Recognizing the Project Manager Role in Scrum Teams

By: Hajime Estanislao, PMP, CSM; Editor: Geram Lompon; Reviewed by: Alvin Villanueva, PMP

Whether you’re a seasoned Project Manager shifting to Agile or a Scrum Master seeking clarity, understanding how Scrum and traditional project management intersect can help you improve your performance.

Although Agile's adaptive framework and traditional project management's structured approach might seem at odds, they share common ground when leveraged and can create powerful collaborative advantages.

Imagine seamlessly integrating the servant leadership of a Scrum Master with the strategic oversight of an Agile project manager, who would guide the team in implementing strategies to develop high-quality products while staying aligned with the broader organizational goals.

Master both roles and drive projects forward by combining the best of Agile flexibility and traditional control. Learn the distinctions, similarities, and integration strategies to enhance team performance and deliver results that satisfy your stakeholders.

Check this guide on exploring Scrum and project management overlaps, how roles complement each other, and actions to integrate them for adaptive project management.

What is the Scrum Framework?

Scrum is a lightweight Agile framework that helps teams deliver products iteratively and collaboratively. It tackles complex problems by breaking work into manageable increments, usually two to four weeks long.

Rooted in transparency, inspection, and adaptation, Scrum fosters teamwork, flexibility, and continuous improvement. Following its processes supports the team and the Product Owner, maximizing its benefits.

How Does a Project Manager Fit in the Scrum Framework?

The traditional project manager role is not explicitly defined in Scrum. Instead, its responsibilities are spread across three roles: the Product Owner, the Scrum Master, and the Development Team.

However, project managers can still contribute effectively to Scrum teams by adapting their skills and focusing on areas such as:

• Stakeholder Management: Acting as a bridge between stakeholders and the Scrum team to align with organizational goals.
• Program and Portfolio Management: Coordinating multiple Scrum teams or projects, especially in large-scale or cross-functional environments.
• Risk and Compliance Oversight: Addressing external factors, regulatory compliance, or high-level risks that may fall outside the scope of Scrum roles.

To integrate into Scrum, a project manager may transition into one of the roles, such as Scrum Master or Product Owner, or provide support in hybrid models where traditional and Agile methodologies coexist.

Strong project management skills are helpful for these roles, particularly for Scrum Masters who need effective communication and organizational abilities to lead and manage projects successfully.

What Are the Roles in a Scrum Team?

A Scrum team is self-organizing and cross-functional, comprising three distinct roles:

Product Owner

• The PO represents the voice of the customer and stakeholders.
• Manages and prioritizes the product backlog for the team works on high-value tasks.
• Collaborates with the team to clarify requirements and deliver a product that meets customer needs.

Scrum Master

• Acts as a facilitator and coach for the Scrum team.
• Adherence to Scrum principles and practices.
• Removes impediments that hinder the team’s progress and fosters a collaborative environment.

Development Team

• Comprises professionals responsible for delivering the product increment during each sprint.
• Self-organized with team members who collaboratively decide how to complete tasks.
• The team delivers a working product increment by the end of each sprint.

Understanding Project Management in Scrum

Scrum project management combines traditional project management principles with Agile methodologies. The project manager plays a role in delivering the project while facilitating the Scrum process and collaborating with the Scrum Master. This dual focus allows for a structured yet flexible approach to managing projects for strategic goals.

Project Management Fundamentals

Project management in Scrum involves the application of traditional project management principles, such as planning, organizing, and controlling, to the Scrum framework. It includes:

• Defining Project Scope, Goals, and Deliverables involves clearly outlining the project's aims and the specific outcomes expected.
• Developing a Project Plan and Schedule: Creating a roadmap that details the timeline and milestones for the project.
• Identifying and Managing Project Risks by proactively recognizing potential issues and mitigating them.
• Coordinating and Allocating Resources: Ensuring necessary resources are available and effectively utilized.
• Monitoring and Controlling Project Progress: This involves tracking the project’s progress and adjusting as needed to stay on course.

However, in Scrum, the project manager must adapt to the Agile principles of flexibility, collaboration, and continuous improvement. It means being open to changes, cultivating a collaborative environment, and constantly seeking ways to enhance the team’s performance.

Responsibilities and Challenges of a Project Manager in Scrum

The project manager in Scrum is responsible for:

• Ensuring the Project is Delivered on Time, Within Budget, and to the Required Quality Standards: Balancing time, cost, and quality constraints to achieve project success.
• Facilitating the Scrum Process and Ensuring Adherence to the Scrum Framework: Supporting the team in following Scrum practices and principles.
• Collaborating with the Scrum Master to Remove Impediments and Obstacles: We will work together to address any issues blocking the team’s progress.
• Managing Stakeholder Expectations and Communicating Project Progress: This involves keeping stakeholders informed and aligned with the project’s goals and progress.
• Identifying and Managing Project Risks: Continuously monitoring for potential risks and taking steps to mitigate them.

