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How do you communicate and validate acceptance criteria with the development team and the product owner?

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Acceptance criteria are the conditions that a user story or feature must meet to be accepted by the product owner and the stakeholders. They help define the scope, quality, and value of the product, and provide a common understanding and agreement among the development team and the product owner. But how do you communicate and validate acceptance criteria effectively in Scrum? Here are some tips and best practices to follow.

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Bernard Unamba

Programme Management | Digital Transformation
Edgar Zambrano

Staff Technical Program Manager, LinkedIn
Eduardo Azeredo

I Deliver Results | Strategy, Project, Operations | PMI CWCC Director.

1 Use the INVEST criteria

The INVEST criteria are a set of guidelines to help you write clear, concise, and testable acceptance criteria. They stand for Independent, Negotiable, Valuable, Estimable, Small, and Testable. By applying these criteria, you can ensure that your acceptance criteria are aligned with the user story, the business goals, and the technical feasibility.

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2 Collaborate with the team and the product owner

Communication and collaboration are key to creating and validating acceptance criteria. You should involve the development team and the product owner in the process of defining, refining, and reviewing the acceptance criteria. You can use techniques such as user story mapping, example mapping, or specification by example to elicit, visualize, and verify the acceptance criteria with the team and the product owner.

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Edgar Zambrano

Staff Technical Program Manager, LinkedIn
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The team will succeed only if the acceptance criteria is met. Make it clear to everyone. That is the goal. To ensure that the acceptance criteria is accurate, complete, and feasible, it is important to involve the development team and the product owner early in the process. This will give you their input and feedback on the acceptance criteria. When communicating the acceptance criteria, use clear and concise language to avoid jargon and technical terms that the development team or the product owner may not understand. Be open to feedback from the development team and the product owner to ensure that the acceptance criteria is accurate, complete, and feasible.

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3 Write acceptance criteria in simple language

The acceptance criteria should be written in simple, understandable, and unambiguous language. You should avoid using technical jargon, complex logic, or vague terms. You should also use a consistent format and structure for your acceptance criteria, such as the Given-When-Then or the SMART format. This will help the team and the product owner to read, understand, and test the acceptance criteria easily.

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Bernard Unamba

Programme Management | Digital Transformation
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Understand the Acceptance Criteria: As a product owner, make sure you have a clear understanding of the acceptance criteria yourself. Work closely with stakeholders and gather all the necessary information to define the criteria for each user story or feature. Document the Acceptance Criteria: Write down the acceptance criteria in a clear and concise manner. Visualize with Examples: Provide concrete examples or scenarios that illustrate the acceptance criteria. Incorporate Developer Input: Give the development team an opportunity to provide input on the acceptance criteria.. Documentation and Accessibility: Ensure the acceptance criteria are documented in a central location that is easily accessible to all team members.

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H.E. Amb. Dr. Anita Mckaney, DDiv (h.c.), CMD, MDY, MSN, CDKA, RN

Nurse Professor, Missions Minister, Disaster Chaplain, Ambassador & Humanitarian
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Using SMART goals for acceptance criteria in scrum can help to deliver consistently high-quality products. SMART stands for Specific, Measurable, Achievable, Relevant and Time-bound. Acceptance criteria are the conditions that must be met for a user story or a product increment to be accepted by stakeholders. They ensure a concise way of verifying work. Some examples of SMART acceptance criteria are: - The user can log in with their email and password within 3-5 seconds. - The app displays a list of nearby restaurants based on the user's location and preferences. - The website has a responsive design that adapts to different screen sizes and devices. This can ensure understanding of what needs to be done and how to objectively measure it.

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4 Keep acceptance criteria up to date

The acceptance criteria are not static. They may change or evolve as the product backlog is refined, as new feedback is received, or as new dependencies or risks are identified. You should keep the acceptance criteria up to date and reflect the current state of the user story or feature. You should also communicate any changes or updates to the team and the product owner promptly and clearly.

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5 Review acceptance criteria during sprint events

The acceptance criteria should be reviewed and validated during the sprint events, such as the sprint planning, the daily scrum, the sprint review, and the sprint retrospective. These events provide opportunities for the team and the product owner to discuss, clarify, and confirm the acceptance criteria, as well as to identify and resolve any issues or gaps. The acceptance criteria should also be used as the basis for testing and demoing the product increment.

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6 Seek feedback and improvement

The acceptance criteria are not perfect. They may have errors, inconsistencies, or ambiguities that can affect the quality and value of the product. You should seek feedback and improvement on your acceptance criteria from the team, the product owner, and the stakeholders. You should also use metrics and data to measure and evaluate the effectiveness of your acceptance criteria, and to identify areas for improvement.

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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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Eduardo Azeredo

I Deliver Results | Strategy, Project, Operations | PMI CWCC Director.
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It's crucial to understand that the acceptance criteria is a checklist to verify the output created by the team is done-done, which means nothing else needs to be done (in software development, I like to ask "Can we deploy this in production right now?"). The review and QA process must take into consideration the acceptance criteria.

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How do you communicate and validate acceptance criteria with the development team and the product owner?

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1 Use the INVEST criteria

2 Collaborate with the team and the product owner

3 Write acceptance criteria in simple language

4 Keep acceptance criteria up to date

5 Review acceptance criteria during sprint events

6 Seek feedback and improvement

7 Here’s what else to consider

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