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Software development

Eight steps to creating a sprint planning agenda MindManager Blog

It helps developers solve reported issues in their app faster, without having to bother the user. Follow this agenda, and you’re good to go—your meeting will be a resounding success. Product Owners tend to have the most communication with stakeholders, so they should be particularly adept at clarifying acceptance criteria and product requirements.

  • If every team member focuses on individual goals during a sprint, some goals may be reached and others may not.
  • Some teams find User Personas to be a valuable way of keeping user value in focus.
  • Sprints help teams break down a more extensive project into smaller tasks, making the project more manageable.
  • To make proper estimations, teams use t-shirt sizes, the Fibonacci sequence, or planning poker.
  • As a group decide on a 1-2 sentence description for the Sprint goal.

Estimates should be put on any new, high-priority stories prior to sprint planning. The product owner needs estimated product backlog items to prioritize. As described above, a lot goes into leading successful sprint planning meetings. The sprint planning meeting agenda template below is designed to help you keep track of the most important items to achieve that success. They help prioritize the product backlog items and decide which should move to the sprint backlog.

Sprint Planning Meeting Agenda Template

As the project goes, requirements change, new opportunities come up, risks occur, stakeholders get new ideas. And if our backlog is not up to date, then the team risks wasting time on features and tools that have no use or will have to be re-done to meet the new requirements. The input would be the product backlog and the current state of the product. During the output discussion, it is critical to have a whole Scrum team agreement on what is the desired output for the current sprint.

agenda for sprint planning

Unplanned work can arise in the middle of a sprint and set your commitments off track, but it doesn’t have to be that way. As a product manager, it’s your job to assess and decide whether something is important enough to be pulled into the in-progress sprint. Estimating stories ahead of sprint planning can help you avoid sprint delays and unrealistic expectations. Sprint planning meeting are usually full-day events for a month’s sprints but can be proportionately shorter for shorter sprints managed by a scrum master.

Jira Software

The team asks enough questions to understand what is required. In some cases some projects are encapsulated into your goals in other times they’re not. This is your chance to cover those long term projects that are important and need to progress.

agenda for sprint planning

Product backlog items are the tasks the team believes they need to accomplish in order to complete a product or specific improvement of a product. It is the big master list of everything that the team thinks they need to accomplish. The product backlog is flexible and iterative, and it will evolve as the team learns more about the product, stakeholder feedback, and customer needs. The idea is to align your team around a goal for the next sprint by agreeing on a set of backlog items that are achievable within the sprint and contribute to reaching the sprint goal. Gaining focus and clarity on what you plan to achieve will help your team to work better together and to deliver on objectives.

Sprint Goal

A timebox is a maximum time allowed; there is no minimum time allowed. A sprint planning agenda keeps team members organized and focused on key elements of an upcoming sprint. This agenda strengthens your sprint planning processes by ensuring all expectations, goals, and other important criteria are defined and agreed upon among the project team members. This is when the agile or scrum team defines the workload and goal for the upcoming sprint.

agenda for sprint planning

Tradeoff decisions may need to be made during these discussions. The benefit of this technique is that it’s very universal and globally understood, making it fit for international teams. In Friday, you can automatically gather the information you need from your team without a pre-meeting before the meeting. We’re continually adding to our content library, which is filled with resources, how-to guides, product updates, and more.

Re-prioritize and assign tasks/tickets for this sprint? (30 minutes)

Use Fireflies to automatically and accurately take notes during sprint planning agenda meetings. records and creates searchable transcripts and meeting summaries that you can share with all the participants after the meeting. If you have a two-week sprint, run a backlog refinement meeting in the middle of the sprint.

The team performing the work determines and commits to the work to be completed. It’s this understanding of the work and the commitment to complete it that requires a specific kind of meeting to occur. In today’s world, technology changes agenda for sprint planning rapidly, and users have come to expect frequent updates and consistent output from tech and software companies. Understandably, it can be hard to meet these expectations when working on complex new software and technology projects.

AI meeting transcription

And the team certainly does not need to know if one of those tasks will take 5 hours instead of 4. In a sprint planning meeting, the developers can take a high-level user story of the product backlog items and turn them into more detailed tasks. The team decides what stories they’ll tackle and discuss the requirements and functionality that each user story needs.

Next, we take the 400 hours (for a two-week sprint) and deduct all the hours spent on meetings and calls. This number represents a 100% productive work time which, again, will be lower due to lunches, coffee breaks, random chats. So while we can and should review the backlog during the sprint planning, we should not dedicate too much time to it. If the Scrum team decides to formally divide their sprint planning into 2 parts in accordance with those questions, they can do that. That way, the first part of sprint planning is about scoping, and the second part is for the actual planning.

Next Sprint

These important decisions guide the goals of the sprint and determine the tasks the team will tackle over the next sprint. Preparing the product backlog items is not an easy task and takes a significant amount of time. However, it’s worth it because good preparation guarantees a successful sprint planning. A sprint represents a specific amount of work that can be completed in a given amount of time. The sprint planning meeting aims to allow the development team to identify, estimate, and include meaningful work in an upcoming sprint. In this post, we’ll be exploring the basic building blocks of a sprint planning meeting agenda.

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