Backlog Refinement

Picture yourself trying to assemble a complex piece of furniture without the visual instruction manual - just a long list of steps. Frustrating, right? That's exactly how many teams feel when working from a flat product backlog. They have lists of features and requirements, but they've lost sight of the complete customer journey.

That's where user story mapping comes in. It helps us see the forest before getting lost in the trees.

The Power of Narrative Flow in Product Discovery

User story mapping transforms how teams approach product discovery. Rather than diving straight into features, it helps you visualize the complete journey a customer takes with your product, from beginning to end. This focus on customer centricity ensures you're building features that truly matter.

As Jeff Patton, who pioneered user story mapping, explains, traditional flat backlogs are like trying to understand a book by reading a list of sentences in random order. Sure, all the content is there, but the story—the user's journey—gets lost.

"User story mapping is a facilitated, curated conversation that brings everyone along for the journey. It's an opportunity for the product manager to brain dump their insights (who is deep in this stuff day in, day out) and get it into the minds of the team who are about to deliver on it." - Nicholas Muldoon, Co-Founder and CEO, Easy Agile

Creating Your First User Story Map

Let's walk through creating a user story map for a streaming service like Netflix or Apple TV. We'll see how their teams might map out the user experience of watching a movie.

Step 1 - Start with the Big Picture

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Begin by identifying the major activities your users go through - what Jeff Patton calls the "backbone" or "narrative flow" of your story map. Think of these as the chapter titles in your user's story.

For our streaming service example, the backbone might look like this:

• Select movie
• Purchase movie
• Watch movie
• Review/recommend movie

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🎯 Team Exercise: Gather your team and ask, "What are the major steps our users take to accomplish their goal?" Write each step on a card or sticky note, arranging them left to right in chronological order.

Step 2 - Add User Tasks

Now comes the rich detail. Under each major activity, add the specific tasks users need to complete. These become your user stories.  The key is to maintain focus on user value rather than technical implementation.

In the above example, these could be your user stories for the "Select movie" activity:

• Free text search
• Browse by genre
• Browse by recent addition
• Browse by most popular
• Browse by most popular by genre
• Browse by recent addition by genre

💡 Pro Tip: Write these tasks from the user's perspective. Instead of "implement search functionality," write "search for specific movies."

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Step 3 - Master Backlog Prioritization

Here's where user story mapping truly shines compared to flat backlogs. You'll organize your stories both horizontally (in sequence) and vertically (by priority). This approach helps with both feature prioritization and sprint planning.

Horizontal: Organize stories left to right in the sequence users would naturally perform them. 

Vertical: Arrange stories from top to bottom in order of priority, by value to the user. You can identify the value through conversations with users, analytics on usage patterns, or another form of insight appropriate for your product.

Think of it like building a house. The foundation (must-haves) comes first, then the walls (should-haves), and finally the decorative touches (nice-to-haves).

Priority Framework: 

HIGH (Must have)

• Core functionality essential for basic user journey
• Critical user needs identified from research
• Example: Basic search, Movie playback, Payment processing

MEDIUM (Should have)

• Important features that enhance user experience
• Validated user desires from feedback
• Example: Genre filtering, Recommendations, Ratings display

LOW (Nice to have)

• Additional features for delight
• Potential future enhancements
• Example: Social sharing, Advanced recommendations, Multiple watch lists

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Step 4 - Identify Your Releases

With your map laid out, draw horizontal lines to slice your map into releases. Each slice should represent a complete, valuable user experience.

Facilitating User Story Mapping Sessions

Running an effective user story mapping session requires more than just following the steps above. Whether your team is co-located or distributed across time zones, here's how to make these sessions productive and engaging:

Pre-Session Checklist

• Invite the right people (product owner, developers, designers, subject matter experts)

• Prepare customer research insights and data 

• Set up physical or digital collaboration space

• Define clear session objectives 

• Schedule adequate time (typically 2-4 hours for initial mapping)

During-the-Session Checklist

• Start with customer context (share research findings, personas) 

• Keep focus on user's perspective 

• Document questions and assumptions 

• Take photos/screenshots of work in progress 

• Capture action items and decisions

User Story Mapping For Co-Located Teams

Make sure the physical space is well-equipped for the perfect user story mapping session.

• Large wall space or whiteboard
• Plenty of sticky notes in different colors
• Markers for everyone
• Space for team movement and discussion

User Story Mapping For Remote Teams

Many teams often need to conduct user story mapping sessions remotely. While the principles remain the same, the execution requires some additional consideration:

1. Digital Workspace:
   • Choose collaborative tools like Easy Agile TeamRhythm
   • Set up template beforehand
   • Ensure everyone has access and basic tool familiarity
2. Engagement Techniques:
   • Use smaller breakout rooms for detailed discussions
   • Leverage digital voting for prioritization
   • Use timer-based activities to maintain energy
   • Schedule shorter sessions with clear breaks
   • Record sessions for team members in different time zones

Making Remote User Story Mapping Work for You

During the pandemic, Lyft turned to Easy Agile TeamRhythm’s remote user story mapping to keep their teams connected and focused while working from home. This tool made it easy for their distributed teams to collaborate, visualize customer journeys, and stay on top of priorities—even with everyone apart.

The result? A 20% boost in efficiency and smoother, more aligned teamwork. It’s a great example of how the right tool can make remote work feel a lot less remote.

Ready to try it? Let’s map your team’s success with Easy Agile TeamRhythm!

Common Pitfalls to Avoid

1. "We're losing the big picture"

Solution: Keep your backbone visible at all times. Regularly step back and walk through the complete user journey.

2. "Technical discussions are derailing us"

Solution: Create a "parking lot" for technical discussions. Focus first on the user's journey, then tackle implementation details in separate sessions.

3. "Remote participants aren't engaging"

Solution: Use round-robin techniques to ensure everyone contributes. Create explicit opportunities for input from remote team members.

4. "Our map is becoming outdated"

Solution: Schedule regular review sessions. Make updating the map part of your sprint ceremonies.

