Sprint Planning Meeting Agenda
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Sprint Planning Meeting Agenda
The Sprint Planning meeting is a crucial event in the Scrum framework, setting the stage for a successful sprint. It’s a collaborative effort where the Scrum Team (Product Owner, Scrum Master, and Development Team) determine the sprint goal, select the product backlog items they will work on, and create a sprint backlog to achieve the goal. A well-structured agenda ensures the meeting stays focused, productive, and within the allotted timebox.
Purpose
The primary purpose of the Sprint Planning meeting is to define what can be delivered in the upcoming sprint and how that work will be achieved. It answers two key questions:
- What can be delivered in this sprint? (Determined by backlog prioritization and team capacity)
- How will the work needed to deliver the increment be achieved? (Planning how to build the product increment)
Attendees
The following individuals should attend the Sprint Planning meeting:
- Product Owner: Represents the stakeholders and is responsible for the product backlog, its content, availability, and ordering.
- Scrum Master: Facilitates the meeting, ensures the Scrum process is followed, and removes impediments.
- Development Team: The team of professionals who do the work of delivering a potentially releasable increment of “Done” product at the end of each sprint.
Timebox
The Sprint Planning meeting is timeboxed. The general guideline is that it should not exceed two hours for each week of the sprint. For a two-week sprint, the meeting should ideally be no longer than four hours.
Agenda Items
The following agenda provides a structure for conducting a productive Sprint Planning meeting:
1. Sprint Goal Definition (15-30 minutes)
Objective: To create a concise and meaningful Sprint Goal that aligns with the overall product vision and provides focus for the development team.
Activities:
- The Product Owner presents the desired outcome for the sprint, emphasizing the business value and strategic alignment.
- The Scrum Team discusses the proposed goal, clarifies any ambiguities, and collaboratively refines it until everyone understands and agrees upon it.
- The Sprint Goal should be SMART: Specific, Measurable, Achievable, Relevant, and Time-bound.
- Document the finalized Sprint Goal prominently for visibility throughout the sprint.
Example: “Enhance user onboarding by simplifying the registration process and providing interactive tutorials to increase user activation by 15%.”
2. Product Backlog Item Selection (30-60 minutes)
Objective: To select the Product Backlog Items (PBIs) that will be included in the sprint, based on the Sprint Goal, prioritization, and the Development Team’s capacity.
Activities:
- The Product Owner presents the prioritized Product Backlog Items, starting with the highest priority items.
- The Development Team discusses each item, asking clarifying questions about the requirements, acceptance criteria, and any dependencies.
- The Development Team estimates the effort required for each PBI, using techniques like story points, t-shirt sizing, or hours.
- The Development Team pulls PBIs into the sprint backlog, considering their capacity and velocity (based on past sprint performance). It is best to pull items in order from the product backlog according to priority.
- Continuously assess the feasibility of achieving the Sprint Goal with the selected PBIs. If necessary, re-adjust the scope or refine the Sprint Goal.
Considerations:
- Team velocity: How much work has the team completed in previous sprints?
- Team capacity: Are there any team members on vacation or out sick?
- Dependencies: Are there any external dependencies that could block the team’s progress?
3. Sprint Backlog Creation (60-90 minutes)
Objective: To break down the selected Product Backlog Items into smaller, more manageable tasks and estimate the effort required for each task. The development team plans how they will work together to create the Sprint increment. The resulting plan is the Sprint Backlog.
Activities:
- For each PBI in the Sprint Backlog, the Development Team collaboratively identifies the specific tasks required to complete it.
- Each task should be small enough to be completed within a day or two.
- The Development Team estimates the effort required for each task, using techniques like hours or story points.
- Assign tasks to specific team members (optional, depending on team practices; self-organization is encouraged).
- Visually represent the Sprint Backlog, using a physical task board or a digital tool like Jira or Trello.
- Discuss any potential roadblocks or risks that might impede progress and identify mitigation strategies.
Outcome: A detailed Sprint Backlog with tasks, estimates, and assignments, providing a clear roadmap for the sprint.
4. Capacity Planning & Commitment (15-30 minutes)
Objective: To ensure that the Development Team has the capacity to complete the planned work within the sprint timeframe and to formally commit to the Sprint Goal.
Activities:
- Review the Sprint Backlog and the estimated effort for all tasks.
- Reconfirm team capacity, considering any planned absences or other commitments.
- The Development Team collectively decides whether they can confidently commit to achieving the Sprint Goal with the current Sprint Backlog.
- If necessary, remove or adjust PBIs to align with the team’s capacity and ensure a realistic plan.
- The Development Team commits to the Sprint Goal and the Sprint Backlog.
5. Wrap-up & Next Steps (5 minutes)
Objective: To summarize the key decisions made during the meeting and confirm the next steps.
Activities:
- Review the Sprint Goal and the Sprint Backlog.
- Confirm the date and time of the Daily Scrum meetings.
- Ensure that everyone understands their roles and responsibilities for the sprint.
- Thank the team for their participation and commitment.
Tips for a Successful Sprint Planning Meeting
- Come prepared: The Product Owner should have a well-groomed and prioritized Product Backlog. The Development Team should be familiar with the backlog items.
- Stay focused: Stick to the agenda and avoid getting sidetracked by unrelated discussions.
- Encourage collaboration: Promote open communication and active participation from all team members.
- Use visual aids: Visualizing the Sprint Backlog on a task board can help the team stay organized and track progress.
- Timebox effectively: Stick to the allocated time for each agenda item to ensure the meeting stays on schedule.
- Regularly inspect and adapt: Review the Sprint Planning process after each sprint and identify areas for improvement.
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