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How can you make the product backlog visible and accessible to everyone on your team?

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The product backlog is a dynamic list of features, user stories, bugs, and other items that represent the work needed to deliver value to the customers and stakeholders of a product. As a product manager, you want to make sure that the product backlog is visible and accessible to everyone on your team, so that they can collaborate, prioritize, and execute effectively. In this article, you will learn some practical tips on how to make the product backlog visible and accessible to everyone on your team.

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1 Choose a suitable tool

The first step to make the product backlog visible and accessible is to choose a suitable tool that can store, organize, and update the backlog items. There are many tools available, such as Jira, Trello, Asana, or Excel, that can help you manage the product backlog. The tool you choose should match your team's preferences, workflows, and needs. Some features to look for in a good tool are: easy to use, customizable, collaborative, integrable, and scalable.

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Rohit Taneja

Product leader award winner Product Manager - Revolutionizing Loyalty, payments and MarTech: Crafting Value-Driven Products with Strategic Analytics and AI
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Identifying the correct tool is of utmost importance, and it should combine ease of use and intuitiveness with robust access controls. It's crucial that everyone in the company has the ability to view the product backlog, fostering an open and inclusive culture where anyone can freely discuss the backlog and question its relevance at any given moment. Additionally, maintaining a sense of privacy is vital because the backlog contains upcoming features that should remain confidential and undisclosed to competitors.

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2 Define a clear structure

The second step to make the product backlog visible and accessible is to define a clear structure that can help you group, categorize, and rank the backlog items. A clear structure can help you avoid confusion, duplication, and ambiguity in the backlog. Some common ways to structure the product backlog are: by themes, epics, user stories, and tasks; by priority, value, effort, and risk; by release, sprint, or iteration; or by status, such as to do, in progress, or done.

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Richard Middleton

PMP | Product Owner | Process Automation Workflow | Agile | Project Management | Data Analytics | BPMN
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Having an agreed “definition of ready” for managing the backlog along with clearly defined responsibilities as to who in the team is responsible for completing and updating each part, helps ensure that all parties are engaged and that what work is required is understood by all. The visibility and accessibility of the backlog within the team then naturally comes with engagement relating to those responsibilities. To give stakeholders without responsibility in the backlog process visibility into your planning, it can be given at a less granular level (eg milestones/epics rather than task( through your product or project roadmap which should always be referred to in the meetings with said stakeholders.

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3 Communicate the vision and goals

The third step to make the product backlog visible and accessible is to communicate the vision and goals of the product to everyone on your team. The vision and goals can help you align the backlog items with the strategic direction and desired outcomes of the product. They can also help you explain the rationale and value behind each backlog item, and how they contribute to the overall product success. You can communicate the vision and goals through various methods, such as roadmaps, OKRs, user personas, or customer journeys.

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Rohit Taneja

Product leader award winner Product Manager - Revolutionizing Loyalty, payments and MarTech: Crafting Value-Driven Products with Strategic Analytics and AI
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The product backlog serves as a straightforward means to connect with the vision. While the vision represents what you aspire to become, the mission outlines the path to achieve it. Consequently, the product backlog should mirror how you intend to accomplish your vision.

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4 Involve the team in refinement and prioritization

The fourth step to make the product backlog visible and accessible is to involve the team in refinement and prioritization of the backlog items. Refinement and prioritization are ongoing processes that help you keep the backlog relevant, actionable, and manageable. By involving the team, you can leverage their insights, feedback, and expertise to improve the quality and clarity of the backlog items. You can also foster a sense of ownership, commitment, and collaboration among the team members. You can involve the team in refinement and prioritization through regular meetings, workshops, surveys, or voting.

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5 Review and update the backlog frequently

The fifth step to make the product backlog visible and accessible is to review and update the backlog frequently. The product backlog is not a static document, but a living artifact that reflects the changing needs and expectations of the customers and stakeholders. By reviewing and updating the backlog frequently, you can ensure that the backlog items are aligned with the current reality, market conditions, and feedback. You can also remove any outdated, irrelevant, or low-value items from the backlog. You can review and update the backlog frequently by tracking the progress, metrics, and results of each backlog item.

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6 Share and solicit feedback

The sixth step to make the product backlog visible and accessible is to share and solicit feedback from everyone on your team, as well as from other relevant parties, such as customers, users, or stakeholders. Sharing and soliciting feedback can help you validate, improve, and prioritize the backlog items. It can also help you build trust, transparency, and engagement among the team and the stakeholders. You can share and solicit feedback through various channels, such as demos, reviews, retrospectives, surveys, or interviews.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you make the product backlog visible and accessible to everyone on your team?

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3

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5

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1 Choose a suitable tool

2 Define a clear structure

3 Communicate the vision and goals

4 Involve the team in refinement and prioritization

5 Review and update the backlog frequently

6 Share and solicit feedback

7 Here’s what else to consider

Product Management

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How can you make the product backlog visible and accessible to everyone on your team?

1

2

3

4

5

6

7

1 Choose a suitable tool

2 Define a clear structure

3 Communicate the vision and goals

4 Involve the team in refinement and prioritization

5 Review and update the backlog frequently

6 Share and solicit feedback

7 Here’s what else to consider

Product Management

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