How to Make the Most of Your Sprint Goals

How do you feel when someone mentions “planning”? Do you look forward to the opportunity or does the thought of making a plan send you running for the hills?

Sprint planning is a crucial part of the agile sprint cycle. It helps you and your team align around common goals, and sets you up for a successful sprint. Even if planning isn’t one of your strengths, the good news is that you can practice and get better over time with the help of some good advice.

We’ve combined our best sprint planning tips into an ultimate guide to agile sprint planning, with everything you need to run efficient and effective planning meetings.

What is agile sprint planning?

Agile sprint planning is a key ceremony in the agile sprint cycle. It signifies and prepares the team for the start of the sprint. Without this planning, there is a very real risk that the team would lack focus and fail to align on what is most important.

Effective agile sprint planning has three key parts; a sprint goal, an understanding of team capacity, and a prioritized set of backlog items. Each element depends on the other for success.

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.

It is best to start with an agreed sprint goal. You can then prioritize work on the specific set of backlog items that your team has the capacity to complete, and that will contribute to making your sprint goal a reality.

How sprint planning fits within the Scrum process

We’re big fans of the Scrum process, and it’s hugely popular with many software development teams. While agile sprint planning can take many forms within the different agile methodologies, for the purposes of this guide, we’ll focus on agile sprint planning within the Scrum framework.

If your team doesn’t follow Scrum don’t worry — you’ll still find value in our preparation tips, meeting guide, mistakes to avoid, and sprint planning resources.

💡 Learn more: What's the Difference Between Kanban vs. Scrum?

Scrum roles: The people

There are three main roles within a Scrum team.

1. Product Owner
2. Scrum Master
3. Development team

The Product Owner puts in the work upfront. They help prioritize the product backlog items and decide which should move to the sprint backlog. These important decisions guide the goals of the sprint and determine the tasks the team will tackle over the next sprint.

The Scrum Master acts as a guide, they lead meetings that help ensure that the Scrum framework is followed throughout the sprint to keep the team on track. The Scrum Master helps the team get the most out of the entire Scrum process and each individual Scrum ceremony.

The development team is made up of the various people who will complete the work agreed upon during sprint planning.

There are others that you might refer to during sprint planning, such as stakeholders, users, and customers. While these aren’t technically Scrum roles, they play a critical role in product development. Stakeholders should be brought into the process early and often, and customers should always be top-of-mind when making any development decisions. Some teams find User Personas to be a valuable way of keeping user value in focus.

Artifacts: What gets done

Artifacts are the things to get done — different breakdowns of what the team hopes to accomplish:

1. Product backlog
2. Sprint backlog
3. Increments

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 sprint backlog is more focused than the product backlog. The product owner moves the most important backlog items from the product backlog to the sprint backlog at the beginning of each sprint based on current issues, priorities, and customer needs. The team aims to complete all of the sprint backlog items over the course of the sprint.

An increment is a concrete stepping stone toward reaching the Product Goal. An increment must be verified as usable in order to provide value, which means that any work completed cannot be considered part of an increment unless it meets the Definition of Done (an agreement among the team of what “done” means). This is a formal description of the state of the increment when it meets the quality standards required of a product. Once the work completed satisfies the agreed Definition of Done, you gain an increment.

Scrum ceremonies: Where Sprint Planning fits

There are a number of ceremonies in Scrum that occur each sprint. This is where sprint planning fits within the Scrum process.

1. Sprint planning
2. Daily scrum (or standup)
3. Sprint review
4. Sprint retrospective

💡 Learn more: Agile Ceremonies: Your Guide to the Four Stages

Sprint planning is the first Scrum ceremony — it prepares the team for the sprint. The planning session sets everything into motion, aligning the team on what’s most important for this sprint. This is when decisions are made and key backlog items are moved from the product backlog to the sprint backlog.

The second ceremony repeats every day of the sprint. Daily standups bring the team together to discuss progress and blockers that might be getting in the way. By getting the concerns out in the open early, the team can avoid the frustration of delays and ensure work continues to flow.

