#WorkSmarter
The Problem with Heroes in Agile
09 May 2025
BY SCOTT M. GRAFFIUS | ScottGraffius.com
Introduction
In many organizations, heroism is celebrated. The person who stays late to finish a critical feature or who seemingly saves the sprint or deployment is often praised as indispensable. In Agile environments, however, that kind of heroism is often a red flag.
Agile values sustainable pace, team collaboration, and continuous improvement—not last-minute rescues. When a team depends on heroics to meet its goals, it’s likely a sign that something in the system is broken. This article explores why "heroes" can be a problem in Agile and what should be valued instead.
đźš© Why "Heroics" Are a Problem in Agile
1. Systemic Failure Indicator
If someone needs to stay up late or pull off a last-minute save, it’s typically not a sign of excellence—it’s a symptom of upstream failure. Maybe the sprint was overloaded or the team didn’t get the support or clarity they needed. Whatever the cause, relying on heroics signals that planning, process, or collaboration broke down.
2. Violation of Sustainable Pace
One of the core principles of Agile is maintaining a sustainable pace. The Agile Manifesto emphasizes sustainable development. A process that routinely requires people to go above and beyond, especially through long hours or high stress, can’t last. Burnout isn’t a theoretical concern; it’s a predictable outcome of unmanaged expectations and unchecked hero culture.
3. Masking Deeper Issues
Heroics often act as a smokescreen for larger dysfunctions. When one person is always stepping in to save the day, the team may be avoiding necessary conversations about:
If the "hero" keeps solving the symptoms, the root causes often go unaddressed, and the cycle repeats.
4. Knowledge Silos
Heroes frequently emerge because they hold critical knowledge or capabilities that others don’t. This creates dependency and undermines the Agile principle of shared ownership. If success hinges on one person, the team becomes fragile. What happens if that individual takes a vacation? Or burns out? Or leaves? High-performing Agile teams are resilient, not reliant.
5. False Sense of Success
A sprint that "succeeds" because one person pulled an all-nighter isn’t a real success. It’s a short-term win at the cost of long-term stability. These situations can distort metrics, mask delivery risks, and foster a misguided sense of performance. From the outside, everything looks fine—but it’s a brittle system waiting to break.
âś… What to Promote Instead
If heroics are a symptom of dysfunction, what does a healthy Agile practice look like? It resembles this:
1. Good Planning and Refinement
Teams need an appropriately-refined backlog, clear priorities, and achievable sprint goals. When the work is well understood and scoped appropriately, surprises decrease, and heroics become unnecessary.
2. Team Collaboration and Swarming
Work shouldn’t fall on one person. Promote collaboration through techniques like pair programming or swarming on high-priority items. Shared ownership reduces bottlenecks and increases collective learning.
3. Working at a Sustainable Pace
A consistent, manageable velocity is better than boom-and-bust cycles of burnout. Encourage teams to commit to what they can realistically deliver and improve incrementally.
4. Continuous Improvement and Retrospectives
Use retrospectives to identify root causes of stress, blockers, or missed work. Then take real action. Continuous improvement isn’t about putting out fires—it’s about building fire-resistant systems.
5. Cross-Functional Skill-Building
Encourage knowledge sharing and skill development. When teams invest in cross-training and mentoring, they become more adaptable and less dependent on individual heroes.
🧠Final Thought
Agile should not require routine heroics. It’s about teams delivering value together in a sustainable, adaptable, and resilient way. When heroics are needed, they should prompt a deep look at what made them necessary.
So the next time someone "saves the day," ask: What system failure required that save in the first place? Then fix that.
More
Read on for…
Bibliography
Based on Scott M. Graffius' experience—and inspired by insights from Jim Highsmith’s Agile Project Management and other resources listed in the bibliography—this article explores why real agility emerges from adaptive, resilient teams and systems—not individual saviors.
About Scott M. Graffius
Scott M. Graffius sparks breakthroughs in AI, agile, and project management/PMO leadership as a globally recognized practitioner, researcher, thought leader, award-winning author, and international public speaker.
Graffius has generated more than USD $2.3 billion in business value for organizations served, including Fortune 500 companies. Businesses and industries range from technology (including R&D and AI) to entertainment, financial services, and healthcare, government, social media, and more.
Graffius leads the professional services firm Exceptional PPM and PMO Solutions, along with its subsidiary Exceptional Agility. These consultancies offer strategic and tactical advisory, training, embedded talent, and consulting services to public, private, and government sectors. They help organizations enhance their capabilities and results in agile, project management, program management, portfolio management, and PMO leadership, supporting innovation and driving competitive advantage. The consultancies confidently back services with a Delighted Client Guarantee™. Graffius is a former vice president of project management with a publicly traded provider of diverse consumer products and services over the Internet. Before that, he ran and supervised the delivery of projects and programs in public and private organizations with businesses ranging from e-commerce to advanced technology products and services, retail, manufacturing, entertainment, and more. He has experience with consumer, business, reseller, government, and international markets.
