Mastering Sprint Planning

Best Practices and Guidelines

Overview

Sprint Planning is a crucial Scrum event that kicks off each sprint. It sets the tone for the entire sprint and aligns the team on what can be delivered in the upcoming iteration and how that work will be achieved. This factsheet provides practical guidance on running effective Sprint Planning sessions.

Why It Matters

Well-executed Sprint Planning:

  • Ensures the team has a clear, shared understanding of the sprint goal
  • Increases the likelihood of meeting sprint commitments
  • Fosters team collaboration and ownership
  • Aligns development work with business priorities

Key Components

  1. Timeboxing: 8 hours max for a 4-week sprint (proportionally less for shorter sprints)
  2. Attendees: Entire Scrum Team (Developers, Scrum Master, Product Owner)
  3. Inputs: Product Backlog, previous Sprint’s outcome, team capacity, velocity
  4. Outputs: Sprint Goal, Sprint Backlog

Best Practices for Running Sprint Planning

1. Preparation

  • Ensure the Product Backlog is refined and prioritised before the meeting
  • Have a clear Sprint Goal in mind
  • Review team capacity (considering vacations, company events, etc.)
  • Prepare the meeting space or virtual environment

2. Setting the Stage

  • Start with a brief team check-in
  • Review the Sprint Goal and its alignment with broader objectives
  • Discuss any changes in team capacity or organisational priorities

3. Sprint Backlog Creation

  • Select high-priority items from the Product Backlog
  • Break down items into tasks (if not done during Backlog Refinement)
  • Estimate effort for tasks
  • Confirm team’s capacity to complete the selected items

4. Planning the Approach

  • Discuss dependencies and potential blockers
  • Identify risks and mitigation strategies
  • Agree on how the team will work together to deliver the Sprint Goal

5. Concluding the Session

  • Recap the Sprint Goal and selected backlog items
  • Confirm team commitment
  • Schedule any necessary follow-up discussions

Dos and Don’ts

Dos:

✅ Encourage active participation from all team members

✅ Focus on outcomes rather than just outputs

✅ Leave room for flexibility and adjustment during the sprint

✅ Use visual aids (e.g., task boards, burndown charts) to support discussions

✅ Timebox discussions to maintain focus and energy

Don’ts:

❌ Don’t try to plan every minute detail of the sprint

❌ Avoid assigning tasks to specific team members during planning

❌ Don’t ignore team concerns about capacity or feasibility

❌ Avoid rushing through the session to “get it over with”

❌ Don’t let one person dominate the conversation

Practical Tips

  1. Use the “Fist of Five” technique for quick consensus checks on estimations or decisions.
  2. Implement a parking lot for discussions that are important but not immediately relevant.
  3. Rotate facilitation duties among team members to foster engagement and skill development.
  4. Start with the Sprint Goal and work backwards to select appropriate Product Backlog items.
  5. Use Planning Poker or similar estimation techniques to involve the whole team in sizing efforts.

Common Pitfalls and How to Avoid Them

  1. Overcommitment:
    • Solution: Use historical velocity data and respect the team’s own estimations.
  2. Lack of clear acceptance criteria:
    • Solution: Ensure each selected Product Backlog item has well-defined acceptance criteria.
  3. Ignoring dependencies:
    • Solution: Create a dependency map at the start of planning and address potential blockers.
  4. Unrefined backlog items:
    • Solution: Implement a “Definition of Ready” for backlog items to be considered in Sprint Planning.
  5. Losing sight of the Sprint Goal:
    • Solution: Keep the Sprint Goal visible throughout the session and refer back to it regularly.

Measuring Success

Evaluate the effectiveness of your Sprint Planning sessions by tracking:

  • Sprint Goal achievement rate
  • Team member satisfaction with the planning process
  • Frequency of mid-sprint scope changes
  • Accuracy of effort estimations vs. actuals

Conclusion

Effective Sprint Planning sets the foundation for a successful sprint. By following these guidelines and continuously improving your process, you can enhance team collaboration, increase predictability, and deliver more value to your stakeholders.

Last Updated: August 29, 2024