The final two ceremonies happen at the end of the sprint. For the sprint review, the team comes together to determine the success of the sprint based on the “Done” work completed. It’s also a chance to bring in stakeholders to gather feedback on what's been accomplished so far. The sprint review ensures customer insights are always top-of-mind, stakeholders continually see progress, and guarantees the product never strays too far from what the stakeholders are looking for.

The sprint retrospective gathers critical insights from team members about how the sprint went. What went well, what didn’t go so well, and what could be improved upon for next time? These valuable insights are what makes Scrum agile — the team is always thinking critically about the process and looking for ways to improve the work and how they work together.

We’ll talk about these ceremonies in more detail below when we discuss what happens after the sprint planning meeting.

The benefits of agile sprint planning

Agile sprint planning is a powerful meeting that should not be overlooked or underestimated. It is an opportunity to:

• Bring the whole team together and align around common goals
• Set context by starting the sprint with clear priorities
• Identify potential roadblocks before they occur
• Bring stakeholder feedback into the planning process
• Learn from previous sprints by considering sprint review and retrospective insights
• Consider team capacity and adjust accordingly to ensure that goals are achievable and that the team isn’t overcommitted in the upcoming sprint
• Account and plan for dependencies that may impact the flow of work.

How to prepare for a sprint planning meeting

We know we said that a sprint begins with sprint planning, but there are actually a few important steps you must take in order to prepare for the planning session. Unfortunately, you do need to do a little planning for the planning meeting.

Backlog refinement

Backlog grooming or refinement keeps your backlog healthy, up-to-date, and ready for sprint planning. A refined backlog will help ensure your team’s planning time is used efficiently and effectively since you won't have to waste time adding details to the backlog that could have been completed in advance before everyone came together.

The product manager should groom the backlog a few days before the sprint planning meeting to make sure it’s ready.

Tips for maintaining a healthy backlog:

• Ensure stories are in order of priority
• Prioritize items that bring the customer the most value
• Add detail to the highest-priority backlog items
• Split any user stories that are too big
• Delete any user stories that aren’t relevant anymore
• Create new user stories based on new or clearer needs
• Add items based on new stakeholder feedback
• Make adjustments based on bug fixes
• Assign more accurate estimates

💡 Learn more: Essential Checklist for Effective Backlog Refinement (and What To Avoid)

Be consistent

A consistent meeting time that’s scheduled well in advance will ensure that the entire Scrum team keeps the time slot open. Book your sprint planning meeting on the same day and at the same time every sprint so that no one forgets or double books.

Sprint planning is not a meeting to be shuffled around, delayed, or ignored — sprint planning meetings are essential to the success of every sprint. Ask your team about a specific, recurring time to meet, and ensure it works for everyone.

How to run a sprint planning meeting

While the agile method is flexible and collaborative, it isn’t chaotic; everything needs to begin with a plan.

1. Stick to a set sprint planning meeting duration

As with any kind of meeting, the team can be easily sidetracked without a timebox. After all, talking about the work that needs to be completed is often easier than actually completing it. It’s the Scrum Master’s job to keep the team on track and make sure the time limit isn’t exceeded.

Go into the sprint planning meeting well-prepared; a clear agenda and a well-refined backlog mean your team can get straight to planning.

Set a realistic timebox for the meeting and stick to it. We recommend that you avoid scheduling more than 2-3 hours for a sprint planning meeting, but as you become more skilled in sprint planning, you’ll better understand the length of time that works for you and your team.

2. Use estimates to make realistic decisions

You want your team to be as productive as possible, but overloading them can actually hinder productivity and focus. Unreasonable expectations are demotivating and overcommitted team members are more likely to make mistakes.

You need to understand the effort and time it will take to complete the goals you set out to accomplish for each sprint. Agile estimation techniques and story points provide a better understanding of team capacity, individual capacity, and what a reasonable workload looks like. Reasonable and realistic goals will help your team stay motivated and support a consistent flow of work.

3. Define clear goals and outcomes

What does the team aim to accomplish between now and the end of the sprint? Set clearly defined goals and outcomes that everyone understands. Do your goals align with what you learned from past sprints? Do they align with customer needs? Does everyone agree on what the next sprint will (roughly) look like?

Don’t assume that everyone is on the same page. Ask questions and encourage your team to speak up if anything is unclear. It’s better to clear up discrepancies or misunderstandings now rather than once the work begins.

