constant feedback loop allows teams to make micro adjustments that add up to a successful delivery.

• Updates: Establish a regular communication schedule with stakeholders, such as weekly status meetings. Use data-driven insights to back up your updates and adjust plans as necessary. Make sure all stakeholders are aware of any changes and the reasons behind them. Come into the meeting with your own decisions, opinions, and expertise; this might inspire stakeholders to present their own solutions or simply accept yours.

Pivoting with Confidence

The ability to pivot is crucial in both event production and software development. Whether it’s adjusting the scope of work due to a sudden constraint or re-prioritizing tasks based on new information, teams benefit from being agile and responsive. This requires a willingness to adapt, a team that is organized and moving in coordination, a clear understanding of the project’s goals, and a commitment to delivering the best possible outcome. Leadership experience is key in this regard; the more a leader has seen, the better they can anticipate challenges and guide their team through the unexpected. This is where the art of agile delivery comes into play. Constructing creative solutions comes with experience, and the more experience you have, the better you can anticipate and prepare for the unexpected—or, in the case of an experienced leader, the expected.

• Delivery: Successful delivery is not just about following the original plan, but about achieving the best possible outcome given the circumstances. Encourage team members to suggest improvements and alternative solutions, and try some of those proposed ideas, this will biuild confidence, experience, and trust. Hold regular retrospectives to reflect on what’s working and what needs to change, and empower your team to make quick and informed decisions when facing challenges.

At the end of the day, whether you’re producing an event or delivering a software project, success comes down to balancing the original vision with the realities of execution. By prioritizing key requirements, being ready to pivot when needed, and keeping stakeholders in the loop, you can deliver a product that meets or exceeds expectations, no matter what challenges arise.