How To Run A Sprint Planning Meeting

The team is self organised and its members are responsible for completing the user stories that were set, always ensuring to add value to the product. One of their tasks is to give estimates for each sprint and they decide how the work will be done. If you have an average amount of work that’s typically completed in each sprint, use that as your measuring stick of how much can get done while planning the sprint. If you’re working to establish this for a newly formed team, be sure to track how many story points are completed and accepted sprint over sprint. It’s easy for sprints to go off the rails without a shared understanding of what should be accomplished. After going through this, you will be armed with more information to make a bigger impact in less time at the next sprint planning meeting that you run.

Sprint planning meeting explanation

The BVOP™ Director is the most advanced and important role inside Agile products and services-based organizations. The different teams have many variations of estimating the time it takes to develop the Product Backlog Items. The Story Points estimates that the teams make, however, are not always carried out during the Sprint Planning event. Planning Poker is not practiced by all Scrum teams, as this “game” can take a long time, and the team may experience inconvenience and distress over time. Time estimation can also be accomplished through faster group discussions by the Development team. The player with the highest card, who should typically open a discussion with the participant with the smallest card, may already have tried this “easy and fast” way of getting the job done.

Confirm Team Velocity And Capacity

The sprint planning session kicks off the sprint by setting the agenda and focus. If done correctly, it also creates an environment where the team is motivated, challenged, and can be successful. Bad sprint plans can derail the team by setting unrealistic expectations. Without them, team members won’t be able to collaborate daily and complete the goals for each iteration . As a popular agile methodology, Scrum has four purposeful and time-boxed meetings that could be adopted for any other agile methodology. The four meetings are Sprint Planning, Daily Scrum, Sprint Review, and Scrum Retrospective.

You properly did the refinement activity, so you don’t have a big surprise at the sprint planning. Stakeholders and team members should have an active working meeting to analyze the work done and adjust their Product Backlog accordingly. It’s a great place to get feedback from other people and make future Sprints more effective.

The marketing manager is responsible for ensuring sprint goals align with the business goals set out by stakeholders. This means we head into our meetings with a prioritised list of tasks ready to discuss and expand upon. We can address the low-priority tasks as a team and explore ideas that may increase their value and confirm the high-ranking tasks deserve to sit at the top of our backlog.

Estimate the timeframes for each of the tasks assigned and agree on what “done” will look like for each item. Explore using different estimation techniques such as t-shirt sizing or story points. Different techniques might provide different views of the problem.

For a one-month sprint, the maximum time for the event is 8 hours. Through discussion with the Product Owner, the Developers select items from the Product Backlog to include in the current Sprint. The Scrum Team may refine these items during this process, which increases understanding and confidence. The Product Owner proposes how the product could increase its value and utility in the current Sprint. The whole Scrum Team then collaborates to define a Sprint Goal that communicates why the Sprint is valuable to stakeholders.

The Purpose Of The Sprint Planning Event

The goal is to identify exactly what each person is working on and how they are going to get the work done. If items are not estimated already, estimate them to get a sense of how many can be selected for a sprint. The team likely has feedback on things they’ve run into when completing the past sprint.

You select items from the top of the backlog and you work on those. After each Sprint, the Scrum team holds a review meeting with the Product Owner and Stakeholders to assess the results of the Sprint. During this meeting the development team presents to the Stakeholders how the Sprint Goal is achieved and what value it adds to the end product. Is a short daily meeting with the aim of discussing progress towards the Sprint goal and planning what should be done in the next day.

Alexa Alfonso is a former digital project manager at Crema, a product development agency based out of Kansas City that builds web and mobile apps for industry leaders. She now leads their growth team – helping to manage and organize marketing and sales efforts. When she’s not working remotely in Phoenix, she can be found at the gym working on getting stronger, in the kitchen whipping up something delicious, or drumming up plans for upcoming travel. The Product Owner, with the help of the team, also needs to ensure that each user story is the right size, not too large or small, to be thoughtfully considered during sprint planning. The team will have a better idea of this the longer they work together.

What Is A Valuable And Efficient Product Development Session?

Without this prep work, the sprint planning meeting is less efficient and more time-consuming for everyone. In terms of scheduling, the ScrumMaster should be timeboxing this meeting according to the length of the sprint. For example, if the team is working in 2 week sprints, the sprint planning meeting should between 2-4 hours. The ScrumMaster must manage time appropriately to make sure that there is complete alignment on the sprint goal before the meeting wraps up.

  • With your sprint goal defined, it’s time to prioritise the tasks in your backlog.
  • All members of the development team should contribute to the meeting.
  • Sprint reviews also give everyone on your team the opportunity to raise any issues that aren’t reflected in your data.
  • Issues such as a lack of resources, poor communication, and other roadblocks should be addressed and discussed in a team setting in order to streamline future work.
  • Also, team members may have been moved around or added since the last sprint.

Here we’ll detail how to best prepare for and execute an effective sprint planning meeting, ensuring that your team can collaborate and plan as needed to lay the groundwork for a productive and rewarding sprint. The success of the sprint will later be assessed during the sprint review meeting against the sprint goal, rather than against each specific item selected from the product backlog. In Scrum, the sprint planning meeting is attended by the product owner, ScrumMaster and the entire Scrum team. Outside stakeholders may attend by invitation of the team, although this is rare in most companies.

The Product Owner

Represented by the Product Owner and actively engaged with the Scrum Team at Sprint Review.” Stakeholders could be the client, users of the product, or a product manager from within your company. These people receive direct financial benefit from the end product. Stakeholders only attend Sprint Review meetings to receive and analyze the work completed by the development at the end of each Sprint.

