9.5 Sprint planning
9 min read•august 20, 2024
Sprint planning is a crucial event in the framework where teams determine their upcoming work. It aligns the team on goals, clarifies requirements, and ensures a shared understanding of deliverables. The process involves reviewing the product backlog, setting sprint goals, and creating a .
Effective sprint planning requires collaboration between the , , and development team. Key elements include setting SMART sprint goals, estimating user stories, and capacity planning. Teams can improve their sprint planning through regular retrospectives, metrics tracking, and experimenting with new techniques.
Definition of sprint planning
- Sprint planning is a collaborative event where the Scrum team determines the product backlog items they will work on during the upcoming sprint
- Occurs at the beginning of each sprint in the Scrum framework
- Aims to define a realistic and sprint backlog that the team can deliver by the end of the sprint
Purpose of sprint planning
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- Aligns the Scrum team on the sprint goal and commitment for the upcoming iteration
- Enables the team to discuss and clarify requirements, dependencies, and technical considerations for the selected product backlog items
- Ensures the team has a shared understanding of what needs to be delivered and how they will approach the work
Key stakeholders in sprint planning
- Product owner presents the prioritized product backlog and clarifies requirements and acceptance criteria
- Scrum master facilitates the sprint planning meeting and ensures the team follows the Scrum process
- Development team provides insights into technical feasibility, estimates effort, and collaborates to create the sprint plan
Sprint planning process
- Sprint planning typically follows a structured process to ensure effective collaboration and decision-making
- The process involves reviewing the product backlog, defining the sprint goal, selecting and estimating user stories, and creating the sprint backlog
Inputs to sprint planning
- Prioritized product backlog with clearly defined user stories and acceptance criteria
- Latest product and feedback from previous sprints
- Team capacity and availability for the upcoming sprint
- Definition of Done and any updated technical or quality standards
Steps in sprint planning meeting
- Review and refine the product backlog with the product owner
- Define and align on the sprint goal based on the highest priority items
- Select user stories that align with the sprint goal and can be completed within the sprint
- Estimate the effort required for each selected user story using techniques like
- Break down user stories into tasks and create the sprint backlog
- Confirm team capacity and make any necessary adjustments to the sprint plan
- Obtain commitment from the team on the sprint backlog and sprint goal
Outputs of sprint planning
- Sprint goal: A clear and concise objective that guides the team's work during the sprint
- Sprint backlog: A prioritized list of user stories and associated tasks the team commits to delivering in the sprint
- Sprint capacity: The team's estimated capacity for the sprint based on available resources and any known constraints
Sprint goal setting
- The sprint goal is a key outcome of sprint planning that provides focus and direction for the team
- Effective sprint goals are specific, measurable, achievable, relevant, and time-bound (SMART)
Characteristics of effective sprint goals
- Clearly aligned with the product vision and higher-level objectives
- Provides business value and delivers a potentially shippable product increment
- Challenging yet achievable within the sprint timeframe
- Easily understandable and communicable to stakeholders
Techniques for defining sprint goals
- Collaborative discussion and brainstorming with the Scrum team
- Focusing on the most important and highest priority items from the product backlog
- Considering dependencies, technical feasibility, and team capacity
- Aligning with the Definition of Done and any release goals or milestones
Aligning sprint goals with product vision
- Sprint goals should contribute to the overall product vision and roadmap
- Regular communication and collaboration with the product owner to ensure alignment
- Adapting sprint goals based on feedback and changing priorities while maintaining focus on the long-term vision
Sprint backlog creation
- The sprint backlog is a subset of the product backlog that represents the work the team commits to completing in the sprint
- Creating the sprint backlog involves selecting, estimating, and prioritizing user stories based on the sprint goal and team capacity
Selecting user stories for sprint
- Identifying user stories that align with the sprint goal and can be completed within the sprint duration
- Considering dependencies, technical feasibility, and team skills and expertise
- Collaborating with the product owner to ensure selected stories deliver value and meet acceptance criteria
Estimating user story effort
- Using relative estimation techniques like planning poker or t-shirt sizing to estimate the effort required for each user story
- Considering complexity, uncertainty, and team experience when estimating
- Breaking down larger user stories into smaller, more manageable pieces for more accurate estimation