He is the author of three books.
Prominent businesses, professional associations, government agencies, and universities have featured Graffius and his work including content from his books, talks, workshops, and more. Select examples include:
Graffius has been actively involved with the Project Management Institute (PMI) in the development of professional standards. He was a member of the team which produced the Practice Standard for Work Breakdown Structures—Second Edition. Graffius was a contributor and reviewer of A Guide to the Project Management Body of Knowledge—Sixth Edition, The Standard for Program Management—Fourth Edition, and The Practice Standard for Project Estimating—Second Edition. He was also a subject matter expert reviewer of content for the PMI’s Congress. Beyond the PMI, Graffius also served as a member of the review team for two of the Scrum Alliance’s Global Scrum Gatherings.
Graffius has a bachelor’s degree in psychology with a focus in Human Factors. He holds eight professional certifications:
He is an active member of the Scrum Alliance, the Project Management Institute (PMI), and the Institute of Electrical and Electronics Engineers (IEEE).
He divides his time between Los Angeles and Paris, France.
Thought Leader | Public Speaker | Agile Protocol Book | Agile Scrum Book | Agile Transformation Book | Blog | Photo | X | LinkedIn | Email
How to Cite This Article
Graffius, Scott M. (2025, May 9). The Problem with Heroes in Agile. Available at: https://scottgraffius.com/blog/files/problem-with-heroes-in-agile-by-scott-m-graffius.html.
Digital Object Identifier (DOI)
DOI: (coming soon)
Content Acknowledgements
Names and marks are the property of their respective owners.
Copyright
Copyright © Scott M. Graffius. All rights reserved.
Content on this site—including text, images, videos, and data—may not be used for training or input into any artificial intelligence, machine learning, or automatized learning systems, or published, broadcast, rewritten, or redistributed without the express written permission of Scott M. Graffius.
Introduction
In many organizations, heroism is celebrated. The person who stays late to finish a critical feature or who seemingly saves the sprint or deployment is often praised as indispensable. In Agile environments, however, that kind of heroism is often a red flag.
Agile values sustainable pace, team collaboration, and continuous improvement—not last-minute rescues. When a team depends on heroics to meet its goals, it’s likely a sign that something in the system is broken. This article explores why "heroes" can be a problem in Agile and what should be valued instead.
đźš© Why "Heroics" Are a Problem in Agile
1. Systemic Failure Indicator
If someone needs to stay up late or pull off a last-minute save, it’s typically not a sign of excellence—it’s a symptom of upstream failure. Maybe the sprint was overloaded or the team didn’t get the support or clarity they needed. Whatever the cause, relying on heroics signals that planning, process, or collaboration broke down.
2. Violation of Sustainable Pace
One of the core principles of Agile is maintaining a sustainable pace. The Agile Manifesto emphasizes sustainable development. A process that routinely requires people to go above and beyond, especially through long hours or high stress, can’t last. Burnout isn’t a theoretical concern; it’s a predictable outcome of unmanaged expectations and unchecked hero culture.
3. Masking Deeper Issues
Heroics often act as a smokescreen for larger dysfunctions. When one person is always stepping in to save the day, the team may be avoiding necessary conversations about:
- Inadequate collaboration;
- Lack of cross-functionality;
- Poor backlog refinement; or
- Weak technical practices.
If the "hero" keeps solving the symptoms, the root causes often go unaddressed, and the cycle repeats.
4. Knowledge Silos
Heroes frequently emerge because they hold critical knowledge or capabilities that others don’t. This creates dependency and undermines the Agile principle of shared ownership. If success hinges on one person, the team becomes fragile. What happens if that individual takes a vacation? Or burns out? Or leaves? High-performing Agile teams are resilient, not reliant.
5. False Sense of Success
A sprint that "succeeds" because one person pulled an all-nighter isn’t a real success. It’s a short-term win at the cost of long-term stability. These situations can distort metrics, mask delivery risks, and foster a misguided sense of performance. From the outside, everything looks fine—but it’s a brittle system waiting to break.
âś… What to Promote Instead
If heroics are a symptom of dysfunction, what does a healthy Agile practice look like? It resembles this:
1. Good Planning and Refinement
Teams need an appropriately-refined backlog, clear priorities, and achievable sprint goals. When the work is well understood and scoped appropriately, surprises decrease, and heroics become unnecessary.
2. Team Collaboration and Swarming
Work shouldn’t fall on one person. Promote collaboration through techniques like pair programming or swarming on high-priority items. Shared ownership reduces bottlenecks and increases collective learning.