We’ve discussed the difference between marketing goals and marketing objectives many times on our blog but it’s a common point of confusion so it’s worth quickly summarising the difference. TrueNorth is our marketing management system and the platform includes an innovative campaign simulator that allows us to predict the performance of campaign ideas before we allocate any resources to them. This helps us choose and prioritise campaign ideas for our sprint runs and it also gives us reliable targets to aim for at every stage of the campaign. Like agile marketing itself, the original sprint format was designed for software development and you can see this in the design, build and test stages of the process above.

Not only does it help prepare for sprint planning, but also can give a different perspective for the current work. The What – The product owner describes the objective of the sprint and what backlog items contribute to that goal. The scrum team decides what can be done in the coming sprint and what they will do during the sprint to make that happen. Since the aim of the Sprint Review meeting is assessing the results of the Sprint Goal and discussing possible adjustments to the end product, anyone that could provide any value could attend this meeting. Apart from the Scrum team , other developers, managers, or any other stakeholders could add value to the meeting. Scrum glossary a stakeholder is “a person external to the Scrum Team with a specific interest in and knowledge of a product that is required for incremental discovery.

Any known issues or setbacks should be factored into Agile sprint planning and addressed with the team before the sprint begins. The Scrum framework suggests that sprint planning should be time-boxed, meaning the team should set an upper time limit for each planning session — usually one or two hours for every week of sprint time. The sprint goal can be used for quick reporting to those outside the sprint.

So we may not be creating an explainer video from scratch but inserting footage and screenshots of the updated version into an existing video. Likewise, we would already have landing page and email templates to work with, as well as style templates, colour schemes and other conventions for visual content. If you’re really struggling to plan sprint runs of 5-14 days, you might want to consider an adapted version of the Scrum methodology, often called Scrumban (Scrum + Kanban) or Modified Scrum. So, even if you stick to the schedule above for launching your campaigns, you may spend days 6, 7 and 8 tracking performance and optimising campaigns to hit targets – perhaps, even longer.

The Product Owner role has previously prioritized Product Backlog Items and may make additional adjustments during the meeting. This aspect of the meeting will require a fair amount of negotiation and collaboration, so the Scrum master should take care to watch the clock and keep discussions moving. The Sprint Goal, the Product Backlog items selected for the Sprint, plus the plan for delivering them are together referred to as the Sprint Backlog. As described in the Scrum Guide, Sprint Planning initiates the Sprint by laying out the work to be performed for the Sprint. This resulting plan is created by the collaborative work of the entire Scrum Team.

Sprint planning meeting explanation

This means we’ve already made some progress before the sprint begins and we’re ready to get things moving right away. Nobody’s sitting in the meeting trying to think of something to say and we’ve already filtered out some of the not-so-good ideas by automating the stage of the creative process. We touched on this earlier when we talked about TrueNorth’s campaign simulator, which allows us to predict the performance of campaign ideas before we invest any resources.

Your Scrum sprint planning offers a crucial time to plan and collaborate as a Scrum team. It can also set the tone for your upcoming sprint and provide a universal understanding regarding your sprint goals. The sprint planning session should be used to acknowledge your team’s progress, articulate aspirations, and make concrete plans.

Enterprise Project Portfolio Management: Definition & Best Tools

However, if we’re already not winning enough auctions to hit our traffic targets, we need to address this problem first. This could mean upping our bids or optimising them to spend more at peak times or, even, testing automated bidding strategies to see if they outperform our own methods. Day six is the first day where you might start to make early adjustments on campaigns or assets showing early problems signs. Let’s say landing page visitors How Sprint Planning Helps IT Teams aren’t scrolling far enough down the page to reach our primary CTA or we’re not winning enough auctions in Google Ads to generate the traffic we need. Not only that, but underperforming conversion rates aren’t necessarily a landing page problem, to begin with. As we’re running campaigns to promote the latest version of an existing product, we should have a lot of existing assets that we can edit to include the new UI and features.

In the days and weeks leading up to sprint planning, the Product Owner identify the items with the greatest value and works towards getting them to a ready state. The Inputs – A great starting point for the sprint plan is the product backlog as it provides a list of ‘stuff’ that could potentially be part of the current sprint. The team should also look at the existing work done in the increment and have a view to capacity.

Day #4: Launch Day!

He is an advisor and a coach for both parties and has to ensure that the team will reach its sprint goals. And As the team is self organised, the scrum master has to stay neutral and doesn’t really have an authority what so ever. The product owner represents the customer, he always has to have a vision of what needs to be built.

Every stakeholder should be present during the meeting and the team get the chance to talk about the user stories that could not be completed and they then can show the work done. From the other side, the product owner can see the improvements done to the product. Moving forward, the scrum team would know that, on average, they complete 30 story points per sprint and could use this as a guide when going through the backlog items in sprint planning. The product owner doesn’t have to describe every item being tracked on the product backlog. A good guideline is for the product owner to come to the sprint planning meeting prepared to talk about two sprint’s worth of product backlog items. The Who – You cannot do sprint planning without the product owner or the development team.

Sprint Backlog

Keep a number of “evergreen” items or Sprint Goals on the Product Backlog that can be pulled into a Sprint when necessary. Professional development, education/training, and story spikes for tool chain enhancements are common examples. Leverage Backlog Refinement events to ensure that the absence of the Product Owner isn’t a complete blocker for Sprint Planning. In response to issues like these, we may set up a quick A/B test where we move the primary CTA further up the page or rethink our page copy to increase incentive. Alternatively, we might want to narrow our targeting options in Google Ads to increase the relevance of our traffic. Either way, you know what time constraints you’re working with and you can make any necessary adjustments before the sprint begins.

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