Keeping Your Story Map Alive

Your user story map shouldn't be a one-time exercise that gets filed away. It should evolve as your understanding of users deepens. Keep it alive and relevant by:

1. Making it visible

• Display it prominently in your team space
• Keep it accessible in your digital tools
• Reference it in planning sessions

2. Updating regularly

• Add new insights from customer feedback
• Adjust priorities based on learnings
• Mark completed items
• Note changes in user needs or behavior

3. Using it for alignment

• Reference during sprint planning
• Share with stakeholders
• Use for onboarding new team members

Measuring Success

Finally, look for these indicators to know if your story mapping is effective. Special props to you and the team if you nail them all.

✓ Team members naturally reference the map during discussions 

✓ Customer feedback aligns with your prioritization 

✓ Releases deliver coherent user experiences 

✓ Reduced scope creep and feature bloat 

✓ Improved team alignment on priorities 

✓ Better sprint planning sessions

Remember, user story mapping isn't about creating a perfect document - it's about fostering better conversations about user needs and ensuring we're building the right things in the right order.

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Want to dive deeper into building customer-centric products? Download our free ebook "Understanding Customer Value in Agile" to learn:

• How to escape the "build trap" and focus on real customer outcomes
• Practical techniques for understanding your customers deeply
• Frameworks for capturing and acting on customer insights
• Step-by-step guidance for creating meaningful personas and journey maps
• A concrete 30-60-90 day plan to transform how your team understands and delivers customer value

Download your free copy here and start your journey toward truly customer-centric agile development.

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The seventh principle of the Manifesto for Agile Software Development is:
Working software is the primary measure of progress.
Not story points, not velocity, not estimates: working software.

Jason Godesky, Better Programming

Estimation is a common challenge for agile software development teams. The anticipated size and complexity of a task is anything but objective; what is simple for one person may not be for another. Story points have become the go-to measure to estimate the effort involved in completing a task, and are often used to gauge performance. But is there real value in that, and what are the risks of relying too heavily on velocity as a guide?

Agile estimation

As humans, we are generally terrible at accurately measuring big things in units like time, distance, or in this case, complexity. However, we are great at making relative comparisons - we can tell if something is bigger, smaller, or the same size as something else. This is where story points come in. Story points are a way to estimate relative effort for a task. They are not objective and can fluctuate depending on the team's experience and shared reference points. However, the longer a team works together, the more effective they become at relative sizing.

The teams that I coach have all experienced challenges with user story estimation. The historical data tells us that once a story exceeds 5 story-points, the variability in delivery expands. Typically, the more the estimate exceeds 5 points, the more the delivery varies from the estimate.

Robin D Bailey, Agile Coach, GoSourcing

Scale of reference

While story points are useful as an abstraction for planning and estimating, they should not be over-analyzed. In a newly formed team, story points are likely to fluctuate significantly, but there can be more confidence in the reliability of estimations in a long-running team who have completed many releases together. Two different teams, however, will have different scales of reference.

At a company level, the main value I used to seek with story points was to understand any systemic problems. For example, back when Atlassian released to Server quarterly, the sprints before a release would blow out and fail to meet the usual level of story point completion. The root cause turned out to be a massive spike in critical bugs uncovered by quality blitz testing. By performing better testing earlier and more regularly we spread the load and also helped to de-risk the releases. It sounds simple looking back but it was new knowledge for our teams at the time that needed to be uncovered.

Mat Lawrence, COO, Easy Agile

Even with well-established teams, velocity can be affected by factors like heightened complexity with dependencies scheduled together, or even just the average number of story points per ticket. If a team has scheduled a lot of low-complexity tickets, their process might not handle the throughput required. Alternatively having fewer high-complexity tickets could drastically increase the effort required by other team members to review the work. Either situation could affect velocity, but both represent bottlenecks.

Any measured change in velocity could be due to a number of other factors, like capacity shifting through changes in headcount with team members being absent due to illness or planned leave. The reality is that the environment is rarely sterile and controlled.

Relative velocity

Many organizations may feel tempted to report on story points, and velocity reports are readily available in Jira. Still, they should be viewed with caution if they’re being used in a ‘team of teams’ context such as across an Agile Release Train. The different scales of reference across teams can make story points meaningless; what one team considers to be a 8-point task may be a 3-point task for another.

To many managers, the existence of an estimate implies the existence of an “actual”, and means that you should compare estimates to actuals, and make sure that estimates and actuals match up. When they don’t, that means people should learn to estimate better.

So if the existence of an estimate causes management to take their eye off the ball of value and instead focus on improving estimates, it takes attention from the central purpose, which is to deliver real value quickly.

‍Ron Jefferies
Co-Author of the Manifesto for Agile Software Development
Story Points Revisited

Seeking value

However, story points are still a valuable tool when used appropriately. Reporting story points to the team using them and providing insights into their unique trends could help them gain more self-awareness and avoid common pitfalls. Teams who are seeking to improve how they’re working may wish to monitor their velocity over time as they implement new strategies.

Certainly, teams working together over an extended period will come to a shared understanding of what a 3 story point task feels like to them. And there is value in the discussion and exploration that is needed to get to that point of shared understanding. The case for 8 story points as opposed to 3 may reveal a complexity that had not been considered, or it may reveal a new perspective that helps the work be broken down more effectively. It could also question whether the work is worth pursuing at all, and highlight that a new approach is needed.

The value of story points for me (as a Developer and a Founder) is the conversations where the issue is discussed by people with diverse perspectives. Velocity is only relatively accurate in long-run teams with high retention.

Dave Elkan, Co-CEO, Easy Agile

At a company level, story points can be used to understand systemic problems by monitoring trends over time. While this reporting might not provide an objective measure, it can provide insights into progress across an Agile Release Train. However, using story point completion as a measure of individual or team performance should be viewed with considerable caution.

Story points are a useful estimation tool for comparing relative effort, but they depend on shared points of reference, and different teams will have different scales. Even established teams may notice velocity changes over time. For this reason, and while velocity reporting can provide insights into the team's progress, it must be remembered that story points were designed for an estimation of effort, rather than a measure. And at the end of the day, we’re in the business of producing great software, not great estimates.