3. Working at a Sustainable Pace
A consistent, manageable velocity is better than boom-and-bust cycles of burnout. Encourage teams to commit to what they can realistically deliver and improve incrementally.
4. Continuous Improvement and Retrospectives
Use retrospectives to identify root causes of stress, blockers, or missed work. Then take real action. Continuous improvement isn’t about putting out fires—it’s about building fire-resistant systems.
5. Cross-Functional Skill-Building
Encourage knowledge sharing and skill development. When teams invest in cross-training and mentoring, they become more adaptable and less dependent on individual heroes.
🧠Final Thought
Agile should not require routine heroics. It’s about teams delivering value together in a sustainable, adaptable, and resilient way. When heroics are needed, they should prompt a deep look at what made them necessary.
So the next time someone "saves the day," ask: What system failure required that save in the first place? Then fix that.
More
Read on for…
- Bibliography
- About Scott M. Graffius
- How to Cite This Article
- And more
Bibliography
Based on Scott M. Graffius' experience—and inspired by insights from Jim Highsmith’s Agile Project Management and other resources listed in the bibliography—this article explores why real agility emerges from adaptive, resilient teams and systems—not individual saviors.
- ATACC Group (TAG) (2024). Experience Learning. Talk by emergency response physicians Dr. Mark Forrest and Dr. Halden Hutchinson-Bazely for TBS 24 Switzerland Conference. Available at: https://scanfoam.org/experience-learning-atacc/.
- CFO South Africa (2021, August 19). Webinar: Agile Leadership Unlocked [Video]. YouTube: https://www.youtube.com/watch?v=FJZiitw5tHo&t=359s.
- Farr, J. V., & Brazil, D. M. (2012, September 5). Leadership Skills Development for Engineers. In IEEE Engineering Management Review, 40 (3): 13-22.
- Graffius, Scott M. (2016). Agile Scrum: Your Quick Start Guide with Step-by-Step Instructions. North Charleston, SC: CreateSpace.
- Graffius, Scott M. (2018, October 18). Agile Scrum Helps Innovators, Disruptors, and Entrepreneurs Develop and Deliver Products at Astounding Speed Which Drives Competitive Advantage [Presentation]. Talk delivered at Techstars Startup Week Conference. DOI: 10.13140/RG.2.2.25009.12647.
- Graffius, Scott M. (2019). Agile Transformation: A Brief Story of How an Entertainment Company Developed New Capabilities and Unlocked Business Agility to Thrive in an Era of Rapid Change. Scotts Valley, CA: CreateSpace.
- Graffius, Scott M. (2021, February 27). Are You Realizing All the Benefits from Agile? [Video]. Talk at the Scottish Summit Technology Conference. YouTube: https://www.youtube.com/watch?v=GVxtgLHqFMk.
- Graffius, Scott M. (2021, October 5). Navigate the Phases of Team Development with Speed and Agility for Happier and More Productive Teams [Presentation]. Talk delivered at the Institute of Electrical and Electronics Engineers IEEE Day 2021 Conference. Digital Object Identifier (DOI): 10.13140/RG.2.2.20055.19365. DOI link: https://dx.doi.org/10.13140/RG.2.2.20055.19365.
- Graffius, Scott M. (2024, September 10). Broadcom Features Scott M. Graffius' Intellectual Property. Available at: https://www.scottgraffius.com/blog/files/broadcom.html.
- Graffius, Scott M. (2025, January 7). Scott M. Graffius’ Phases of Team Development: 2025 Update. Available at: https://scottgraffius.com/blog/files/phases-of-team-development-update-for-2025.html. DOI: 10.13140/RG.2.2.33705.30564.
- Graffius, Scott M. (2025). Agile Protocol: The Transformation Ultimatum. Seattle, WA: Amazon Digital Services.
- Graffius, Scott M. (2018, April 29). The Importance of Managing Work in Progress (WIP). Available at: https://www.scottgraffius.com/blog/files/Importance-of-Managing-Work-in-Progress-WIP-in-Scrum-Projects.html.
- Highsmith, Jim (2009). Agile Project Management: Creating Innovative Products—Second Edition. Addison-Wesley.
- Kerzner, Harold (2022). Innovation Project Management: Methods, Case Studies, and Tools for Managing Innovation Projects—Second Edition. Hoboken, New Jersey: Wiley.
- Morsa, Luigi (2022, July 7). Agile. Creativity. Innovation. Available at: https://blog.iil.com/agile-creativity-innovation/.
- Schleckser, Jim (2019, December 24). Why Heroic Efforts Are Damaging Your Company Growth. Inc. Available at: https://www.inc.com/jim-schleckser/why-heroic-efforts-are-damaging-your-company-growth.html.
- Somers, Meredith (2023, November 30). Our Top 5 'Working Definitions' of 2023. MIT Sloan School of Management. Available at: https://mitsloan.mit.edu/ideas-made-to-matter/our-top-5-working-definitions-2023.