Setting sprint goals effectively involves following the SMART framework, a well-regarded strategy in project management and goal-setting across various industries. The acronym SMART stands for:

• Specific: Clearly define what you aim to achieve. Avoid vague goals by pinpointing precise outcomes.
• Measurable: Establish criteria for measuring progress. This helps in tracking accomplishments and identifying areas that need adjustment.
• Achievable: Aim for goals that are challenging yet attainable with the resources at hand. Overambitious targets can demoralize a team if not realistic.
• Relevant: Ensure that each goal aligns with the broader objectives of the project. Irrelevant tasks can divert energy from what's truly important.
• Time-bound: Set a clear deadline to maintain urgency and focus. Sprint goals must coincide with the sprint’s limited timeline to ensure timely completion.

In practice, applying the SMART framework to sprint goals means your team is synchronized and focused on priorities that drive the project forward efficiently. By keeping goals relevant and achievable within the sprint's timeframe, you avoid misallocation of efforts and ensure progress is aligned with overall project ambitions.

Post your sprint goal somewhere that is easily accessible so that the team can refer back to it throughout the sprint.

💡 Learn more: How to Make the Most of Your Sprint Goals

4. Decide what it means to be ‘done’

What does “done” mean for any given backlog item, increment, product issue, or product as a whole? The team and your stakeholders need to agree on what done looks like in order to set realistic goals that meet the expectations of everyone involved.

As you set goals and choose which backlog items to complete for the next sprint, be clear about what it means to meet and complete the goals you want to accomplish.

5. Align sprint goals with product goals

Sprint goals should always align with your broader product goals. Your sprint may take a specific direction depending on current product issues, bug fixes, or customer concerns, but it’s important to keep an eye on the big picture.

Choose backlog items with care — make sure they relate to the larger product goal and that each works in sync to move development forward. Overlooking product goals in sprint planning could mean that each sprint looks more like a random selection of to-do lists that don’t connect back to customer needs, relate to product goals, or help you reach important increments. The result will feel like a lack of progress, which risks disengaging the team and other important stakeholders, like your users.

What happens next?

Now that the planning is done, you’re ready to implement your plan and complete the work. But that doesn’t mean that team members go off and work in isolation.

Daily scrum (or stand-up)

The daily scrum or stand-up is an opportunity for a collaborative agile team to maintain progress. It should be a quick check-in at the start of each day.

The team will discuss what has been done in the past 24 hours, any roadblocks they might have hit, and what the team hopes to accomplish the next day.

This critical check-in helps the team stay on the same page, helps to ensure the continued flow of work, and keeps the team on track to achieve sprint goals.

Sprint review

A sprint review meeting takes place at the end of a sprint. It's a chance for the team to review all of the “Done” issues for that period. The sprint review determines whether or not the goal for the sprint was achieved.

It’s a chance to demonstrate shippable working product increments to the team, and also an opportunity to bring in stakeholder feedback. This feedback gives you valuable insights to assess if you’re on the right track, or need to make changes in the next sprint. The sprint review is also excellent preparation for the next backlog grooming and sprint planning session.

💡 Learn more: Introduction to Sprint Reviews

Sprint retrospective

While the sprint review looks at what was accomplished and how to move forward, the retrospective examines your processes and how the team is working together.

What did you learn during the previous sprint? While retrospectives can take many forms, the goal is to discover what worked well, what didn't go so well, and what could be improved upon next time. Your team will use the insights gathered in the retrospective to improve how you work together and deliver value to customers in the future.

💡 Learn more: 5 Steps to Holding Effective Sprint Retrospectives

Agile sprint planning mistakes

It’s easy to fall into bad habits, especially as deadlines and product launch dates approach. Avoid these common agile planning mistakes to ensure your team is always making the most of the agile methodology and the Scrum process.

Unrealistic expectations

Choosing unattainable goals sets your whole team up for failure. Failing to meet your sprint goals sprint after sprint is damaging for team motivation and morale.

Use estimates to set reasonable goals as best you can. Consider team capacity, factoring in your past knowledge of how long tasks take to complete, how the team works, and potential roadblocks that could arise along the way.