Looking to focus your team on improvement? Easy Agile TeamRhythm helps you turn insights into action with team retrospectives linked to your agile board in Jira, to improve your ways of working and make your next release better than the last. Turn an action item into a Jira issue in just a few clicks, then schedule the work on the user story map to ensure your ideas aren’t lost at the end of the retrospective.

Many thanks to Satvik Sharma, John Folder, Mat Lawrence, Dave Elkan, Henri Seymour, and Robin D Bailey for contributing their expertise and experience to this article.

It’s one of the most common practices in agile software development; the flat product backlog. We’ve all seen them, we’ve all contributed to them, and we’ve all inevitably drowned in them.

In its simplest form, a flat product backlog is a laundry list of ‘stuff to do’ that will ultimately provide value to the customer. These actionable items are prioritised (top to bottom) in the order the value will be delivered. If a team is adopting the Scrum method the backlog is split into future sprints to provide an indication of what will be delivered and when.

Depending on the size and requirements of the organisation, the list of things to be done could be 10, 100 or 1,000 actionable items. It’s easy to see how managing the latter comes with the challenges of updating, assigning, grooming and scheduling these items.

What’s Wrong With Flat User Story Backlogs?

So far we know that flat backlogs represent a list of things to be done. This comes with its challenges, and its shortcomings were best described by Jeff Patton when he said;

We spend lots of time working with our customers. We work hard to understand their goals, their users, and the major parts of the system we could build. Then we finally get down to the details — the pieces of functionality we’d like to build. In my head I see a tree where the trunk is built from the goals or desired benefits that drive the system; big branches are users; the small branches and twigs are the capabilities they need; then finally the leaves are the user stories small enough to place into development iterations.



After all that work, after establishing all that shared understanding, I feel like we pull all the leaves off the tree and load them into a leaf bag — then cut down the tree.



That’s what a flat backlog is to me. A bag of context-free mulch

How do you pick an item from a list, and deem it the thing that’s going to provide the most value to your customers, without that additional context?

Shortcomings of a Flat Product Backlog

• The flat backlog makes it impossible to discover the ‘backbone’ of your product — the customers interaction experience with the product
• Arranging user stories in the order they’ll be delivered doesn’t help a product manager explain to others what the system does
• The flat backlog provides no context or ‘big picture’ around the work a team is doing
• A flat backlog makes it hard for the product manager to determine if they’ve identified the relevant user stories
• Release planning is difficult with a flat backlog. How do you prioritise what to build first in an endless laundry list?

User Story Maps

A story map is a visual representation of the journey a customer takes with a product, including the activities and tasks they complete. This visualisation helps the team to focus development on providing the most value to customers and their desired outcomes.

It provides context for teams by answering the following questions:

• Why are we building this?
• Who are we building this for?
• What value will the solution provide for the customer and when?

The story map still showcases the ‘stuff to be done’, the difference here though, is the way in which this information is visualised. As you can see, rather than listing these items out, each item is contextualised under a bigger piece of work. Besides the way the information is visualised, the key difference between a flat product backlog and a user story map, is the focus on the customer journey. Let’s unpack this by breaking down the anatomy of the user story map.

What A User Story Map Achieves that a Flat Product Backlog Can’t

• Focus on Desired Customer Outcomes: the visualisation of the customer journey allows teams to identify and implement features based on customer outcomes, and track progress at a glance against a story map
• Bring the Customer Journey to Life: the transformation of the flat product backlog to a customer centric story map means teams have a better understanding of their customer journey and what their customers want and value
• Prioritising Actions Based on Value to the Customer: visualisation of the customer journey allows teams to prioritise work based on “value to customer”, resulting in better outcomes and less waste

Are you getting lost in your flat product backlog? Are you stuck in an endless development cycle, but not really sure for who or why your building features?

Easy Agile TeamRhythm

Easy Agile TeamRhythm supports User Story Mapping, sprint or version planning, backlog refinement, and team retrospectives.

A product backlog represents all of the goals and desired outcomes within the development of a product. They are the specific tasks a team hopes to complete when they set out to design or improve upon a product.

What makes a product backlog so effective is its agile nature. Backlogs are in constant evolution, changing and adapting based on the current needs of stakeholders and customers. To keep a backlog up-to-date and in its most effective form, it needs to be continuously refined and adapted. This process takes time, but there are simple, powerful strategies for maintaining a quality backlog.

A good product backlog has four characteristics. It is:

• Detailed appropriately
• Estimated
• Emergent
• Prioritized

We’ll cover all of these attributes in detail, including how you can ensure your product backlog is in good health. But first, let’s get on the same page about product backlogs and the refinement process.

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What is a product backlog?

A product backlog is a prioritized and ordered list that represents the work to be completed by a development team. Backlog items are derived from the product roadmap and are organized based on the tasks that are most vital — the ones that will make the biggest impact at any given time.

Backlog items represent what it will take to develop a new product or improve an existing one with new features. It’s all of the work a team will tackle in the future, but it’s also a flexible, living organism that evolves as a development team learns more about the product and its stakeholders.

The product owner is in charge of ordering and prioritizing backlog items, placing high-priority items at the top. They are also responsible for backlog refinement, which ensures all backlog items are organized, have appropriate details, and are ready for any upcoming sprint planning.

Product backlogs vs. sprint backlogs

Sprint backlogs are quite similar to product backlogs, but they serve a different, more specific purpose. At the beginning of a Scrum, the product owner arranges the product backlog items that are to be completed by the Scrum team in that sprint.

The Scrum product backlog represents a small subset of the overall product backlog. The product backlog is the entire bottle of wine, while the sprint backlog is the glass of wine you’re going to tackle next. In this analogy, the Scrum master is the sommelier, providing guidance, context, and feedback throughout the sprint.

At the end of the sprint, a sprint review is conducted with the stakeholders to better understand what to tackle next. Backlog items that weren’t completed may be pushed back into the larger product backlog to get to at a later date or during the next sprint. Another sprint planning meeting will prepare the team to tackle the next batch of backlog items.

Why does a backlog need refinement?

Backlog refinement isn’t a luxury task reserved for when you get a chance to tidy up. Refinement is a key part of product backlog management that ensures a backlog always has the most recent, up-to-date information.