About Scott M. Graffius
Scott M. Graffius sparks breakthroughs in AI, agile, and project management/PMO leadership as a globally recognized practitioner, researcher, thought leader, award-winning author, and international public speaker.
Graffius has generated more than USD $2.3 billion in business value for organizations served, including Fortune 500 companies. Businesses and industries range from technology (including R&D and AI) to entertainment, financial services, and healthcare, government, social media, and more.
Graffius leads the professional services firm Exceptional PPM and PMO Solutions, along with its subsidiary Exceptional Agility. These consultancies offer strategic and tactical advisory, training, embedded talent, and consulting services to public, private, and government sectors. They help organizations enhance their capabilities and results in agile, project management, program management, portfolio management, and PMO leadership, supporting innovation and driving competitive advantage. The consultancies confidently back services with a Delighted Client Guarantee™. Graffius is a former vice president of project management with a publicly traded provider of diverse consumer products and services over the Internet. Before that, he ran and supervised the delivery of projects and programs in public and private organizations with businesses ranging from e-commerce to advanced technology products and services, retail, manufacturing, entertainment, and more. He has experience with consumer, business, reseller, government, and international markets.
He is the author of three books.
- Graffius' first book, Agile Scrum: Your Quick Start Guide with Step-by-Step Instructions (paperback ISBN-13: 9781533370242) (Kindle ebook ASIN: B01FZ0JIIY), received 17 awards.
- His second book is Agile Transformation: A Brief Story of How an Entertainment Company Developed New Capabilities and Unlocked Business Agility to Thrive in an Era of Rapid Change (paperback ISBN-13: 9781072447962) (Kindle ebook ASIN: B07R9LJLPJ). BookAuthority named it one of the best Scrum books of all time.
- His third book—his first work of fiction—is Agile Protocol: The Transformation Ultimatum (Kindle ebook ASIN: B0F2SJ83WT) (Audible audiobook ASIN: B0DJG163R5).
Prominent businesses, professional associations, government agencies, and universities have featured Graffius and his work including content from his books, talks, workshops, and more. Select examples include:
- Adobe,
- American Management Association,
- Amsterdam Public Health Research Institute,
- Bayer,
- BMC Software,
- Boston University,
- Broadcom,
- Cisco,
- Coburg University of Applied Sciences and Arts Germany,
- Computer Weekly,
- Constructor University Germany,
- Data Governance Success,
- Deimos Aerospace,
- DevOps Institute,
- EU's European Commission,
- Ford Motor Company,
- GoDaddy,
- Harvard Medical School,
- Hasso Plattner Institute Germany,
- IEEE,
- Innovation Project Management,
- Johns Hopkins University,
- Journal of Neurosurgery,
- Lam Research (Semiconductors),
- Leadership Worthy,
- Life Sciences Trainers and Educators Network,
- London South Bank University,
- Microsoft,
- NASSCOM,
- National Academy of Sciences,
- New Zealand Government,
- Oracle,
- Pinterest Inc.,
- Project Management Institute,
- SANS Institute,
- SBG Neumark Germany,
- Singapore Institute of Technology,
- Torrens University Australia,
- TBS Switzerland,
- Tufts University,
- UC San Diego,
- UK Sports Institute,
- University of Galway Ireland,
- US Department of Energy,
- US National Park Service,
- US Tennis Association,
- VeleuÄŤilište u Rijeci Croatia,
- Verizon,
- Virginia Tech,
- Warsaw University of Technology,
- Wrike,
- Yale University,
- and many others.
Graffius has been actively involved with the Project Management Institute (PMI) in the development of professional standards. He was a member of the team which produced the Practice Standard for Work Breakdown Structures—Second Edition. Graffius was a contributor and reviewer of A Guide to the Project Management Body of Knowledge—Sixth Edition, The Standard for Program Management—Fourth Edition, and The Practice Standard for Project Estimating—Second Edition. He was also a subject matter expert reviewer of content for the PMI’s Congress. Beyond the PMI, Graffius also served as a member of the review team for two of the Scrum Alliance’s Global Scrum Gatherings.
Graffius has a bachelor’s degree in psychology with a focus in Human Factors. He holds eight professional certifications:
- Certified SAFe 6 Agilist (SA),
- Certified Scrum Professional - ScrumMaster (CSP-SM),
- Certified Scrum Professional - Product Owner (CSP-PO),
- Certified ScrumMaster (CSM),
- Certified Scrum Product Owner (CSPO),
- Project Management Professional (PMP),
- Lean Six Sigma Green Belt (LSSGB), and
- IT Service Management Foundation (ITIL).
He is an active member of the Scrum Alliance, the Project Management Institute (PMI), and the Institute of Electrical and Electronics Engineers (IEEE).
