Mitigating communication‐related process loss in agile teams. A case study on common ground and role‐based interaction

Abstract

Agile software development frameworks such as Scrum were designed around structured communication ceremonies intended to keep teams aligned. Yet the alignment fostered by ceremonies does not automatically translate into a shared understanding, leaving a gap that remains a major source of communication‐related process inefficiency. This case study investigates how a lack of common ground undermines effective collaboration—a key driver of project success in Agile settings. Based on semi‐structured interviews with experienced Agile team leaders, the study reveals that Agile ceremonies alone are indeed insufficient to ensure the knowledge sharing and common ground necessary for efficient collaboration. The findings highlight the need to distinguish communication purposes across stakeholder roles, introducing the concept of role‐based communication interfaces as a means of strengthening shared understanding of objectives, requirements, and priorities. By viewing Agile teams as social systems, this study identifies targeted strategies to mitigate process loss through structured, purpose‐driven communication frameworks. The study contributes to the understanding of how Agile practices can evolve to better address communication challenges, offering practical guidance for improving software development processes in real‐world team environments.