The project manager in Scrum also faces unique challenges, such as:

• Balancing Flexibility and Structure: Finding the right mix of Agile adaptability and traditional project planning.
• Managing Stakeholder Expectations: Educate stakeholders who may not be familiar with Agile methodologies and align their expectations with the Agile approach.
• Ensuring Team Efficiency: Keeping the team focused and productive in a dynamic environment.
• Dealing with Uncertainty: Navigating the inherent unpredictability of Agile projects and making informed decisions in the face of change.

Collaboration with the Scrum Master

The project manager in Scrum works closely with the Scrum Master to ensure the successful delivery of the project. The Scrum Master facilitates the Scrum process that the team follows. The project manager and Scrum Master collaborate to:

• Remove Impediments and Obstacles: Addressing issues that may block the team’s progress.
• Maintain Team Efficiency: Supporting the team in working effectively and efficiently.
• Facilitate Scrum Events: Organizing and leading Scrum ceremonies such as sprint planning and retrospectives.
• Identify and Manage Project Risks: Working together to recognize and mitigate potential risks.

Reasons You Need to Know the Similarities of a Scrum Master and Project Manager

Recognizing the similarities between a Scrum Master and a Project Manager strengthens servant leadership and collaboration. Whether fostering a self-organizing team or guiding a project to completion, understanding shared skills enhances your ability to lead with empathy, adaptability, and effectiveness. This insight also helps the roles complement each other in hybrid environments or during Agile transitions.

• Build a foundation for seamless role transitions in hybrid or evolving project environments.
• Enhances leadership capabilities, focusing on team empowerment and collaboration.
• Facilitate better communication and alignment with stakeholders and team members.
• Encourages continuous improvement by leveraging shared skills like problem-solving and conflict resolution.
• Promotes a deeper understanding of how to adapt strategies for Agile and traditional methodologies.
• Enables effective handling of challenges common to both roles, such as managing changing requirements or resolving team conflicts.
• Strengthens team accountability and delivers consistent results.
• Provides a holistic perspective when managing cross-functional or multi-disciplinary teams.

The Differences Between a Scrum Master and Project Manager

Distinguishing between a Scrum Master and a Project Manager is crucial for preserving Agile integrity. Confusing these roles can cause inefficiencies, overlapping responsibilities, and misalignment.

Recognizing their differences enables better collaboration and empowers teams to perform effectively. The phrase “Scrum Master versus Project Manager” often highlights their distinctions and how they complement each other in Agile project management.

Why Is a Scrum Master Different from a Project Manager?

Focus on Facilitation vs. Management

• The Scrum Master acts as a facilitator and coach, guiding the team in adopting and following Agile principles without direct authority over the team.
• A Project Manager focuses on planning, directing, and controlling projects to meet specific goals within defined constraints.

Role Authority

• A Scrum Master serves as a servant leader, removing impediments and promoting self-organization within the team.
• A Project Manager typically holds formal authority, managing timelines, budgets, and resource allocation.

Scope of Responsibility

• The Scrum Master’s responsibility concerns the team and the Scrum process. Through iterations, the Scrum Master maintains continuous value delivery.
• The Project Manager oversees the entire project lifecycle, including scope, risk, and stakeholder management.

Engagement with Stakeholders

• A Scrum Master primarily collaborates with the Product Owner and Development Team, focusing on the internal dynamics of the Scrum team.
• A Project Manager works with external stakeholders, sponsors, and clients to align the project with organizational goals.

Methodology Alignment

• The Scrum Master operates within the Agile framework with adaptability and iterative delivery.
• Depending on the project’s context, a project manager may use traditional (waterfall), agile, or hybrid methodologies.

Measures of Success

• A Scrum Master measures success by the team’s ability to deliver value incrementally and improve continuously.
• A Project Manager measures success based on the project meeting time, scope, and budget constraints.

Step-by-Step Instructions to Integrate Roles and Perform Adaptive Project Management

Combining the roles of Scrum Master and Project Manager requires a thoughtful approach that respects each role's unique aspects while aligning them to support adaptive project management. You can promote collaboration, flexibility, and value delivery by blending facilitation, leadership, and strategic oversight.

Define the Boundaries

Begin by clearly outlining the responsibilities of each role within your specific context.

Identify areas where the roles overlap, such as team communication or risk management, and clarify who will handle what. For example:

• Assign the Scrum Master to facilitate Agile ceremonies like sprint planning and retrospectives.
• Designate the Project Manager to oversee external reporting, stakeholder alignment, and resource management.
• This step enhances both roles without redundancy or conflict. Earning certifications like Certified Scrum Master (CSM) or Professional Scrum Master (PSM I) is essential for managing these responsibilities effectively. Additionally, project management training in Agile concepts provides valuable support.