Refining the backlog prepares it for the development team, saving time in the long-run. The process helps to prioritize items and ensures there’s nothing in your backlog that you no longer need.

As you’re well aware, the agile methodology centers around flexibility and the ability to evolve a plan as new information or roadblocks appear. What you thought was important at the beginning of product development may not be necessary anymore, or your stakeholders may have turned you in a completely different direction.

Product backlog refinement includes:

• Adding detail to high-priority backlog items for greater comprehension.
• Improving and reviewing estimates.
• Removing items that are no longer relevant to the product.
• Adding items based on new stakeholder feedback.
• Making adjustments based on the most recent bug fixes.
• Prioritizing items that bring customer value.
• Ordering backlog items to deliver the most impact over the next sprint.

Backlog refinement takes time, but it’s well worth the effort to have a healthy, up-to-date backlog that’s always ready for the development team.

DEEP: The key attributes of a good product backlog

Roman Pichler, the author of Agile Product Management with Scrum: Creating Products That Customers Love, developed DEEP to describe the key attributes of a good product backlog. The acronym DEEP helps product owners and development teams understand how to make smart decisions while maintaining a successful backlog.

The concept is applied throughout the product backlog refinement process, which is a critical part of backlog management. Backlog refinement, previously called backlog grooming, is an ongoing process that ensures a backlog is in tip-top shape. We like to think of it like trimming the branches of a plant.

To help a plant grow, you need to prune and trim it. The refinement process adds details where needed and prioritizes items based on the current information a product owner has from team members and stakeholders.

DEEP stands for Detailed appropriately, Estimated, Emergent, and Prioritized.

Following these guidelines and best practices will lead to a quality backlog, which will lead to smooth product development and a successful end result. Let’s dig into each attribute. 🔎

Detailed appropriately

Details matter, especially as a user story rises in priority. As a backlog item gets closer to being completed or moved into a sprint backlog, it requires more detail. Upcoming backlog items should be detailed appropriately, so they can be better understood by the development team. The closer an item is to being completed, the more detail it should have.

On the other hand, items that are lower on the priority list don’t require nearly as much detail. It’s a poor use of time to add details to lower priority items since you never know how the backlog is going to evolve. You could waste a lot of time detailing low-priority items when they might be removed or revised later on in the process.

Estimated

Thorough estimation should be focused on high-priority items that will be tackled soon. As you refine your backlog and add more details to top-priority items, you can improve your estimation. A good option is using story points to zoom in on the details. They can help you accurately and practically reflect the reality of an item from the customer’s perspective.

📘 Read our guide to incorporating user story points to start using this technique.

Since not much is known about them, it’s difficult to properly estimate items that are lower in priority. When you are further down the priority list, your estimation will be more of a guess since you don’t have all of the information yet. In these cases, use a simple agile estimation technique, such as t-shirt sizing (labeling work items as XS, S, M, L, XL) to make a guesstimate. Based on the information you have at that moment in time, make an approximate estimate on the exertion required for that backlog item.

Emergent

The more you learn about the product and its customers, the more you can improve your product backlog. The backlog is a living document that represents your plan at any one given time. It’s not set in stone, and it should see revisions and improvements as you go.

With the information gleaned from retrospectives and stakeholder feedback, you can update the backlog to reflect what you’ve learned along the way. Allow your backlog to evolve, adding, removing, and refining items as needed.

Prioritized

A product backlog needs prioritization. Items at the top are a higher priority, and items toward the bottom are a lower priority. When deciding which items should be prioritized, consider the value each item will provide.

Your team can maximize its efforts by prioritizing the backlog items that will provide the most value to customers at any given time. Since this will change depending on the current needs of your customers, you need to continually adjust and refine your priority order.

Achieve a DEEP product backlog with Easy Agile

Easy Agile is dedicated to helping agile teams work more effectively. We have a suite of Jira apps designed for teams that want to develop products that put the customer at the forefront of decision making.

Easy Agile TeamRhythm transform your flat product backlog, prioritizing based on value to the customer and bringing the customer journey to life. They help teams organize and prioritize user stories while visualizing the customer journey. Keeping your customers embedded in your process will help you make refinement decisions that are in the best interest of the customer, no matter what phase of development you’re in.

Learn more about our agile apps and follow our blog for the latest content for Jira teams.

Sometimes the idea of writing user stories can seem like another "thing" on top of an already busy workload. But for software development teams who are looking to lead their own improvement and deliver software that works for their customers, writing effective user stories is the first step.

If you’re reading this post, it means you want to learn what will work best for the people who use your software, and improve how you approach software development. That's great! Our goal at Easy Agile is to help you do that.

So let’s start with why good user stories are important.

Why write user stories?

You may wonder why you should write user stories rather than writing features or tasks instead.

If this sounds like you, you might not yet have seen the value of writing user stories, and that they serve a very different purpose to writing features or tasks.

It’s easy to get buried in a cycle of feature development that lacks context. The objective becomes more about clearing your way through a large backlog than building solutions that add value for your customers. To build successful software, you need to focus on the needs of the people who will be using it. Your human customers. User stories bring that context and perspective into the development cycle.

What is a user story?

A user story helps agile software development teams to empathize with their customers. Written from the customer (or user) perspective, user stories help the development team understand what they need to build, and why they need to build it.

User stories are simplified, high-level descriptions of a user’s requirements written from that end user’s perspective. A user story is not a contextless feature, written in “dev” speak.

A User Story = the 'what'

A user story describes a piece of functionality from the point of view of the user.

User stories divide features into business processes.

A task = the 'how'

Tasks are the activities that need to be performed to deliver an outcome.

Tasks are individual pieces of work.

How do we write user stories?

You might like to think of a user story as an ‘equation’:

As a [user] + I want [intent] + so that [value]

Let’s break this down further;

As a [user] — this is the WHO. Who are we building this for? Who is the user?

I want [intention] — this is the WHAT. What are we building? What is the intent?

So that [value] — this is the WHY. Why are we building it? What is the value for the customer?