Prioritizing user stories in sprint
- Ordering user stories based on their priority and contribution to the sprint goal
- Considering dependencies and any technical or business constraints
- Ensuring the team has a mix of high-priority and lower-complexity stories to maintain a sustainable pace
Capacity planning in sprints
- Capacity planning involves determining the team's available time and resources for the upcoming sprint
- Accurate capacity planning helps prevent overcommitment and ensures a sustainable workload for the team
Factors affecting team capacity
- Team size and availability of individual team members
- Skill sets and experience levels of team members
- Planned time off, holidays, or other known absences
- Allocation of time for meetings, training, and other non-sprint activities
Techniques for capacity planning
- Calculating team capacity in hours or story points based on historical data and
- Considering the team's Definition of Done and any required testing, documentation, or other tasks
- Building in buffer time for unexpected issues, bugs, or interruptions
- Regularly reviewing and adjusting capacity estimates based on actual performance and feedback
Adjusting capacity during sprint
- Monitoring progress and burndown during the sprint to identify any deviations from the plan
- Collaborating with the team to identify and remove any impediments or blockers affecting capacity
- Making informed decisions to add or remove user stories based on the team's actual capacity and progress
- Communicating any changes to capacity or sprint scope to stakeholders in a timely manner
Roles and responsibilities in sprint planning
- Sprint planning involves the collaboration of the entire Scrum team, with each role having specific responsibilities
- Clear understanding and execution of these roles contribute to effective sprint planning and successful sprint outcomes
Scrum master role in sprint planning
- Facilitates the sprint planning meeting and ensures adherence to the Scrum framework and timeboxes
- Helps the team maintain focus on the sprint goal and facilitates effective communication and decision-making
- Removes any impediments or obstacles that may impact the team's ability to plan and commit to the sprint backlog
Product owner role in sprint planning
- Prepares and presents the prioritized product backlog to the team
- Clarifies requirements, acceptance criteria, and business value for the user stories
- Collaborates with the team to define the sprint goal and ensure selected stories align with product vision and priorities
Development team role in sprint planning
- Provides input on technical feasibility, dependencies, and effort estimates for user stories
- Actively participates in selecting and breaking down user stories into tasks
- Commits to delivering the sprint backlog and collaborates to create a realistic and achievable sprint plan
Best practices for sprint planning
- Effective sprint planning requires following best practices to ensure productive collaboration, realistic commitments, and successful sprint outcomes
Timeboxing sprint planning meeting
- Allocating a fixed time duration for the sprint planning meeting based on the length of the sprint (e.g., 2 hours for a 2-week sprint)
- Ensuring the team stays focused and time-efficient during the meeting
- Using a timer or agenda to keep the discussion on track and avoid excessive debates or tangents
Facilitating effective sprint planning discussions
- Encouraging active participation and input from all team members
- Using visual aids like sprint boards, story maps, or wireframes to facilitate understanding and collaboration
- Promoting a safe and open environment for asking questions, raising concerns, and providing constructive feedback
Ensuring shared understanding of sprint plan
- Clearly documenting and communicating the sprint goal, sprint backlog, and any key decisions made during sprint planning
- Conducting a brief review or walkthrough of the sprint plan with the team to confirm understanding and alignment
- Making the sprint plan visible and accessible to all team members and relevant stakeholders
Common challenges in sprint planning
- Sprint planning can encounter various challenges that may impact the effectiveness and outcomes of the sprint
- Proactively identifying and addressing these challenges is crucial for successful sprint planning and execution
Overcommitting in sprint planning
- Teams may be tempted to take on more work than they can realistically complete within the sprint
- Overcommitment can lead to rushed work, compromised quality, and increased stress for the team
- Regularly reviewing past sprint performance and velocity can help teams make more accurate commitments
Unclear or changing requirements
- Incomplete, ambiguous, or frequently changing requirements can hinder effective sprint planning
- Collaborating closely with the product owner to clarify requirements and acceptance criteria before sprint planning
- Encouraging the team to ask questions and seek clarification during sprint planning to ensure a shared understanding
Lack of team alignment on sprint goals
- Misalignment or lack of consensus on the sprint goal can lead to conflicting priorities and ineffective execution
- Facilitating open discussion and collaboration to define a clear and agreed-upon sprint goal
