Software teams workflow
Plan, execute, and deliver with sprints, Kanban, dependencies, and AI assistance.
A practical workflow guide, illustrated with real Scrumbuiss screenshots. For real customer quotes, visit Customers .
Who it’s for
Teams that want a clear workflow, less manual coordination, and better visibility.
- Engineering teams shipping in sprints
- Product squads coordinating across projects
- Leads who need predictable delivery and fewer status meetings
Highlights
- Sprints + backlog planning
- Kanban execution with clear ownership
- Gantt dependencies and scheduling
- Progress KPIs and updates
Common challenges
- Losing visibility across multiple projects and squads
- Slow handoffs between planning and execution
- Hard-to-track dependencies and schedule risk
- Status updates that take too much time
How it works
A practical workflow structure you can replicate in your own workspace.
Plan delivery
Create a sprint plan, estimate work, and align on scope before execution.
Ship with confidence
Track work on a Kanban board, monitor blockers, and keep stakeholders aligned.
Review and improve
Use KPIs and the activity feed to learn what’s working and iterate faster.
Related products
Products teams typically use to implement this workflow.
Project delivery
ProductPlan, execute, and ship with Kanban, sprints, timelines, workload planning, and dashboards.
- Kanban execution with clear ownership
- Sprints and backlog planning
- Timelines, dependencies, and capacity planning
Portfolio
ProductTrack objectives and align roadmaps across projects to keep teams focused on outcomes.
- Objective tracking and progress visibility
- Roadmap planning across projects
- Portfolio-level reporting and alignment
Risk Center
ProductDetect delivery risk early with trends, recommendations, and automation triggers.
- Risk snapshots and trend tracking
- Early warning signals for delivery work
- Recommendations and prioritization help
AI assistant
ProductAsk questions, summarize context, and speed up repetitive work with Scrumbi.
- Ask questions across tasks and context
- Summaries and faster decision-making
- Suggested actions with guardrails
Related templates
Templates you can copy and adapt for this workflow.
Sprint planning template
TemplatePlan a sprint with clarity: goals, scope, capacity, dependencies, and a lightweight review checklist.
- Sprint goal and commitments
- Capacity planning and workload balance
- Dependencies and risks surfaced early
Project brief template
TemplateAlign stakeholders, define scope, and reduce rework with a lightweight project brief you can share and update.
- Clear scope, goals, and success metrics
- Stakeholder alignment and decision log
- Requirements, risks, and dependencies
Risk register template
TemplateTrack delivery risks, owners, and mitigations so teams can act early instead of reacting late.
- Risk scoring and priority
- Owners and mitigation plans
- Trends and early signals
Potential impact (examples)
The examples below are illustrative and depend on your team, process, and workload.
Less status overhead
Replace manual status chasing with dashboards and an activity feed that stays current.
Example: Save 30–60 minutes per week per person by reducing recurring update pings and meetings.
Fewer blockers and surprises
Make dependencies and risks visible early so teams can react before schedules slip.
Example: Save 1–2 hours per sprint by catching dependency issues earlier (varies by project complexity).
Faster planning cycles
Keep backlogs structured and run estimation sessions with consistent workflows.
Example: Cut 30–45 minutes from sprint planning by reusing templates and having clearer scope.
ROI example
A simple way to think about profitability is saved time value (or recovered billable time) minus software cost.
Illustrative calculation (USD)
- Team size: 10
- Hours saved per person per week: 0.4
- Blended hourly rate: $60/hour
Estimated saved time: 4.0 hours/week
Estimated value: $240/week (~$1,039/month)
Illustrative example only. This is not a guarantee or customer result. Subtract your software costs to estimate net ROI.
Setup checklist
A practical checklist to implement this workflow inside Scrumbuiss.
- ✓ Create a workspace and a project per product/team.
- ✓ Define a simple workflow (statuses, WIP limits, owners).
- ✓ Add custom fields (priority, effort, type) to match your process.
- ✓ Set sprint cadence and run Planning Poker for estimation.
- ✓ Connect integrations (e.g., GitHub) for delivery visibility.
- ✓ Add automations for reminders, blockers, and deadline risk.
- ✓ Build a dashboard for sprint progress, KPIs, and releases.
FAQ
How long does it take to set up for a team? +
Many teams can get a usable setup in a single session: create a workspace, define a workflow, add a few custom fields, and start with one project. You can refine over time.
Can we plan dependencies and timelines? +
Yes—use the Gantt Timeline to map dependencies and visualize schedules, then track execution on Kanban and sprints.
How do you keep stakeholders aligned? +
Use dashboards, activity feed updates, and briefs to share progress without constant meetings. Keep scope and decisions attached to the project context.
Do you support multiple teams or squads? +
Yes—workspaces and projects help you segment teams while keeping portfolio-level visibility when needed.
Related features
Explore the building blocks used in this workflow.