Let’s look at a few simple examples;

As an internet banking customer

I want to see a rolling balance for my everyday accounts

So that I can keep track of my spending after each transaction is applied

OR

As an administrator

I want to be able to create other administrators for certain projects

So that I can delegate tasks more efficiently

Following this equation, teams should make sure that their user stories are ticking all of the following checkboxes:

To write successful user stories:

• Keep them short
• Keep them simple
• Write from the perspective of the user
• Make the value or benefit of the story clear
• Describe one piece of functionality
• Write user stories as a team
• Use acceptance criteria to show an MVP.

Acceptance Criteria

User stories allow agile teams to balance the needs, wants and values of their customers with the activities they need to accomplish to provide that value.

The link pairing these two things together is acceptance criteria.

Acceptance Criteria or ‘conditions of satisfaction’, provide a detailed scope of user requirements. They help the team understand the value of the user story and help the team know when they can consider something to be done.

Acceptance Criteria Goals

Acceptance criteria should:

• clarify what the team should build before they start work
• ensure a common understanding of the problem or needs of the customer
• help team members know when the story is complete
• help verify the story via automated tests.

Let’s look at an example of a completed user story with acceptance criteria:

As a potential conference attendee, I want to be able to register for the conference online, so that registration is simple and paperless.

Acceptance Criteria:

• Conference Attendance Form
• A user cannot submit a form without filling out all of the mandatory fields (First Name, Last Name, Company Name, Email Address, Position Title, Billing Information)
• Information from the form is stored in the registration database
• Protection against spam is working
• Payment can be made via Paypal, Debit, or Credit Card
• An acknowledgment email is sent to the attendee after submitting the form

With this in mind, teams should make sure that their acceptance criteria considers all of the following:

• Negative scenarios of the functionality
• Functional and non-functional use cases
• Performance concerns and guidelines
• What the system or feature intends to do
• End-to-user flow
• The impact of a user story on other features
• UX concerns

Acceptance criteria should NOT include the following:

• Code review was done
• Non-blocker or major issues
• Performance testing performed
• Acceptance and functional testing done
  

Why?

Your acceptance criteria should not include any of the above, because your team should already have a clear understanding of what your Definition of Done (DoD) includes, for instance:

• unit/integrated testing
• ready for acceptance test
• deployed on demo server
• releasable

Writing effective user stories is a valuable practice that will help you and your team deliver software that stays relevant for your customers.

When you embrace user stories as more than just another task on your checklist, but instead view them as an essential tool for creating context and value for your projects, you can stay connected with your ultimate focus - your customer.

Transform your backlog into a meaningful picture of work to gain context for sprint and version planning, backlog refinement, and user story mapping.

Stay focused on your customers

Easy Agile TeamRhythm

Let's talk about the backlog refinement process, once known as backlog grooming. You might know the Pareto principle and the philosophy of doing 80% of the work with 20% effort. It sounds wonderful, right?

On the other hand, refining a product backlog, updating backlog items and estimates might seem like a luxurious activity one postpones until they’re free from other activities in the agile process.

However, that’s not the case. Refining the backlog is indispensable. Sometimes, the power lies in the details, and with backlog management, that couldn't be truer.

Backlog refinement resembles great chefs developing their new recipes. 🍳 That's because besides details, refining a backlog demands a great deal of filling in the gaps and adjusting.

Join us as we discuss what refining a backlog entails. We'll look at what it is, its importance, the details of how to do it, and some key tips.

First things first, let’s look at what backlog refinement is.

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About backlog refinement

Backlog refinement is like pruning a plant: You discard the branches that are no longer necessary so you can help the plant grow the right way.

That means that you already have items in your backlog, but they might need some information or an update before they’re implemented. Also, some items might even need to be cut off from the backlog.

Refining the backlog saves time and money by ensuring that its items are ready for development at the right time. It also ensures that no customer-valuable item is forgotten. On the other hand, it guarantees that only customer-valuable items are implemented. All of this helps you retain customer focus.

Pick up your pruning shears, because we’re about to help you trim your backlog. ✂️

The Product Owner most likely schedules work sessions to refine the backlog.

These backlog refinement sessions should be regular, though you can refine the backlog more informally as long as it's an ongoing process. Besides the Product Owner, some of the Scrum team members can participate. Remember that the Development Team, the Scrum Master, and Product Owner are the Scrum Team. Although the Product Owner can update the backlog themselves, it's a great practice to involve the team.

Besides keeping the backlog up-to-date and complete, backlog refinement involves:

• Splitting broad user stories or other types of backlog items such as tasks or bugs, plus adding detail to them to improve comprehension
• Adding or reviewing estimates to issues, as estimation is crucial to sprint planning
• Ordering backlog issues to deliver high-priority ones in the next Scrum iteration

Important: Keep in mind that the customer ultimately determines the priorities. That’s one of the reasons why backlog refinement should be customer-centric (more on that later).

Tools that help you keep your backlog customer-centric will also help you deliver better for your customers. Easy Agile TeamRhythm lets you view your backlog and sprints in the context of the user story map, so you the whole team can see at a glance the work that is most important to your users.

Now that you know what refining a backlog is and who’s involved, let’s cover how to do it.

How to refine a backlog

There are so many ways of refining a backlog that it would be impossible to give you the best one.

• You could refine — split and detail — first and estimate second, starting with the least understood items first.
• You could estimate first to conclude on items that demand refinement before estimation and only then refine high-effort items if necessary.
• You could use a dedicated tool to help you refine or estimate, such as Easy Agile TeamRhythm, or you could just rely on a spreadsheet or a whiteboard and pen.

When refining the backlog, the Product Owner and the involved team members pursue the following goals:

• Make sure the backlog is accurate, which means that it contains all the necessary items.
• Maintain the prioritization of those items.

Ensure the delivery of the most important items, which should be on top of the backlog.

In the course of refinement, those involved might need to revive the product vision and the product roadmap. It might also be helpful to create user personas and define acceptance criteria, especially for item detailing.