Align Goals

Set the objectives of the Scrum framework and project management and align them with organizational priorities.

Conduct collaborative planning sessions with the Product Owner, Development Team, and stakeholders to define the following:

• The project vision.
• Short-term goals for sprints.
• Long-term deliverables aligned with business needs.
• Creates a unified direction that balances Agile flexibility with overarching project requirements.

Collaboration

Promote open communication and collaboration between the Scrum team, stakeholders, and leadership.

• Establish regular touchpoints like sprint reviews and stakeholder meetings to share progress and gather feedback.
• Encourage a culture of transparency by using shared tools like Kanban boards or dashboards to track progress and dependencies.
• Facilitate team retrospectives to identify and resolve collaboration barriers.
• Builds trust, improves teamwork, and ensures alignment across all parties.

Adapt and Iterate

Regularly evaluate the effectiveness of the integrated roles and adjust as needed to meet project demands.

• Gather feedback from the Scrum team and stakeholders during retrospectives and project reviews.
• Metrics like sprint velocity, team satisfaction, and stakeholder feedback to check progress and validate success.
• Refine processes and role boundaries based on lessons learned to optimize performance.
• Maintains flexibility and responsiveness to changing requirements, ensuring continuous improvement.

Considerations For a Successful Adaptive Project Management

Adaptive project management balances flexibility and structure. When integrating Scrum Master and Project Manager roles, upholding Agile principles and preventing traditional management practices from undermining them is crucial.

Recognizing Scrum and project management integration depends on trust, collaboration, and continuous improvement within the team.

One insight is the importance of stakeholder engagement. In adaptive environments, requirements and priorities often shift, making it essential to maintain open communication channels with stakeholders.

Revisiting the project objectives regularly and aligning them with the team’s progress ensures that value delivery remains a priority.

Tools and metrics play a significant role in adaptive project management. Use collaborative tools like Kanban boards, dashboards, and sprint reports to maintain transparency and track progress. Metrics such as team velocity, burndown charts, and customer feedback can guide iterative improvements while helping you stay aligned with project goals.

Taking it to the Next Level: Scaling the Scrum Framework and the Adaptive Way of Working

Consider scaling Agile across multiple teams or departments to expand beyond foundational Scrum and adaptive project management. Frameworks like SAFe (Scaled Agile Framework), LeSS (Large-Scale Scrum), and Disciplined Agile Delivery provide structured approaches for managing interdependent teams while upholding Agile principles. Successful scaling requires alignment—ensuring teams share a common vision while maintaining autonomy in execution.

Advocating for adaptive working methods involves becoming a role model for flexibility and continuous improvement. As a Project Management Professional, you can champion adaptive methods by aligning organizational goals with Agile practices and demonstrating the benefits of iterative value delivery.

Scrum Masters should build on a learning culture, encouraging teams to experiment and adapt while remaining aligned with Agile principles. Team members can contribute by openly sharing feedback, identifying improvement opportunities, and embracing collaboration to respond effectively to changing priorities.

To embed an adaptive mindset within your organization, prioritize education and advocacy. Host workshops, share success stories, and engage stakeholders in conversations about the benefits of Agile and adaptive approaches.

Stakeholder Management

Stakeholder management is critical in Scrum, as stakeholders may not be familiar with Agile methodologies and may have different expectations. The project manager in Scrum is responsible for:

• Identifying and Analyzing Stakeholders: Understanding the stakeholders' interests and concerns.
• Developing a Stakeholder Management Plan: Creating a strategy for engaging and communicating with stakeholders.
• Communicating Project Progress and Expectations: Keeping stakeholders informed about the project’s status and any changes occurring.
• Managing Stakeholder Expectations and Addressing Concerns: Ensuring stakeholders’ needs are met and address issues.

Wrapping Up: Scrum and Project Management

Scrum and project management are distinct approaches but can complement one another when applied thoughtfully in adaptive project environments. Understanding the unique roles of Scrum Masters and Project Managers and their shared responsibilities creates a foundation for collaboration and success.

Adaptive project management emphasizes flexibility, teamwork, and iterative delivery, making it essential to clearly define roles, promote collaboration, and remain responsive to change.

Whether scaling Scrum across multiple teams or advocating adaptive practices within an organization, the principles outlined in this article provide a roadmap for thriving in today’s dynamic project environments.

With clarity, communication, and a shared vision, Scrum and project management can drive impactful outcomes for teams and stakeholders.

References

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Scrum Alliance. (n.d.). What is a Scrum Master? Retrieved from https://www.scrumalliance.org/

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