He divides his time between Los Angeles and Paris, France.
Thought Leader | Public Speaker | Agile Protocol Book | Agile Scrum Book | Agile Transformation Book | Blog | Photo | X | LinkedIn | Email
How to Cite This Article
Graffius, Scott M. (2025, May 9). The Problem with Heroes in Agile. Available at: https://scottgraffius.com/blog/files/problem-with-heroes-in-agile-by-scott-m-graffius.html.
Digital Object Identifier (DOI)
DOI: (coming soon)
Content Acknowledgements
Names and marks are the property of their respective owners.
Copyright
Copyright © Scott M. Graffius. All rights reserved.
Content on this site—including text, images, videos, and data—may not be used for training or input into any artificial intelligence, machine learning, or automatized learning systems, or published, broadcast, rewritten, or redistributed without the express written permission of Scott M. Graffius.
Waterfall vs. Agile: What’s Fixed, What’s Flexible, and Why It Matters
14 May 2025
BY SCOTT M. GRAFFIUS | ScottGraffius.com
Introduction
Not all project management approaches are created equal. This article explores how Waterfall and Agile differ in their treatment of scope, time, and resources—and examines the implications of those differences for project success.
This visual that heads up this article uses an apple and an orange to contrast Waterfall and Agile. It’s a simple yet powerful reminder that how a project is structured fundamentally shapes how it unfolds.
Read on for a closer look at how each approach handles the constraints and why the differences matter.
The Triple Constraint Triangle, Simplified
At the core of project management is the triple constraint:
Every project involves these elements, but how they’re prioritized depends on the approach.
Waterfall: Fixed Scope, Estimated (Flexible) Time and Resources
With Waterfall, the scope is locked in upfront. Teams then estimate how long it will take and what resources will be required to get it done. This structured, plan-driven approach assumes that what you're building is well understood from the start.
Waterfall works best when:
🔑 Key point: Waterfall fixes scope and adjusts time and resources to meet it. It offers predictability but limited flexibility.
Agile: Fixed Time and Resources, Estimated (Flexible) Scope
In contrast, Agile fixes time (e.g., sprint length) and team composition. The scope, however, is treated as adaptable, evolving based on feedback, priorities, and progress.
Agile excels when:
🔑 Key point: Agile adapts scope within a fixed delivery rhythm. It emphasizes responsiveness and collaboration over rigid planning.
Why This Distinction Matters
Understanding which variables are fixed versus flexible isn’t just a planning detail—it directly shapes how a project unfolds. Misaligning the approach with the nature of the work can lead to missed deadlines, wasted resources, and frustrated stakeholders. But when teams intentionally align their approach—fixing the right things and flexing the rest—they set clear expectations, reduce risk, and dramatically improve the odds of success. That’s why it matters.
Conclusion
Whether building a rocket or reimagining a product, understanding how the approach manages constraints is crucial. The right fit can mean the difference between momentum and mayhem. Projects can be complex. But understanding key differences between Waterfall and Agile can be as simple as comparing an apple to an orange (as depicted in Graffius' visual above).
More on Agile
Even More
Read on for…
About Scott M. Graffius
Scott M. Graffius is an AI, Agile, and Project Management/PMO leader, researcher, author, and speaker. Along the way, he spearheaded initiatives that have generated over $2.3 billion in impact for organizations across tech, entertainment, finance, healthcare, and beyond. The following sections provide additional information on his experience, contributions, and influence.
Experience
Graffius heads the professional services firm Exceptional PPM and PMO Solutions, along with its subsidiary Exceptional Agility. These consultancies offer strategic and tactical advisory, training, embedded expertise, and consulting services to the public, private, and government sectors. They help organizations enhance their capabilities and results in agile, project management, program management, portfolio management, and PMO leadership, supporting innovation and driving competitive advantage. The consultancies confidently back services with a Delighted Client Guarantee™.
Graffius is a former VP of project management with a publicly traded provider of diverse consumer products and services over the Internet. Before that, he ran and supervised the delivery of projects and programs in public and private organizations with businesses ranging from e-commerce to advanced technology products and services, retail, manufacturing, entertainment, and more.
He has experience with consumer, business, reseller, government, and international markets.
Award-Winning Author
Graffius has authored three books.
International Public Speaker
Organizations worldwide engage Graffius to present on tech (including AI), Agile, project management, program management, portfolio management, and PMO leadership. He crafts and delivers unique and compelling talks and workshops. To date, Graffius has conducted 93 sessions across 25 countries. Select examples of events include Agile Trends Gov, BSides (Newcastle Upon Tyne), Conf42 Quantum Computing, DevDays Europe, DevOps Institute, DevOpsDays (Geneva), Frug’Agile, IEEE, Microsoft, Scottish Summit, Scrum Alliance RSG (Nepal), Techstars, and W Love Games International Video Game Development Conference (Helsinki), and more.
