ADVISORY ARTICLE
By Jonathan Spiteri
Dingli, Malta
In the world of Agile development, documentation is frequently viewed as an obstacle, hindering the team’s agility in delivering product and solutions to end customers. To underscore this argument, teams often quote one of the core values in the Agile manifesto:
“Working Software over comprehensive documentation!”
However, what they may overlook is a crucial aspect of the Agile manifesto:
“That is, while there is value in the items on the right, we value the items on the left more”.
A Practical Insight into Documentation’s Crucial Role
In the pursuit of expediting Agile Transformation, an organisation which I had the privilege to support on their Agile journey, opted to significantly empower their teams. The idea was to streamline decision-making, minimise C-level involvement in day-to-day matters, and decrease their overall product time to market.
In doing so, pivotal decisions were delegated to the teams. Transitioning from a longstanding Waterfall approach, this flexibility and empowerment proved to be a game changer for many employees. However, despite this radical change, the organisation did not invest in an appropriate level of training, nor did they engage specialised people in this area to guide the teams in this new way of working.
One swift decision made by the team was to forgo documentation. They argued that it would be more productive to use the time spent on documentation for developing the product, and therefore agreed that verbal communication and a very short user stories should be adequate.
The Outcome
Three months after the implementation of this empowerment shift, the organisation noticed a significant increase in the overall product time to market. HR reported an increased number of complaints from individuals in various teams, both in-house and offshore, adding to the deceleration of the organisation’s overall transformation.
In response, the organisation sought my support, and as I engaged with the teams, I could immediately notice a pattern that revealed the repercussions of inadequate documentation. Knowledge gaps became evident, leading to a slowed onboarding process as new members were struggling to synchronise with the pace of their colleagues. Communication barriers obstructed effective collaboration, and dependencies on specific individuals for critical insights were felt across all teams. Furthermore, product owners rejecting outcomes due to misaligned expectations occurred in 65% of all sprint demos. Finally, development inconsistencies arose as different software developers adhered to their coding style, which was particularly evident in the development of APIs, ultimately leading to a substantial level of technical debt.
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How to cite this work: Spiteri, J. (2025). Agile Documentation: Finding the Right Balance, advisory, PM World Journal, Vol. XIV, Issue III, March. Available online at http://pmworldlibrary.net/wp-content/uploads/2025/03/pmwj150-Mar2025-Spiteri-Agile-Documentation-finding-the-right-balance.pdf
About the Author
Jonathan Spiteri
Dingli, Malta
Jonathan Spiteri is a transformation strategy expert with a proven track record in driving large-scale strategic programs and promoting innovative practices to address complex challenges. He has established and managed strategy, transformation, professional services, project management, IT, and digital offices, collaborating with boards, executives, and international clients. Jonathan has worked with multinational organisations across countries like France, Australia, Nigeria, India, Ukraine, and Romania, where he played a pivotal role in defining strategies, implementing governance standards, and coaching professionals across diverse roles. He holds a master’s degree in business administration from the University of Malta, a diploma in computing and information systems from the University of London, and certifications including PMP®, SAFe® 6 Practice Consultant, Six Sigma Black Belt, Axelos Portfolio Director (MoP®, P3O®, MSP®, PRINCE2 Agile, MOR®) and PMI Organisational Transformation.
Email: contact@jonspiteri.com
Website: https://jonspiteri.com