- Ensuring the sprint goal aligns with the product vision and provides value to stakeholders
Tools for sprint planning
- Various tools and techniques can support and enhance the sprint planning process
- Selecting the right tools based on team preferences and needs can improve efficiency, collaboration, and transparency
Agile project management software
- Using software like , Asana, or to create and manage the product backlog and sprint backlog
- Facilitating real-time collaboration, progress tracking, and reporting
- Integrating with other tools like version control systems or continuous integration/deployment pipelines
Physical vs digital sprint planning boards
- Using physical boards with sticky notes can promote tactile interaction and visual collaboration during sprint planning
- Digital sprint planning boards offer remote accessibility, real-time updates, and easier maintenance
- Choosing the approach that best suits the team's needs, preferences, and working environment
Automation of sprint planning tasks
- Leveraging automation tools to streamline repetitive tasks like backlog grooming, , or sprint report generation
- Using templates, scripts, or integrations to reduce manual effort and ensure consistency
- Continuously evaluating and adapting automation practices based on team feedback and effectiveness
Continuous improvement of sprint planning
- Sprint planning is an iterative process that benefits from continuous improvement and adaptation
- Regularly assessing and refining sprint planning practices can lead to more effective and efficient sprints over time
Retrospectives on sprint planning effectiveness
- Conducting retrospectives specifically focused on the sprint planning process
- Gathering feedback from the team on what worked well, what challenges they faced, and what improvements they suggest
- Identifying actionable items to implement in future sprint planning sessions
Metrics for evaluating sprint planning success
- Tracking metrics like sprint goal completion rate, sprint burndown, or team satisfaction to assess sprint planning effectiveness
- Monitoring trends over time to identify patterns or areas for improvement
- Using metrics as input for data-driven decisions and process adjustments
Experimenting with sprint planning techniques
- Encouraging the team to experiment with different sprint planning techniques or formats (e.g., story mapping, user story workshops)
- Piloting new approaches on a small scale and evaluating their impact before broader adoption
- Fostering a culture of continuous learning and improvement within the team to refine sprint planning practices over time
Key Terms to Review (18)
Burn-down chart: A burn-down chart is a visual tool used in agile project management to track the amount of work that remains to be completed in a sprint or project. It displays the work left versus time, typically using a graph where the x-axis represents time and the y-axis represents the amount of work remaining. By visualizing progress, teams can assess their performance and make necessary adjustments to stay on track for successful delivery.
Cross-functional team: A cross-functional team is a group of individuals with different expertise and skills who come together to achieve a common goal or complete a specific project. This type of team encourages collaboration across various departments, bringing together diverse perspectives and knowledge, which can lead to innovative solutions and improved problem-solving. The synergy created by these teams can significantly enhance project outcomes and foster a more integrated approach to project management.
Customer collaboration: Customer collaboration is the process of engaging customers in the development and improvement of products or services, leveraging their insights and feedback to create better outcomes. This approach emphasizes open communication, active participation, and co-creation, which leads to stronger relationships and a deeper understanding of customer needs. By integrating customer perspectives, businesses can enhance innovation and align their offerings more closely with market demands.
Deliverable: A deliverable is a specific, tangible output or result that is produced as part of a project or process, often defined in the planning stages. It represents a goal that must be achieved within a certain timeframe and usually meets agreed-upon criteria or requirements. In the context of project management, deliverables help track progress and provide measurable outcomes for stakeholders.
Increment: An increment is a specific, measurable increase in product functionality or work completed during a development cycle. It represents a portion of the product that is completed and potentially shippable, adding value to the overall project. Each increment builds on the previous one, allowing for continuous improvement and adaptation throughout the project lifecycle.
Iterative development: Iterative development is a process where a project is developed and improved through repeated cycles, or iterations. Each iteration involves refining the product based on feedback and lessons learned from previous cycles, allowing for continuous enhancement and adjustment to meet user needs and requirements more effectively. This approach emphasizes adaptability, enabling teams to respond to changes and incorporate new ideas as they emerge.