Lack of context

Your team will benefit from an understanding of how the issues they’re working on fit into the bigger picture.

Depending on the tool you’re using to plan and manage your work, it can be difficult to see the contextual detail needed to plan and work with clarity. The more items you have, the more difficult and overwhelming it will be to organize and prioritize. Use tools that allow you to add context, depth, and customer insights with clean functionality to adapt your plan to the needs of your team and stakeholders.

Neglecting your backlog

We mentioned this point when we talked about what you need to do to prepare for sprint planning. It’s worth mentioning again because it’s a common mistake.

When you go into a sprint planning meeting without a well-managed backlog, you lack the clarity you need to plan effectively. Your time is valuable, and so is the time of your team, so it should be treated with care and used effectively.

A well-managed backlog is DEEP:

• Detailed appropriately
• Estimated
• Emergent
• Prioritized

💡 Learn more: The 4 Characteristics of a Good Product Backlog

Not allowing the plan to adapt

When you plan your sprint, you’ll do everything you can to prioritize the most important tasks for the length of the sprint. It’s important to try to stick to the plan as best you can, but you also need to adapt as you acquire new information.

Be ready to make changes on the fly should you hit roadblocks or acquire new information about customer needs, concerns, or product issues.

Failing to understand stakeholders

You need to understand the goals and priorities of stakeholders to be successful. Just because you’re happy with what you’ve accomplished doesn't mean your stakeholders will too.

Ensure your stakeholders are brought into your process early and often and help them understand how you work to provide them value. Gather feedback from stakeholders regularly to ensure your goals are aligned. A good time for this is during the sprint review. Just make sure those insights are transferred over to your next planning meeting.

Not choosing tools with a customer-centric approach

Successful product development delivers what the customer needs and wants. To build for your customers, it helps to use tools for planning and work management that makes it easy to keep them top-of-mind. Incorporating user story maps and customer personas into your planning helps you and your team prioritize the work that will deliver the most value first.

💡 Learn more: 10 tips for more effective user personas

Failing to incorporate retrospective insights into planning

Retrospectives are the best thing you can do to help your team work better together. During a retrospective, you're asking your team to be open and honest about how things went over the course of the sprint so that you can learn from each other.

Failing to learn from those insights means that the collective time spent in the retrospective has been wasted, and the feedback that your team has shared is devalued.

Incorporating the learnings you gain from a retrospective into your next planning session and into the next sprint, will support your team to improve every time, helping them gain work satisfaction and deliver better outcomes.

Virtual vs. in-person sprint planning

The advantages of remote work also bring challenges for collaborative planning. No matter the way your team chooses to meet, whether virtually, in person, or a combination of both, it’s important that you choose tools that meet the needs of your team.

Tips for virtual sprint planning:

• Be really prepared - communicate plans clearly ahead of time, so that everyone has clear expectations.
• Use a video conferencing tool that allows for breakout sessions
• Set up the interactive online resources you plan to use and include links in the meeting request.
• Online discussions don’t start as naturally as they would in person, so share discussion topics ahead of time, and consider preparing some ice-breakers.
• Ensure that you’ve accounted for time differences for teams that span time zones.
• Tech issues arise no matter how much advanced planning and testing you do. Always expect the unexpected.

Tips for in-person sprint planning:

• Book a meeting room with plenty of space for your team, and consider separate spaces for breakout sessions.
• Ensure that your meeting room will accommodate a shared view of your sprint plan - do you need a wall for sticky notes, or a screen to share a digital tool?
• If some of your team members work remotely, it’s difficult to involve them in the same way, so consider how this might work for your team. They won’t be able to read a whiteboard or sticky notes as easily, so a digital solution may be best.
• If you choose to plan your sprint ‘on the wall’, be sure to nominate someone to transcribe your plan into your work management tool at the end of the planning meeting.

No matter where your planning takes place, always remember to prepare your backlog ahead of time so that you can have focused and informed discussions during sprint planning.

Additional agile resources

We’re continually adding to our content library, which is filled with resources, how-to guides, product updates, and more.