With an average rating of 4.81 (on a scale of 1-5), sessions are highly valued.
The speaker engagement request form is here.
Thought Leadership and Influence
Prominent businesses, professional associations, government agencies, and universities have showcased Graffius and his contributions—spanning his books, talks, workshops, and beyond. Select examples include:
Graffius has played a key role in the Project Management Institute (PMI) in developing professional standards. He was a member of multiple teams that authored, reviewed, and produced:
Additional details are here.
He was also a subject matter expert reviewer of content for the PMI’s Congress. Beyond the PMI, Graffius also served as a member of the review team for two of the Scrum Alliance’s Global Scrum Gatherings.
Acclaimed Authority on Teamwork Tradecraft
Graffius is a renowned authority on teamwork tradecraft. Informed by the research of Bruce W. Tuckman and Mary Ann C. Jensen, over 100 subsequent studies, and Graffius' first-hand professional experience with, and analysis of, team leadership and performance, Graffius created his 'Phases of Team Development' as a unique perspective and visual conveying the five phases of team development. First introduced in 2008 and periodically updated, his work provides a diagnostic and strategic guide for navigating team dynamics. It provides actionable insights for leaders across industries to develop high-performance teams. Its adoption by esteemed organizations such as Yale University, IEEE, Cisco, Microsoft, Ford, Oracle, Broadcom, the U.S. National Park Service, and the Journal of Neurosurgery, among others, highlights its utility and value, solidifying its status as an indispensable resource for elevating team performance and driving organizational excellence.
The 2025 edition of Graffius' "Phases of Team Development" intellectual property is here.
Expert on Temporal Dynamics on Social Media Platforms
Graffius is also an authority on temporal dynamics on social media platforms. His 'Lifespan (Half-Life) of Social Media Posts' research—first published in 2018 and updated annually—delivers a precise quantitative analysis of post longevity across digital platforms, utilizing advanced statistical techniques to determine mean half-life with precision. It establishes a solid empirical base, effectively highlighting the ephemeral nature of content within social media ecosystems. Referenced and applied by leading entities such as the Center for Direct Marketing, Fast Company, GoDaddy, Pinterest Inc., and PNAS, among others, his research exemplifies methodological rigor and sustained significance in the field of digital informatics.
The 2025 edition of Graffius "Lifespan (Half-Life) of Social Media Posts" research is here.
Education and Professional Certifications
Graffius has a bachelor’s degree in psychology with a focus in Human Factors. He holds eight professional certifications:
He is an active member of the Scrum Alliance, the Project Management Institute (PMI), and the Institute of Electrical and Electronics Engineers (IEEE).
Advancing AI, Agile, and Project/PMO Management
Scott M. Graffius continues to advance the fields of AI, Agile, and Project/PMO Management through his leadership, research, writing, and real-world impact. Businesses and other organizations leverage Graffius’ insights to drive their success.
Thought Leader | Public Speaker | Agile Protocol Book | Agile Scrum Book | Agile Transformation Book | Blog | Photo | X | LinkedIn | Email
How to Cite This Article
Graffius, Scott M. (2025, May 14). Waterfall vs. Agile: What’s Fixed, What’s Flexible, and Why It Matters. Available at: https://scottgraffius.com/blog/files/waterfall-vs-agile-what-is-fixed-and-what-is-flexible-and-why-it-matters.html.
Digital Object Identifier (DOI)
DOI: (coming soon)
Content Acknowledgements
Names and marks are the property of their respective owners.
Copyright
Copyright © Scott M. Graffius. All rights reserved.
Content on this site—including text, images, videos, and data—may not be used for training or input into any artificial intelligence, machine learning, or automatized learning systems, or published, broadcast, rewritten, or redistributed without the express written permission of Scott M. Graffius.
Introduction
Not all project management approaches are created equal. This article explores how Waterfall and Agile differ in their treatment of scope, time, and resources—and examines the implications of those differences for project success.
This visual that heads up this article uses an apple and an orange to contrast Waterfall and Agile. It’s a simple yet powerful reminder that how a project is structured fundamentally shapes how it unfolds.
Read on for a closer look at how each approach handles the constraints and why the differences matter.
The Triple Constraint Triangle, Simplified
At the core of project management is the triple constraint:
- Scope – What are the project's objectives and deliverables?
- Time – What is the timeline for completion?
- Resources – What people/budget are allocated?
Every project involves these elements, but how they’re prioritized depends on the approach.
Waterfall: Fixed Scope, Estimated (Flexible) Time and Resources
With Waterfall, the scope is locked in upfront. Teams then estimate how long it will take and what resources will be required to get it done. This structured, plan-driven approach assumes that what you're building is well understood from the start.
Waterfall works best when:
- Requirements are stable and clearly defined.
