I’m sure I speak for a lot of Scrum Masters when I say facilitating Scrum events can be a real headache.
In a lot of these events, you just spend valuable time watching Developers go back and forth, and in the end, it seems as if nothing was achieved.
When it comes to sprint planning, it’s important that the purpose of this event is achieved otherwise the sprint is in jeopardy from the start.
With so many tasks to discuss and decisions to make, it’s important to have a clear and organized agenda to ensure that the sprint planning meeting runs smoothly and efficiently.
In this guide, we’ll go over the key elements of a sprint planning meeting agenda and provide tips for making the most of this important event.
What is Sprint Planning?
Sprint planning is a Scrum event that initiates a new sprint. It is one of the four Scrum events in the Scrum Guide that enable transparency which is a pillar of Scrum.
This event is time-boxed to a maximum of eight hours for a one-month sprint and shorter for shorter sprints.
For sprint planning, the Scrum team comes together and plans out the work that will be completed during the upcoming sprint through collaboration.
The goal of sprint planning is to ensure that everyone on the Scrum team is on the same page and that the sprint has a clear direction as to its goal, the work to be done, and how it will be done.
During the sprint planning meeting, the team will review the work that needs to be completed, discuss any challenges or roadblocks, and determine the most efficient and effective way to complete the work.
This includes identifying the tasks that need to be completed, assigning responsibilities, and setting deadlines.
By having a well-structured and actionable sprint planning meeting agenda, the team can ensure that they are able to complete the sprint successfully and achieve the sprint goal.
Who Attends a Sprint Planning Meeting?
A sprint planning meeting is typically attended by the entire Scrum team, including the Product Owner, Developers, and the Scrum Master.
The Product Owner represents the interests of the customer(s) or stakeholders and is responsible for managing and ordering the Product Backlog to ensure that the work done during the sprint aligns with the Product Goal.
The Developers are responsible for the work done during the sprint. They provide input on what Product Backlog items can be delivered during the sprint and what challenges they may face.
The Scrum Master is responsible for facilitating the sprint planning meeting and ensuring that it is productive, efficient, and within the timebox. They’ll help to resolve any conflicts or issues that may arise during the meeting.
Read Also: Scrum Master vs. Business Analyst. Understanding the Roles and Responsibilities
Sprint Planning Meeting Agenda
A sprint planning meeting agenda is a document that outlines the topics that will be covered during the sprint planning meeting.
As every Scrum event is time-boxed, time management is very important and it’s important that the goal of any event is achieved within that time.
While this document isn’t exactly a formal document, it serves as a roadmap for the meeting, keeping the conversation on track and ensuring that all important topics are addressed.
A typical sprint planning meeting agenda will include the following elements:
- Introduction: A brief overview of the purpose of the meeting and what will be discussed.
- Review of the previous Sprint: A review of the previous Sprint’s progress, accomplishments, and rollovers if any.
- Prioritization of user stories: A discussion of the user stories that will be worked on during the upcoming sprint.
- Breakdown of tasks: A discussion of how the team will break down each user story into individual tasks.
- Estimation of task time: A discussion of how long each task is estimated to take to complete.
- Assignment of tasks: A discussion of who will be responsible for each task.
- Review of any obstacles or risks: A discussion of any obstacles or risks that the team may face during the upcoming sprint.
- Conclusion: A summary of the meeting’s key takeaways and next steps.
Benefits of Using a Sprint Planning Meeting Agenda
Having a clear and organized Sprint Planning meeting agenda provides many benefits for the team and the overall sprint. Some of the key benefits include:
- Improved communication: With a clear agenda, everyone on the team knows what to expect and can prepare accordingly. This leads to improved communication and a more productive meeting.
- Increased accountability: When everyone knows what is expected of them, they are more likely to stay on track and complete their tasks.
- Better time management: With a well-structured agenda, the team can make the most of the time available, allowing them to cover all important topics and make informed decisions.
- Increased transparency: Transparency is key to Scrum’s efficacy and an organized agenda helps with this by making sure everyone knows what is being discussed and what decisions are being made.
How to Create an Effective Sprint Planning Meeting Agenda
Creating an effective sprint planning meeting agenda requires careful thought and consideration. Here are some tips to help you create an agenda that works:
- Define the purpose of the meeting: What is the goal of the sprint planning meeting? What do you want to accomplish? This will help you determine what topics should be included in the agenda.
- Consider the team’s needs: What are the team’s priorities? What do they need to discuss and what decisions do they need to make? Make sure the agenda addresses these needs.
- Make it actionable: An agenda should not just list topics, but also provide guidance on what actions need to be taken during the meeting.
- Be flexible: Don’t be afraid to make changes to the agenda if something comes up that needs to be addressed. The goal is to have a productive meeting, not to stick to a rigid schedule.
Best Practices for Sprint Planning Meeting
In addition to creating a well-structured and actionable agenda, there are several best practices you can follow to make the most of your sprint planning meeting:
- Keep it short and focused: Sprint planning meetings can be long and complex, but it’s important to keep them as short and focused as possible. Limit the agenda to the most important topics and keep the discussion on track.
- Encourage active participation: Everyone on the team should be encouraged to participate and contribute. This helps to ensure that all perspectives are considered and that the team is working together towards a common goal.
- Use a visual aid: Visual aids such as slides or a whiteboard can help keep the meeting organized and focused. They also make it easier for everyone to see what’s being discussed and track the progress of the meeting.
- Take notes: Taking notes during the meeting can help keep everyone on the same page and ensure that important information is not forgotten.
- Follow up after the meeting: After the meeting, follow up on any actions that were agreed upon. This helps to ensure that everyone is on the same page and that tasks are being completed as expected.
Conclusion
Most Scrum teams use short sprints of 2 weeks. For these sprints, sprint planning is time-boxed at four hours. It’s important to get it right in order to meet the Sprint Goal.
With this guide for using a sprint planning meeting agenda, I’m confident that you will get more from your sprint planning events and improve your Scrum processes.
FAQs
What are the Valid Inputs for Sprint Planning Meeting?
The valid inputs for a sprint planning meeting include the Product Backlog, the latest Product Increment, the initial Sprint Goal, team velocity, and constraints.
What are the Outputs of Sprint Planning?
The outputs of the sprint planning meeting are the finalized Sprint Goal and the Sprint Backlog.
How Often are Sprint Planning Meetings Held?
Sprint planning meetings are held at the beginning of each sprint. Sprint duration typically ranges from two weeks to a month.
How Long Does the Sprint Planning Meeting Last?
The sprint planning meeting is time-boxed to a maximum of 8 hours for a one-month sprint and typically 4 hours for a 2-week sprint.