📚 Add these to your list:

• Easy Agile Podcast Ep.20: The importance of the Team Retrospective
• Easy Agile Podcast Ep.18 Top qualities of an agile leader and team
• Easy Agile Podcast Ep.16 Enabling high performing agile teams with Adaptavist
• Being agile vs doing agile
• The Ultimate Guide to User Story Mapping
• The Ultimate Guide to Buyer Personas
• The Ultimate Guide to PI Planning [2022 SAFe Edition]

Using Easy Agile to improve sprint planning

Make your sprint planning smooth and effective with Easy Agile TeamRhythm. Transform your flat product backlog into a dynamic, flexible, and visual representation of the work to be done. Seamlessly integrated with Jira, with TeamRhythm you can:

• View your Jira stories, tasks, and bugs in context, aligned beneath their epics on the story map
• Drag and drop Jira issues from the backlog into a sprint
• Create new issues right on the story map
• Estimate issues on the story map, and gauge capacity with story point totals in each sprint swimlane
• Publish the sprint goal on each sprint swimlane, so it’s always top of mind
• Use filters to focus on the stories and issues that are most important now
• Group epics by a third level of hierarchy, to easily see how the work in focus contributes to the bigger picture

Easy Agile TeamRhythm also supports team retrospectives, with flexible and intuitive retrospectives boards created for every sprint. You can add retrospective items right from the sprint swimlane, so you don’t forget any important points. And you can turn retrospective action items into Jira issues that can be scheduled for future sprints, so you’re always getting better at what you do, and delivering for your customers.

Thanks for reading our ultimate agile sprint planning guide! If you have any questions about this guide, our other content, or our products, reach out to our team at any time. We love hearing from you.

We’ll continue to update this guide as we gain more agile planning insights, techniques, tools, and best practices.

We’re off to the races! 🏃🏃‍♀️ Sprints are a key component of agile methodology. A sprint is a predefined time period in which agile teams work together towards an agreed-upon sprint goal. There are four types of agile meetings that occur over the course of a sprint, and each is vital to ensuring the success of the agile process. It’s all about sprinting through a predetermined amount of work to get to the finish line, where you learn from your process and begin the race again (only better off because of what you learned during the previous sprint).

Agile meetings are used to get team members, leaders, and stakeholders on the same page, and they guide the process of an agile sprint or Scrum.

This post will cover the four key agile meetings, which include sprint planning, daily standups, sprint reviews, and sprint retrospectives. Plus, we’ll discuss a bonus agile meeting that’s utilized for backlog refinement.

Agile meetings vs. Scrum meetings

Scrum is an agile methodology that’s most commonly used in software development. Scrum meetings are technically a type of agile meeting, but they have more specific parameters designed to fit within the Scrum framework. The process revolves around a 2-4 week sprint involving a product owner, Scrum Master, and the entire Scrum team.

We covered Scrum meetings (ceremonies) in detail in another article. For the purposes of this post, we’ll focus on the four main agile meeting types. These processes and best practices can be applied across multiple agile methodologies, including Scrum and Kanban. This framework can also be applied across industries beyond software development and can adapt to the needs of most teams.

Simply put: Scrum has a more rigid framework that follows four ceremonies/meetings. The agile process is much the same, with four very similar meetings, but there’s more flexibility to adjust the time frame of the sprint and adapt the process when not following Scrum guidelines specifically. Okay, maybe that’s still not simply put, but it wouldn’t be agile if it was linear and straightforward.

The 4 types of agile meetings

There are four central agile meetings: sprint planning, daily standups, sprint reviews, and sprint retrospective meetings. A sprint starts with a sprint planning meeting. Each day, a daily standup meeting is held. Finally, at the end of the sprint, a sprint review and retrospective are held. The process repeats with new springs until the product, project, or work is complete.

1. Sprint planning meeting

The sprint planning meeting occurs at the beginning of a sprint and involves the entire team. In sprint planning, the entire team meets to discuss and agree upon which work tasks (backlog items) should be moved to the sprint backlog — the items that need to be completed by the end of the sprint. During the meeting, sprint goals are determined, and the team aligns on expectations.

Without a sprint planning meeting to outline the sprint backlog (tasks that need to be completed), the team will waste time during the sprint trying to determine which work takes precedent.