Jira: Jira is a powerful project management tool developed by Atlassian that helps teams plan, track, and manage software development projects. It is particularly popular in Agile environments for facilitating processes such as Scrum and Kanban, allowing teams to organize tasks, manage backlogs, and monitor progress through customizable workflows.
Kanban: Kanban is a visual management method used to control and improve workflow, originating from lean manufacturing and adapted for software development. It emphasizes continuous delivery and efficiency by visualizing tasks on a board, allowing teams to manage work-in-progress and prioritize effectively. This approach fosters collaboration and clarity in understanding the current status of tasks, helping teams respond quickly to changes.
Planning Poker: Planning poker is a collaborative estimation technique used in Agile project management to estimate the effort or complexity of tasks within a sprint. It combines expert opinion, analogy, and consensus, allowing team members to contribute their insights while promoting discussion and reducing bias in the estimation process. This technique ensures that all voices are heard and fosters a sense of teamwork among members.
Product Owner: A product owner is a key role in Agile methodologies, specifically within Scrum, responsible for defining the vision of the product and prioritizing the features and requirements to ensure that the development team delivers maximum value. The product owner acts as a liaison between stakeholders and the development team, helping to clarify requirements, manage the backlog, and ensure that the final product aligns with user needs and business goals. This role is crucial in Lean UX practices, as it emphasizes collaboration and understanding user feedback to guide product development.
Scrum: Scrum is an agile framework for managing and completing complex projects, emphasizing teamwork, accountability, and iterative progress. It allows teams to deliver small, functional pieces of a product in short cycles called sprints, enabling frequent reassessment and adaptation of plans. Key components include defined roles, ceremonies, and artifacts that help streamline the workflow and enhance collaboration among team members.
Scrum Master: A Scrum Master is a key role within the Scrum framework, responsible for facilitating the process and ensuring that the team adheres to Agile principles. They act as a coach and servant leader, helping the team to improve its practices, remove obstacles, and foster an environment of collaboration. The Scrum Master plays a vital role in backlog management, sprint planning, and daily stand-up meetings, ensuring that the team is aligned and focused on delivering value.
Sprint Backlog: A sprint backlog is a list of tasks and items that a Scrum team commits to completing during a specific sprint, typically lasting two to four weeks. It serves as a focused plan that outlines the work necessary to achieve the sprint goal, derived from the larger product backlog. The sprint backlog is dynamic, allowing for adjustments as the team progresses, ensuring that priorities align with evolving project needs.
Sprint Goal: A sprint goal is a short, clear statement that defines the purpose of a sprint in agile development. It serves as a guiding objective for the team, helping to focus their efforts on delivering a specific outcome by the end of the sprint. This goal aligns with the product backlog items selected for the sprint and ensures that all team members work collaboratively toward a common aim.
Sprint retrospective: A sprint retrospective is a regular meeting that takes place at the end of each sprint in Agile methodologies, specifically Scrum. It serves as a dedicated time for the team to reflect on the past sprint, discussing what went well, what could be improved, and how they can enhance their processes and teamwork moving forward. This gathering emphasizes continuous improvement, ensuring that lessons learned are applied to future sprints.
Story Point Estimation: Story point estimation is a technique used in Agile project management to evaluate the relative effort or complexity of completing a user story. This method focuses on assessing the difficulty, risk, and time involved in implementing features rather than estimating exact time durations, allowing teams to plan sprints more effectively by prioritizing work based on effort required.
Team velocity: Team velocity is a measure of the amount of work a team can complete in a given timeframe, typically expressed in terms of story points or hours. It helps teams estimate how much work they can take on in future iterations and is crucial for effective planning and assessing productivity. Understanding team velocity allows teams to track their progress over time, adjust their workload, and improve their processes.
Trello: Trello is a web-based project management application that uses boards, lists, and cards to help teams organize tasks and collaborate effectively. It is particularly popular in Agile frameworks, where it supports iterative processes and visual workflows, making it easier to manage tasks, track progress, and communicate within teams.