How do you run a great sprint planning meeting?

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Sprint planning is one of the most important agile ceremonies, where the team decides what to work on in the next sprint and how to do it. A great sprint planning meeting can set the tone for a productive and collaborative sprint, while a bad one can lead to confusion, frustration, and wasted time. How do you run a great sprint planning meeting? Here are some tips to help you.

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Maarten Dalmijn

Author of 'Driving Value with Sprint Goals' | Helping teams to beat the Feature Factory | Speaking, Training and…
Wim Wijsman

Scrum Master and Community Lead of the Rabobank Scrum Master Community
Mike Lyons

Reformed PMP turned Agile Delivery Expert | Enterprise Agile Certification 24/7/365 | 2xFaster, 2xFun | Money Back…

1 Prepare in advance

A successful sprint planning meeting requires some preparation from both the product owner and the development team. The product owner should have a prioritized and refined product backlog, with clear and testable user stories that align with the sprint goal and the product vision. The development team should have a good understanding of the current sprint progress, the technical dependencies, and the capacity for the next sprint. They should also review the product backlog and identify any questions or concerns they have about the user stories.

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Maarten Dalmijn

Author of 'Driving Value with Sprint Goals' | Helping teams to beat the Feature Factory | Speaking, Training and Consulting all over the world @ dalmyn.com
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1. The Product Backlog is ordered. 2. The Product Backlog doesn't have to contain User Stories (though it may). 3. Current Sprint progress does not apply, as work in the Sprint has not started yet. Besides these mistakes in the paragraph above, you should start with formulating a draft Sprint Goal, and then pull in the work you need to complete that goal. It doesn't have to be refined prior to Sprint Planning. Then, depending on feasibility, you either finalize the Sprint Goal or adjust the goal based on how much work you're pulling in.

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Surjadeep B.
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One of the hardest part of sprint planning is the accuracy of the estimation of the stories as it is a relative thing and is severely controlled by factors such as dependency(external/internal), risks and technical complexity. Forecasting and mapping these dependencies/risks as accurately as possible during the refinement sessions sets the stage for a concrete planning session.

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2 Set the agenda

A sprint planning meeting should have a clear agenda that covers the following topics: the sprint goal, the user stories, the tasks, and the definition of done. The sprint goal is a short and specific statement that summarizes what the team wants to achieve in the sprint. The user stories are the features or functionalities that the team will deliver to meet the sprint goal. The tasks are the detailed steps that the team will take to complete each user story. The definition of done is the criteria that the team will use to verify that a user story is finished and meets the quality standards.

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Maarten Dalmijn

Author of 'Driving Value with Sprint Goals' | Helping teams to beat the Feature Factory | Speaking, Training and Consulting all over the world @ dalmyn.com
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Some mistakes in the paragraph above 1. The team does not have to use User Stories. 2. Breaking down User Stories in tasks is optional. You can also use Acceptance Criteria. 3. Everybody should already know the DoD and no need to reiterate.

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3 Collaborate and communicate

A sprint planning meeting should be a collaborative and communicative process, where the team members share their ideas, opinions, and feedback. The product owner should explain the user stories and their business value, and answer any questions that the team has. The development team should estimate the effort and complexity of each user story, and break them down into tasks. The team should also discuss any risks, assumptions, or dependencies that might affect the sprint. The team should use a tool or a board to visualize the sprint backlog and track the progress.

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Manish Saini

Enabling Productivity in Testing | Consultant | SDET | Linkedin Top Voice 2023 ~ Test Automation | Python | API Testing | Continuous Testing | Performance Testing | Framework Design
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Including members from different teams can make your sprint planning more efficient. Must include QAs in sprint planning to add their perspective and add estimations for QA activities. This will help to finish the tasks in timelines.

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4 Keep it time-boxed

A sprint planning meeting should be time-boxed, meaning that it should have a fixed duration and end on time. The time-box depends on the length of the sprint, but a general rule of thumb is to allocate two hours for every one week of sprint. A time-box helps the team to focus on the most important and relevant topics, and avoid getting sidetracked or overwhelmed by details. A time-box also respects the team's time and energy, and prevents them from getting bored or exhausted.

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Aishwarya R.

Deloitte || Gold Medalist in Bachelors degree || BITS, Pilani || IIM-C || Ex-Microsoft || Ex-Wipro ll 220+ LinkedIn recommendations from my clients
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1) The term "timebox" comes from the idea of placing an activity inside a metaphorical "box" of time, and once that time is up, you stop working on the task, regardless of whether it's complete. 2) One more important point is, If the event is for 2 hours, if we complete the planning in 1 hour, we can leave the meeting. We do not have to wait until 2 hrs.

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5 Review and commit

A sprint planning meeting should end with a review and a commitment from the team. The team should review the sprint backlog and make sure that everyone understands and agrees on the sprint goal, the user stories, the tasks, and the definition of done. The team should also confirm that the sprint backlog is realistic and achievable, and that it matches the team's capacity and velocity. The team should then commit to delivering the sprint backlog, and express their confidence and enthusiasm for the sprint.

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Wim Wijsman

Scrum Master and Community Lead of the Rabobank Scrum Master Community
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There’s far too much description here. In the Sprint Planning the Scrum team should discuss a achievable Sprint Goal and commit to that. To get there the Sprint backlog will probably change!

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Mike Lyons

Reformed PMP turned Agile Delivery Expert | Enterprise Agile Certification 24/7/365 | 2xFaster, 2xFun | Money Back Guarantee | KaiRise.com
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The team should commit to doing everything they can to meet the sprint goal. Velocity and capacity are not a thing to commit to. The sprint goal is all that matters. If it takes more or less work to complete, we will figure that out as we go. Avoid locking into things like number of story point or number of stories if you choose to use that method - remember stories and estimation are optional.

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6 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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Karla Merza

Agile Professional: ?? Coaching, ?? Mentoring, ?? Public Speaking
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The result of the Sprint Planning session should be a plan that answers to the following questions: - Why is this Sprint valuable? - What can be Done in this Sprint? - How will the chosen work get done?

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Aishwarya R.

Deloitte || Gold Medalist in Bachelors degree || BITS, Pilani || IIM-C || Ex-Microsoft || Ex-Wipro ll 220+ LinkedIn recommendations from my clients
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Empower people and establish psychological safety so that people can open up, plan, and commit to the Sprint Plan. Out of this event is Committed Sprint backlog

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How do you run a great sprint planning meeting?

1

2

3

4

5

6

1 Prepare in advance

2 Set the agenda

3 Collaborate and communicate

4 Keep it time-boxed

5 Review and commit

6 Here’s what else to consider

Agile Methodologies

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How do you run a great sprint planning meeting?

1

2

3

4

5

6

1 Prepare in advance

2 Set the agenda

3 Collaborate and communicate

4 Keep it time-boxed

5 Review and commit

6 Here’s what else to consider

Agile Methodologies

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