Sprint planning mistakes to avoid:

• Starting planning without a refined backlog
• Not being on the same page as your stakeholders
• Ignoring the customer and the customer journey when making plans
• Creating a rigid plan that doesn’t have room to grow or adapt
• Using bland, flat product maps that lack critical context
• Failing to incorporate retrospective insights in the following planning session

Learn more about common agile planning mistakes and how your development team can avoid these pitfalls.

2. Daily standup meeting

The daily standup meeting occurs every day of the sprint. In the Scrum process, this meeting might also be called the daily Scrum meeting. It’s a chance for the team to connect about the work that was completed the previous day and what each person or team plans to complete over the course of the next 24 hours.

The meeting aims to answer three important questions:

• What work was completed since the last standup to help the team reach the sprint goal?
• What work do you plan to complete today?
• Is there anything currently in your way or hindering your progress?

This is a good time to address any bottlenecks. If work planned from the previous day wasn’t completed, what caused the delay, and how can the team work together to solve any problems keeping the work from moving forward?

A standup meeting is short and to the point so everyone can get back to the work they hope to complete. So short that it’s often recommended participants stand for the duration of the meeting. Hence the name daily standup. It includes all team members and ideally takes place at the same time every day to ensure everyone can always attend.

Daily standup mistakes to avoid:

• Not keeping track of the time during the meeting
• Continually going over the allotted meeting time
• Rambling participants who aren’t prepared to answer the meeting’s key questions
• Skipping the meeting due to lack of time
• Team members showing up late to the meeting or missing it altogether
• Allowing the loudest voices to overshadow the rest of the team
• Letting someone state the same task on multiple consecutive days
• Failing to address potential bottlenecks
• Assigning work beyond a person's capacity

3. Sprint review meeting

The sprint review is an opportunity for the team to showcase the work they accomplished during the sprint. This meeting might be an internal presentation or a more formal demo to stakeholders, depending on the needs of the project and how far along work is.

Sprint review mistakes to avoid:

• Not properly preparing for the meeting or demonstration
• Not bringing stakeholders in on your process
• Failing to demonstrate how the work brings value to the customer
• Exaggerating or embellishing successes
• Failing to address any problems and how they were solved
• Not incorporating sprint review feedback into the next sprint planning meeting

4. Sprint retrospective meeting

The retrospective is a crucial part of the agile process. The meeting comes at the end of the sprint, bringing the entire team together to assess their processes and discuss how they can improve next time.

Which aspects of the sprint went well, and what can you learn from that success? What didn’t go so well, and what bottlenecks did the team hit? What could be done better next time? Since agile is all about learning and iterating, there are lessons to be learned after each sprint. Everything from the good to the bad to the mediocre can be transformed into actionable improvements.

Retrospective mistakes to avoid:

• Blaming individual team members for bottlenecks
• Allowing only the loudest voices to provide insight
• Failing to empower the softer voices in the room
• Repeating the same questions over and over without changing things up
• Allowing the retrospective to run too long (aim for two hours for a two-week sprint)
• Skipping a retrospective due to a lack of time or resources
• Forgetting about or not including stakeholder insights or needs
• Failing to improve upon the sprint retrospective process (retrospective the retrospective!)
• Failing to incorporate retrospective insights in the next sprint

Bonus: Backlog refinement meeting

It could be argued that there’s a fifth agile meeting, especially in the product development world. Before the sprint planning meeting, the product owner must create a product backlog, which comprises all of the tasks and items the team needs to complete in order to fully develop the end product or project. The items include user stories, bug fixes, features, and other tasks that must be addressed to achieve the end goal.

Backlog refinement prepares the backlog for sprint planning by ordering items to deliver the most impact over the next sprint. During backlog refinement, a product owner ensures that product backlog items contain enough information, detail, and prioritization for the team to make smart decisions about what to tackle when.

A meeting to refine the backlog may occur before sprint planning begins, depending on the current state of the product backlog. Outside of the product development industry, the product backlog might be akin to a master project task list.

Backlog refinement meeting mistakes to avoid:

• Not completing backlog refinement in time for sprint planning
• Leaving too much backlog refinement for the planning meeting
• Failing to prioritize items that provide customer value
• Not incorporating new stakeholder feedback, questions, and concerns

Agile meetings: Final review

So there you have it! The four key agile meetings are sprint planning, daily standups, sprint reviews, and sprint retrospectives, with an honorable mention going out to backlog refinement.