Do you know what a backlog item ready for a sprint looks like? If not, develop a definition of done as well as a definition of ready. Then, to achieve item readiness, work out items such as:

• Sharing an understanding of the acceptance criteria
• Agreeing on a structure for the full description of different kinds of item
• Defining a clear view of dependencies between items
• Identifying the subject matter expert for each item

Finally, you should refine high-priority items first. Those are the ones developers will implement first in the next sprint.

Remember that backlog refinement is the set of all activities that have to do with managing backlog items. But there’s a thing: Backlog refinement doesn't have a time-box. According to the Scrum framework, it's not one of the Scrum events. Instead, it's a continuous crusade, and it's not necessarily a meeting (although it can be).

As you get used to backlog refinement, you can use the following questions to evaluate your progress.

Backlog refinement checklist

While goals are nice to have, you need to carry out specific actions to achieve them. So, here's a checklist that you must regularly go through. You can use it to either evaluate if the backlog needs refinement or confirm that refinement is done for the moment.

• Does the backlog contain user stories or other kinds of items that no longer make sense?
• Did you elicit any user need that's not yet in an appropriate form of backlog item?
• Does your customer expect you to implement any urgent item that's at the bottom of the backlog?
• Did the importance of delivering any item change since the last time you looked at the backlog?
• Does the backlog have any item for which no agile estimate exists?
• Is any estimate outdated?
• Is any backlog item too broad to understand what developers should implement in the next sprint?

You can only claim to have a refined backlog when you answer "No" to all the above questions. Until then, keep working on it, and avoid the below traps.

WATCH: Eliminate your flat backlog

What to avoid with backlog refinement

1. Ask more experienced team members to detail backlog items or provide estimates. For instance, junior developers aren't well-equipped to do this — talk with more senior team members about these topics.

2. Involve select team members. Talking with the entire team tends to just add noise. And, as we mentioned above, you should try to involve more experienced team members rather than more junior people.

3. Document your decisions.  This is terribly important. Human memory is unreliable. So, to repeat good decisions and avoid bad ones, document both over time.

4. Do not excessively detail backlog items. Or you risk developers not knowing what to do with them. A great way to avoid this is involving some members of the Development Team in backlog refinement.

5. You shouldn't refine backlog items currently under development. You should refine the backlog for the next sprint or subsequent sprints.

6. Don't refine the backlog of the current sprint until it ends. You might feel tempted to only refine backlog items until the very last minute. That isn't good. Unexpected things happen, such as busy agendas, and discussions that take longer than anticipated...as a result, you might not deliver what's expected.

7. Avoid disagreements on estimates.  That's usually a sign that refinement is lacking for that item. Listen to those people who suggest the highest or the lowest estimates. They're usually the ones who didn't understand the items because of either missing or too much information.

8. Get multiple people to weigh in on estimates.  Although only asking one person may speed up the estimation, that doesn’t demonstrate a shared understanding. And that's something you should be keen about in backlog refinement.

If you’re unsure whether you need to do this process, take a look at the below benefits.

Best practices for maintaining a DEEP backlog

A truly effective backlog follows the DEEP principles - Detailed appropriately, Estimated, Emergent, and Prioritized. Here's how to operationalize these principles in your daily backlog management:

Detailed appropriately

• Progressive elaboration system: Implement a tiered detailing approach where items receive increasing levels of detail as they move up the backlog:
  • Tier 1 (Top of backlog): Fully detailed with acceptance criteria, mock-ups, and technical notes
  • Tier 2 (Next 2-3 sprints): Basic acceptance criteria and initial technical assessment
  • Tier 3 (Further out): Minimal detail, just enough to understand scope and purpose
• Detail-level checklist: Create a standardized "detail sufficiency" checklist for each backlog item priority level:

High-Priority Item Checklist:
☐ Acceptance criteria defined
☐ UI/UX considerations documented
☐ Dependencies identified
☐ Technical approach outlined
☐ Testing requirements specified

• Just-in-time detailing sessions: Schedule 30-minute sessions dedicated solely to detailing specific high-priority items that are approaching implementation, focusing on one item at a time rather than trying to detail everything at once.

Estimated

• Estimation calibration workshop: Hold a quarterly calibration session where the team re-estimates a few completed items to check if their estimation accuracy is improving or needs adjustment.
• Confidence rating system: Alongside each estimate, include a confidence rating (High/Medium/Low) to flag items that might need re-estimation closer to implementation.
• Reference story library: Maintain a small set of reference stories with known estimates that new team members can use to calibrate their understanding of story points or other estimation units.
• Rotational estimation lead: Assign a rotating role of "Estimation Lead" who prepares estimation materials and facilitates discussion for complex items before the refinement session.

Emergent

• Backlog evolution timeline: Create a visual timeline showing how major themes in your backlog have evolved, helping stakeholders understand the natural emergence of priorities over time.
• Split/merge tracking: Track items that are frequently split or merged to identify patterns that might indicate improper scope definition or changing understanding.
• Innovation time box: Reserve 10% of each refinement session to discuss potential new backlog items based on recent customer feedback, market changes, or technical discoveries.
• Pruning protocol: Establish a clear protocol for archiving or removing backlog items that haven't moved in 3-6 months, requiring explicit justification to keep items that remain stagnant.

Prioritized

• Multi-factor prioritization framework: Create a simple scoring system that considers business value, customer impact, technical risk, and strategic alignment when prioritizing items.
• Priority horizon planning: Define clear "priority horizons" where items are grouped by implementation timeframe (Now, Next, Later, Future) rather than trying to maintain a perfectly ordered list of 100+ items.
• Stakeholder priority alignment check: Conduct a monthly alignment check where key stakeholders review the top 10-15 backlog items to ensure prioritization still reflects current business needs.
• Urgency vs. importance matrix: Use a 2x2 matrix to visually map items based on urgency and importance, helping distinguish truly high-priority items from merely urgent ones.

The value of refining your backlog

Backlog refinement can save you time and money. Back in the old days, someone would basically engrave a requirement specification document in stone before development. With the rise of agile, that's ancient history.

A backlog contributes massively to the success of an agile project. It’s a living document, which means it changes over time. But while it changes, it must remain accurate. And there are no strict rules when it comes to refining a backlog. That means, for instance, that not every item requires detail.

