Our Experience with SCRUM and KANBAN

Introduction: Agile, Scrum and Kanban – Tools for Innovation

In the world of robotics engineering, effective project management is a key factor in ensuring success and competitiveness. Our experience with SCRUM and KANBAN highlights how Agile methodologies, especially Scrum and Kanban, are emerging as essential tools for dealing with complexity, variability, and the uncertainty of high-tech projects.

Scrum is an Agile framework based on work cycles called sprints. Each sprint includes an initial planning phase, daily stand-up meetings, review sessions with clients, and a final retrospective to drive continuous improvement. The methodology is rooted in the values of transparency, inspection, and adaptation.

Kanban, on the other hand, focuses on continuous workflow. Tasks are visualized on a board, and Work in Progress (WIP) is limited to boost productivity. It is particularly effective for smaller, more flexible projects or in highly variable environments.

From Traditional Approaches to Cultural Change

In 2020, during the lockdown, at Aitronik we began structuring our project management practices more systematically, starting with traditional Project Management and achieving our first-level certification.

At first, we tried to apply these classic concepts to our day-to-day reality, but we quickly ran into the rigidity of the “waterfall” approach. Traditional management worked well for linear projects with clear timelines, but we struggled to make those tools fit our company’s practice where software and robotics demand agility, adaptability, and rapid cycles.

The Agile Shift: Adopting Scrum

We then embarked on a learning journey that first led us to Innovation Management courses on European projects, and later to true Agility. We discovered that Scrum could better address the complexity of our environment, characterized by high variability in production and project development.

Scrum has proven to be extremely effective: each sprint, with its related events (Sprint Planning, Daily, Review, Retrospective), allows us to gather continuous feedback, correct mistakes quickly, and keep the team aligned.

The role of Scrum Master, which I currently hold, has been crucial in spreading the agile mindset and in educating both the team and our clients on transparency, collaboration, and continuous improvement.

Communication as a Strategic Asset

One of the cornerstones of our agile transformation has been strengthening communication both within the team and externally. Communication is not just about “talking,” but about sharing the right information at the right time, enabling the group to make informed decisions and share responsibility with the client.

Co-creation has become a concrete practice, not just an abstract ideal.

The Need for Kanban: Flow and Flexibility

However, not all company projects were suited to Scrum. Smaller, parallel, or fast-paced projects required a leaner and less structured approach. That’s when we began to explore Kanban.

Born in Toyota’s production lines, Kanban focuses on optimizing workflow. Visualizing tasks, limiting WIP, and applying specific metrics allow us to remove bottlenecks, reduce waste, and maximize the value delivered to the client.

Metrics: From Control to Prediction

Metrics are a strength of both frameworks:

• In Scrum:
  
  • Team Velocity: assigning points to tasks to predict how much work the team can deliver in each sprint.
    
• In Kanban:
  
  • Work in Progress (WIP): number of ongoing tasks.
    
  • Cycle Time: time needed to complete a task.
    
  • Throughput: number of tasks completed within a given time frame.
    
  • Lead Time: total time from the moment a task is requested to its delivery.
    

These indicators allow us to continuously monitor the system and improve it in measurable ways.

Scrum and Kanban: An Effective Coexistence

Today, we are experimenting with a combined use of Scrum and Kanban, depending on the nature of the project. Scrum continues to drive major, long-term projects, while Kanban is proving ideal for managing highly variable tasks or projects with fluid requirements.

This hybrid approach allows us to start from where we are, identify areas for improvement, and adopt tailored strategies for each type of project.

Conclusions: Towards an Agile and Sustainable Culture

Our evolution in project management reflects a profound cultural shift: from rigid planning to continuous adaptation, from role silos to active collaboration, from fragmented communication to systemic transparency.

Participating in Italian Agile Day 2024 was an important opportunity for exchange and learning, confirming that we are on the right path.

In a field like robotics engineering—where innovation, complexity, and speed are the norm—the mindful adoption of agile methodologies such as Scrum and Kanban is a true strategic competitive advantage.