Let’s review each meeting’s purpose:

• Sprint planning gets everyone on the same page about what needs to be accomplished over the course of the coming sprint.
• Daily standups ensure the team stays on track and helps them address and resolve any potential bottlenecks.
• Sprint reviews are an opportunity for the team to showcase the work accomplished during the sprint to stakeholders and receive critical feedback.
• Sprint retrospectives allow the team to come together to discuss what went well, what didn’t go well, and how they can improve next time.
• Backlog refinement prepares the backlog for sprint planning in order to deliver the most impact over the next sprint.

Hold effective agile meetings with Easy Agile

Easy Agile is committed to helping teams work better with agile. Easy Agile builds products specifically designed for Jira users to help agile teams work more efficiently and effectively.

We regularly publish lists of tools, advice articles, and how-to guides for agile teams. If you work with Jira, you’ll find our resources are especially helpful in navigating the ins and outs of product development and the Jira apps that will improve the way your team collaborates.

Agile retrospectives offer opportunities for introspection. As with many things in life, the end is almost as important as the beginning. That’s why it’s important to improve what went wrong throughout the iteration and repeat what went well.

The retrospective meeting should be held at regular intervals to analyze team processes and outcomes. Reflecting on the last sprint should help guide the next one.

Sprint retrospectives are also informal but structured. Informality is a typical characteristic of the retrospective meeting, which motivates problem-solving.

In this article, we’ll review what an agile retrospective is, how to lead it successfully, and how to use the retrospective format.

What is an agile retrospective?

An agile retrospective is also known as the sprint or sailboat retrospective.

The Scrum Guide provides a clear definition of the agile retrospective. The Guide says the agile team can use the sprint retrospective as an opportunity to gather rapid feedback for continuous improvement. Continuous improvement takes place through ongoing teamwork and work analysis.

During the meeting, the team discusses what went well and what didn’t. They should identify the good, that they will aim to repeat as well as the areas to adjust, so the next sprint can go more smoothly.

Here’s how the 12 principles of the Agile Manifesto describes retrospectives: “At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behaviour accordingly.”

How to implement a sprint retrospective format

You can either implement the agile retrospective after each sprint, quarter, or the entire project. However, you should have a retrospective at regular intervals to continue iteration and improvements.

Use a retrospective format for each meeting. Creating a retrospective board is a great place to start, it sets the scene for the team involved and they know exactly what is expected.

We've added retrospective boards to Easy Agile TeamRhythm to help you and your team through more of the agile cycle, from planning through to review.

Here’s how to plan the sprint retrospective:

1. Preparation

Like a standup meeting, your preparation time for the retrospective should take about 15 minutes. The retro is like a lean coffee meeting where the agenda is relatively unstructured but democratic. Everyone gets to contribute.

Ideally, you want to have a retrospective board where team members can capture feedback as it arises. Be sure to remind team members to add their thoughts to the board prior to the meeting.

The retrospective board helps guide the retro process through tasks where the team fell short or excelled with action items. It also helps to identify areas of improvement and the actions the group must apply to effect change.

If in-person team members don’t use software to facilitate their agile retrospective, they can use another technique. This technique usually involves a whiteboard, Post-Its, and markers to guide brainstorming throughout the meeting.

Whichever methodology (Scrum or Kanban) the scrum master uses, a visual representation helps facilitate the best possible outcomes for future workflows.

Hot tip 🔥

It is best to rope in a neutral facilitator or agile coach to guide this process. This technique should help encourage team members to participate and share without feeling pressured.

2. Use the retrospective template to guide your agenda format

The retrospective board helps direct the agenda for the meeting format. Whether you choose start, stop, continue, glad, sad, mad, or our team's personal favourite - high notes, low notes and keeping the beat. Make sure you customise it to suit your teams needs.

Typically, the process follows six steps:

2.1 Set the stage

Refresh your memory about themes and stories in the last sprint if necessary. Set a timer and give the team a little extra time to add any last minute thoughts or items that may be missing

At the start of the retrospective, the Scrum master should introduce the product owner, team members, and other relevant stakeholders.