However, the Product Owner should guarantee that the backlog items are ready for scheduling. 📅 And without backlog refinement, that would be a Herculean task.

Imagine meeting a sprint goal without:

• Enough information about backlog items or items with heavy, complex descriptions
• Outdated estimates or no estimates at all
• High-priority items forgotten at the tail of the backlog
• Items that reside only in people's heads or no longer represent value to the customer

Here’s what you would face:

• Crazy development calendars
• Undelivered items
• Items delivered late
• Insane budgets

That wouldn't definitely be a good prognostic for customer retention.

Bridging customer-centricity with your backlog structure

While most teams claim to be customer-centric, truly embedding customer needs into the fabric of your backlog requires systematic approaches:

Persona-driven backlog organization

Create a backlog structure that explicitly connects items to customer personas and journeys:

• Persona tagging system: Implement tags or custom fields in your backlog tool that associate each item with specific user personas (e.g., "Power User Sarah" or "New Customer Alex").
• Customer journey alignment: Map backlog items to specific stages in the customer journey, ensuring you're addressing needs across the entire experience.
• Persona-based filtering: Set up backlog views filtered by persona to periodically check if you're neglecting certain user types.

Voice-of-Customer integration practices

Establish regular rhythms to incorporate customer feedback directly into backlog management:

• Customer insight review: Schedule a monthly session where customer support logs, user research, and analytics are reviewed specifically to identify potential backlog additions or reprioritizations.
• Outcome-based grouping: Group backlog items by customer outcomes rather than features, helping the team focus on what customers want to achieve rather than specific implementations.
• Customer verification points: Mark specific high-impact backlog items for direct customer verification before implementation, creating a feedback loop that validates your understanding.

Customer value assessment framework

Implement a lightweight framework to assess customer value:

Customer Value Scale (1-5):
1: Nice to have, minimal user impact
2: Solves minor pain points for some users
3: Notable improvement for many users
4: Significant value add for core users
5: Game-changing capability for majority of users

Balancing detail: How to avoid over-refinement and under-refinement

Finding the right level of detail is crucial for efficient backlog management - it is a delicate balancing act, but with the right frameworks in place, you should be able to easily find your footing. Here are some ideas:

The "Just-Right" detailing framework

Implement a visual system in your backlog tool to indicate detail status:

• Red: Under-refined, needs substantial work before sprint planning
• Yellow: Partially refined, key questions remain
• Green: Appropriately detailed for its current priority

Detail radar chart

For complex items, use a simple radar chart to assess completeness across different detail dimensions:

• Functional requirements
• Technical considerations
• Edge cases/exceptions
• UX/UI specifics
• Testing approach

Time-boxed refinement protocol

Establish time limits based on item size:

• Small items: Max 15 minutes of refinement time
• Medium items: Max 30 minutes
• Large items: Max 60 minutes (or consider splitting)

If an item can't be sufficiently refined within these timeboxes, it's a signal that either the item is too large or fundamental understanding is missing.

Progressive detail thresholds

Define clear thresholds for when to increase detail:

• When an item moves into the "Next 2 Sprints" zone: Ensure all acceptance criteria are defined
• When an item moves into the "Next Sprint Candidates" zone: Add technical approach and testing strategy
• When an item is selected for upcoming sprint: Final detail check with implementation team

Documenting backlog decisions for traceability

Finally, create a system that preserves the context and reasoning behind backlog decisions.

Decision log integration

Maintain a lightweight decision log directly linked to backlog changes. It would look something like this:

‍Backlog Decision Log

Date: [Date]
Item: [Item ID/Name]
Decision: [Prioritization change, scope modification, etc.]
Rationale: [Business context, customer feedback, technical constraints]
Stakeholders: [Who was involved in or informed of the decision]
Impact: [What other items or timelines are affected]

Backlog item history annotations

Use comments or a history section in each backlog item to document significant changes.

• Priority changes (and why)
• Scope modifications
• Estimation adjustments
• Dependencies discovered

Backlog review snapshots

Take periodic "snapshots" of your backlog's top 20 items and save them with dates, to give you the historical context on how priorities have evolved.

Transition criteria documentation

Explicitly document the criteria that moved an item from one state to another.

• Why was this item pulled into the sprint?
• Why was this item deprioritized?
• Why did the estimate change significantly?

Regular backlog health audits

Implement a systematic approach to maintaining backlog health over time.

Monthly backlog health checklist

Date: [Date]
Auditor(s): [Names]

Items Review
- [ ] Items older than 6 months reviewed and updated/archived
- [ ] No orphaned items (all connected to epics/themes)
- [ ] All high-priority items have sufficient detail
- [ ] Acceptance criteria consistent across similar items

Metrics Review
- Backlog growth rate: [%]
- Item completion rate: [%]
- Average time in backlog: [Days]
- Estimation accuracy: [%]

Balance Review
- Technical debt vs. feature work balance: [Ratio]
- Distribution across strategic themes: [Analysis]
- Distribution across customer personas: [Analysis]

Action Items
1. [Action]
2. [Action]
3. [Action]

Backlog vitality score

You can even create a simple scoring system (0-100) for backlog health based on factors like:

• Freshness (when items were last updated)
• Detail quality
• Prioritization clarity
• Strategic alignment
• Technical debt balance

Track this score over time to identify trends.

Staleness detection automation

Set up automated flagging for potentially stale backlog items.

• No activity in 90+ days
• No recent changes despite being high priority
• Estimates or technical approaches that predate major system changes

Backlog refinement is an essential process

If you think of space missions and compare them to backlog refinement, the backlog is your mission guide. 🚀 And unless you have a refined backlog, your mission guide will get you no farther than your backyard. 😨

Backlog refinement should help you in your quest to have a permanently relevant set of items in your backlog. And by relevant, we mean complete, valuable, detailed yet straightforward, recently estimated, and correctly ordered.

While it’s VERY easy to forget about the importance of backlog refinement, don't. Focusing on the current sprint is essential, but delivering a satisfactory product is the most important thing. And an appropriately refined backlog helps team spirits.

Additionally, you don't want to be that Product Owner who gets a bucket full of questions during a sprint planning meeting. That's a strong indication that backlog refinement failed epically.