- Upfront detailed planning is required (such as in construction or regulated industries).
- Changes later in the process are costly or risky.
🔑 Key point: Waterfall fixes scope and adjusts time and resources to meet it. It offers predictability but limited flexibility.
Agile: Fixed Time and Resources, Estimated (Flexible) Scope
In contrast, Agile fixes time (e.g., sprint length) and team composition. The scope, however, is treated as adaptable, evolving based on feedback, priorities, and progress.
Agile excels when:
- Requirements are unclear or are likely to change.
- Iteration and experimentation are critical.
- Value delivery needs to happen quickly and often.
🔑 Key point: Agile adapts scope within a fixed delivery rhythm. It emphasizes responsiveness and collaboration over rigid planning.
Why This Distinction Matters
Understanding which variables are fixed versus flexible isn’t just a planning detail—it directly shapes how a project unfolds. Misaligning the approach with the nature of the work can lead to missed deadlines, wasted resources, and frustrated stakeholders. But when teams intentionally align their approach—fixing the right things and flexing the rest—they set clear expectations, reduce risk, and dramatically improve the odds of success. That’s why it matters.
Conclusion
Whether building a rocket or reimagining a product, understanding how the approach manages constraints is crucial. The right fit can mean the difference between momentum and mayhem. Projects can be complex. But understanding key differences between Waterfall and Agile can be as simple as comparing an apple to an orange (as depicted in Graffius' visual above).
More on Agile
- The Agile's Journey Through the Decades article traces Agile’s fascinating evolution.
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- About Scott M. Graffius
- How to Cite This Article
- And more
About Scott M. Graffius
Scott M. Graffius is an AI, Agile, and Project Management/PMO leader, researcher, author, and speaker. Along the way, he spearheaded initiatives that have generated over $2.3 billion in impact for organizations across tech, entertainment, finance, healthcare, and beyond. The following sections provide additional information on his experience, contributions, and influence.
Experience
Graffius heads the professional services firm Exceptional PPM and PMO Solutions, along with its subsidiary Exceptional Agility. These consultancies offer strategic and tactical advisory, training, embedded expertise, and consulting services to the public, private, and government sectors. They help organizations enhance their capabilities and results in agile, project management, program management, portfolio management, and PMO leadership, supporting innovation and driving competitive advantage. The consultancies confidently back services with a Delighted Client Guarantee™.
Graffius is a former VP of project management with a publicly traded provider of diverse consumer products and services over the Internet. Before that, he ran and supervised the delivery of projects and programs in public and private organizations with businesses ranging from e-commerce to advanced technology products and services, retail, manufacturing, entertainment, and more.
He has experience with consumer, business, reseller, government, and international markets.
Award-Winning Author
Graffius has authored three books.
- Agile Scrum: Your Quick Start Guide with Step-by-Step Instructions, his first book, earned 17 awards.
- Agile Transformation: A Brief Story of How an Entertainment Company Developed New Capabilities and Unlocked Business Agility to Thrive in an Era of Rapid Change, his second book, was named one of the best Scrum books of all time by BookAuthority.
- Agile Protocol: The Transformation Ultimatum, his third book and his first work of fiction, was released in April 2025. The book trailer is on YouTube.
International Public Speaker
Organizations worldwide engage Graffius to present on tech (including AI), Agile, project management, program management, portfolio management, and PMO leadership. He crafts and delivers unique and compelling talks and workshops. To date, Graffius has conducted 93 sessions across 25 countries. Select examples of events include Agile Trends Gov, BSides (Newcastle Upon Tyne), Conf42 Quantum Computing, DevDays Europe, DevOps Institute, DevOpsDays (Geneva), Frug’Agile, IEEE, Microsoft, Scottish Summit, Scrum Alliance RSG (Nepal), Techstars, and W Love Games International Video Game Development Conference (Helsinki), and more.
With an average rating of 4.81 (on a scale of 1-5), sessions are highly valued.
The speaker engagement request form is here.
Thought Leadership and Influence
Prominent businesses, professional associations, government agencies, and universities have showcased Graffius and his contributions—spanning his books, talks, workshops, and beyond. Select examples include:
- Adobe,
- American Management Association,
- Amsterdam Public Health Research Institute,
- Bayer,
- BMC Software,
- Boston University,
- Broadcom,
- Cisco,
- Coburg University of Applied Sciences and Arts - Germany,
- Computer Weekly,
- Constructor University - Germany,
- Data Governance Success,
- Deimos Aerospace,
- DevOps Institute,
- Dropbox,
- EU's European Commission,
- Ford Motor Company,
- Gartner,
- GoDaddy,
- Harvard Medical School,
- Hasso Plattner Institute - Germany,
- IEEE,
- Innovation Project Management,
- Johns Hopkins University,
- Journal of Neurosurgery,
- Lam Research (Semiconductors),
- Leadership Worthy,
- Life Sciences Trainers and Educators Network,
- London South Bank University,
- Microsoft,
- NASSCOM,
- National Academy of Sciences,
- New Zealand Government,
- Oracle,
- Pinterest Inc.,
- Project Management Institute,
- Mary Raum (Professor of National Security Affairs, United States Naval War College),
- SANS Institute,
- SBG Neumark - Germany,
- Singapore Institute of Technology,
- Torrens University - Australia,
- TBS Switzerland,
- Tufts University,
- UC San Diego,
- UK Sports Institute,
- University of Galway - Ireland,
- US Department of Energy,
- US National Park Service,
- US Soccer,
- US Tennis Association,
- Verizon,
- Wrike,
- Yale University,
- and many others.