Welcome everyone and let them know that their participation is valuable. Inform team members that honesty is critical in producing positive outcomes. Ensure new teams know that questions are welcome, and that sharing experiences is vital to a successful sprint retrospective.

Throw in an icebreaker to set the tone of the meeting. A brief game of “two truths and one lie” can quickly promote a relaxed atmosphere if you have enough time.

Let the team know the amount of time it should take to complete each section of the sprint review. To keep everyone on track, the timer can come in handy again here.

2.2 Celebrate the wins

Congratulate team members who excelled. Discuss posting success stories on LinkedIn or elsewhere before moving on with the sprint review. Interact with items made on the retro board, react with an emoji or leave a comment.

2.3 Gather data

Data gathering includes collecting information from team members about sprint retrospective problems. The purpose is for the team to uncover the root cause of the problems.

Team members begin this process by sharing sprint experiences. Whether the experience was good, bad, or ugly—share it. It’s always a good idea to capture how everyone is feeling, take a mood survey to understand the overall team feeling.

Share the processes you used and which milestones you accomplished. If team members applied new technologies, share how those went. If they used new tools, let everyone know the pros and cons of each tool. Whatever the experience, let everyone know what worked well and what was a disappointment.

The Scrum master can facilitate this phase by using the “five whys” methodology. The “five whys” essentially refers to asking why a problem occurred, five times. Repeating the question multiple times supports deep thinking to get to the root cause of the problem.

2.4 Brainstorm solutions

Once the team members identify the shortcomings of the previous sprint, they can brainstorm solutions.

The team meeting should now revolve around associations between problems and solutions. Linking problems and solutions involves understanding. Once the team understands their mistakes, they can brainstorm several solutions to fix each problem area with better action items.

Throw in as many ideas as possible to have several solutions for consideration. Once the team has alignment on the action item, be sure to capture this so the appropriate next steps can be taken.

The retrospective board in TeamRhythm sits alongside your work in Jira, so that retrospective items can be added as the sprint or version progresses. Action items from the retrospective can be turned into Jira issues so that items worth actioning aren’t lost at the end of the discussion.

The Scrum master should also ensure that the team has the authority to follow through with relevant solutions at this stage. If they don’t have the authority to solve problems, the Scrum master must bump the issue up to a higher level.

2.5 Select viable solutions

Not all solutions from the brainstorming phase will be viable — ask the Scrum team, including the product owner, to choose three promising solutions for each problem. You can use different techniques to narrow this process, and ask team members to vote. You might want to try a dot vote, or up vote by giving the solution a thumbs up.

The simple vote requires everyone to select the solution that resonates best with them in the follow-up activity. In the dot vote, meeting participants find the best three solutions by placing a dot on three of the ideas they believe hold the most value.

Lastly, the multiple vote system means that the scrum master gives everyone points. The scrum team must then give these points to one or more of the best ideas.

2.6 End the meeting

End the meeting on a positive note before continuing to the next sprint. Try to leave with:

• A detailed synopsis of the previous sprint
• A detailed sprint planning exercise for the next sprint meeting
• Clear action items and next steps
• Collaborate as a team to determine whether this outcome is effective or needs improvements for the next iteration

3. Sprint retrospective meeting outcomes

Software development teams can use the S.M.A.R.T. criteria to analyze their solutions. Getting the product owner's inputs is a valuable part of the retrospective meetings as they diversify priorities and perceptions

The agile coach or Scrum master takes the S.M.A.R.T. solutions and translates these into item actions. The Scrum master should ask team members to take responsibility for activities to promote ownership and encourage behavioral change.

Once the product owner agrees, each activity should then become part of the backlog.

How to achieve successful retrospectives from in-depth introspection

An in-depth introspection promotes continuous improvement and productivity. Following a retrospective template helps achieve these goals, while supporting integrated teamwork. The product owner also benefits from your team efforts with each sprint retrospective, which is a primary objective.

Gain team alignment with team retrospectives

Easy Agile TeamRhythm supports agile retrospectives, helping you and your team gain a shared understanding of the work, and how you work best together. Designed for Jira users, our goal is to help agile teams work together effectively.

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