Easy Agile TeamRhythm can help you refine user stories by enabling you to:

• Register estimation in user stories
• Drag and drop user stories to prioritize by customer value and business value

Try out these tips during backlog refinement. We’re sure you’ll love it, and if you need a hand, we’re here and happy to help.

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.

Backlog prioritization is a never-ending task for product owners and product managers. As priorities evolve in response to changing business needs, or even as work is completed, or adjustments to team resourcing are made, it's important to maintain focus on the work that will deliver the most value by keeping your backlog in good shape. Agile estimation techniques can make prioritizing your backlog faster and easier.

So, let's take a look at some specific methods to prioritize your backlog and see how agile estimation can help deliver the most value to your end-users and stakeholders.

5 ways to prioritize a backlog

Of course, there are more than five ways to prioritize work items in a backlog. But, we've picked a few of our favorites that, when combined with an agile estimation process, help keep our product backlog prioritized so we can breeze through sprint planning.

1. Weighted Shortest Job First

Wow, is that a mouthful! Let's use the "WSJF" acronym to refer to this SAFe technique. Not as intimidating as it sounds, WSJF is a simple formula that assigns a business value to product backlog items.

WSJF = Cost of Delay ÷ Job Duration

Cost of Delay is the sum of three relative metrics:

• User/Business Value: the relative importance of the work item.
• Time Criticality: the decline of user/business value over time.
• Risk Reduction: the reduction of business or technical risk.

To determine the relative size for Cost of Delay, think of the lowest business value, the smallest decline in value over time, and the least risk reduction as a 1 value. The same as with Fibonacci sequence story point estimation, adjust that score appropriately when comparing work items to score them relative to one another.

The Job Duration is also expressed in relative terms. If you estimate your work items using relative estimation with story points, the story point value equals the Job Duration.

If you're using this technique to prioritize a large amount of work in a backlog where some items have only been t-shirt sized, convert your t-shirt sizes to standard Fibonacci numbers and use that value.

Warning: Be careful with converting t-shirt sizes to story points. You'll need a way to flag the t-shirt size work items that you converted to story points. You and your Scrum Master need to recognize those as t-shirt level estimations rather than the real story point estimates that come with fully refined work items.

See more at a glance in Easy Agile TeamRhythm, to make prioritizing your backlog faster

💡Tip: Add up to three extra fields on issue cards

SEE HOW

2. MoSCoW

Must-have, should-have, could-have, and won't-have are the buckets used to prioritize a backlog with the MoSCoW technique. The product team defines these designations based on the product's unique features and competitive offerings.

Each work item falls into one of those categories. The easiest part of this process is sending Won't-have items directly to the trash and getting them out of your way. Next, prioritize must-haves first and then should-haves. The could-have items naturally fall to the bottom of the backlog.

Take these items through your regular refinement meetings with your team members, and assign each item a t-shirt size or story point value. You're then ready to add the right amount of work items to your sprints or releases based on your teams' velocity or the number of story points they expect to finish during a sprint.

3. Kano

The Kano model of prioritization uses five classifications:

• Must-be: the basic functionality that your users expect.
• Attractive: a pleasant surprise for your users, but no one is going to be upset if it's not there.
• One-Dimensional: work items that make your users happy and will disappoint them if they aren't part of your product.
• Indifferent: work items that are unimportant to your customers. Often, these work items represent technical debt or enhancements that help the software development team develop more efficiently or work in the latest versions of their tech stack — but your customers really don't care about them.
• Reverse: the process of undoing a previous feature or update. If you've ever built a feature or made a UI update that your users hated, you understand reverse work items. Oops. Unfortunately, sometimes these are necessary evils, especially when it comes to security features or transitioning users to a new product after retiring a legacy product.

Like the MoSCoW method, you'll estimate these work items during refinement and then add them to your iteration or release plan. But, different from MoSCoW, you may want to balance out your sprints and releases with work items from each classification.

4. Stack Ranking

The most brutal of all prioritization techniques, stack ranking forces teams to have a linear rank of work items, which means there is only one top priority, one second priority, one third priority, and so on. Brutal!

Once you get used to it, stack ranking is a useful way to force product managers to make tough choices between work items. Even if two work items can be completed during the same sprint, it's up to the PO to determine which one gets done first, and then that choice is reflected in the sprint backlog.

Often, this job becomes easier when it's put in dire terms. For instance, if you only had one day to attract new users to your product, what work would you want in production? BOOM! There's your top priority.

The nice thing with stack ranking is that it allows POs to slide smaller work items into current sprints when other higher-priority work is too large. Adding the larger work item over-commits the team based on their velocity. Those small work items serve to fill up sprints so teams can maintain velocity and be as productive as possible. So, just because a two-story point work item is two-thirds the way down the backlog doesn't mean it will never get done.

5. Story Mapping

Story mapping helps you visualize the customer's journey through your product from start to finish. (Yep, we stole that straight from our other excellent article on story mapping.) For advanced story mappers, take what you’ve learned about story mapping, and think about how you can add MoSCoW or Kano techniques to your story maps.

Perhaps your epic backbone at the top of the user story map could represent the buckets in the MoSCoW method?

If you're like us, your story mapping sessions are productive brainstorming activities, and you'll leave the sessions with way more work than you can accomplish. By applying MoSCoW or Kano principles to the stories in your user journeys, you’ll discover the most important stories to prioritize and the stories that can wait for a later release.

Building agile estimation into backlog prioritization

We've given you five different techniques to corral your work items into an organized, prioritized, value-delivering product backlog:

1. Weighted Shortest Job First
2. MoSCoW
3. KANO
4. Stack Ranking
5. Story Maps

We've also shown you ways to incorporate agile estimates like t-shirt sizes and story points into your prioritization process to keep your team delivering the most important work while maintaining velocity and dazzling your customers and stakeholders.

We encourage you to take these ideas, share them with your team, and give them a try. If you need help using the Story Map concept, try Easy Agile TeamRhythm. However your team prioritizes its product backlog, remember to put the most important work first and then adjust those priorities as needed. Keep it easy and keep it agile!