Graffius has played a key role in the Project Management Institute (PMI) in developing professional standards. He was a member of multiple teams that authored, reviewed, and produced:
- Practice Standard for Work Breakdown Structures—Second Edition.
- A Guide to the Project Management Body of Knowledge—Sixth Edition.
- The Standard for Program Management—Fourth Edition.
- The Practice Standard for Project Estimating—Second Edition.
Additional details are here.
He was also a subject matter expert reviewer of content for the PMI’s Congress. Beyond the PMI, Graffius also served as a member of the review team for two of the Scrum Alliance’s Global Scrum Gatherings.
Acclaimed Authority on Teamwork Tradecraft
Graffius is a renowned authority on teamwork tradecraft. Informed by the research of Bruce W. Tuckman and Mary Ann C. Jensen, over 100 subsequent studies, and Graffius' first-hand professional experience with, and analysis of, team leadership and performance, Graffius created his 'Phases of Team Development' as a unique perspective and visual conveying the five phases of team development. First introduced in 2008 and periodically updated, his work provides a diagnostic and strategic guide for navigating team dynamics. It provides actionable insights for leaders across industries to develop high-performance teams. Its adoption by esteemed organizations such as Yale University, IEEE, Cisco, Microsoft, Ford, Oracle, Broadcom, the U.S. National Park Service, and the Journal of Neurosurgery, among others, highlights its utility and value, solidifying its status as an indispensable resource for elevating team performance and driving organizational excellence.
The 2025 edition of Graffius' "Phases of Team Development" intellectual property is here.
Expert on Temporal Dynamics on Social Media Platforms
Graffius is also an authority on temporal dynamics on social media platforms. His 'Lifespan (Half-Life) of Social Media Posts' research—first published in 2018 and updated annually—delivers a precise quantitative analysis of post longevity across digital platforms, utilizing advanced statistical techniques to determine mean half-life with precision. It establishes a solid empirical base, effectively highlighting the ephemeral nature of content within social media ecosystems. Referenced and applied by leading entities such as the Center for Direct Marketing, Fast Company, GoDaddy, Pinterest Inc., and PNAS, among others, his research exemplifies methodological rigor and sustained significance in the field of digital informatics.
The 2025 edition of Graffius "Lifespan (Half-Life) of Social Media Posts" research is here.
Education and Professional Certifications
Graffius has a bachelor’s degree in psychology with a focus in Human Factors. He holds eight professional certifications:
- Certified SAFe 6 Agilist (SA),
- Certified Scrum Professional - ScrumMaster (CSP-SM),
- Certified Scrum Professional - Product Owner (CSP-PO),
- Certified ScrumMaster (CSM),
- Certified Scrum Product Owner (CSPO),
- Project Management Professional (PMP),
- Lean Six Sigma Green Belt (LSSGB), and
- IT Service Management Foundation (ITIL).
He is an active member of the Scrum Alliance, the Project Management Institute (PMI), and the Institute of Electrical and Electronics Engineers (IEEE).
Advancing AI, Agile, and Project/PMO Management
Scott M. Graffius continues to advance the fields of AI, Agile, and Project/PMO Management through his leadership, research, writing, and real-world impact. Businesses and other organizations leverage Graffius’ insights to drive their success.
Thought Leader | Public Speaker | Agile Protocol Book | Agile Scrum Book | Agile Transformation Book | Blog | Photo | X | LinkedIn | Email
How to Cite This Article
Graffius, Scott M. (2025, May 14). Waterfall vs. Agile: What’s Fixed, What’s Flexible, and Why It Matters. Available at: https://scottgraffius.com/blog/files/waterfall-vs-agile-what-is-fixed-and-what-is-flexible-and-why-it-matters.html.
Digital Object Identifier (DOI)
DOI: (coming soon)
Content Acknowledgements
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Content on this site—including text, images, videos, and data—may not be used for training or input into any artificial intelligence, machine learning, or automatized learning systems, or published, broadcast, rewritten, or redistributed without the express written permission of Scott M. Graffius.