Optimising Daily Stand Ups

Best Practices and Guidelines

Overview

The Daily Scrum, often called the daily stand-up, is a short, focused meeting held each day of the Sprint. It’s designed to synchronise activities, create a plan for the next 24 hours, and identify any impediments to progress. This factsheet provides practical guidance on running effective Daily Scrum sessions.

Why It Matters

Well-executed Daily Scrums:

  • Improve team communication and collaboration
  • Increase transparency of work progress
  • Help identify and remove obstacles quickly
  • Keep the team focused on the Sprint Goal
  • Reduce the need for additional meetings

Key Components

  1. Timeboxing: Strictly limited to 15 minutes
  2. Attendees: Development Team members (Scrum Master and Product Owner optional)
  3. Frequency: Held at the same time and place each working day
  4. Focus: Progress towards the Sprint Goal

Best Practices for Running Daily Scrum

1. Preparation

  • Ensure all team members are present and ready to start on time
  • Have the Sprint Backlog and any visual aids (like task boards) readily available
  • Remind the team of the current Sprint Goal

2. Structuring the Meeting

  • Start promptly and enforce the 15-minute timebox
  • Have each team member briefly address:
    1. What did I do yesterday that helped the team meet the Sprint Goal?
    2. What will I do today to help the team meet the Sprint Goal?
    3. Do I see any impediments that prevent me or the team from meeting the Sprint Goal?
  • Focus on progress and plans, not detailed status reports

3. Facilitation

  • Encourage brevity and focus in responses
  • Redirect detailed discussions to after the Daily Scrum
  • Ensure the team is addressing each other, not just the Scrum Master
  • Keep the energy high and the pace brisk

4. Addressing Impediments

  • Note impediments but don’t solve them during the Daily Scrum
  • Assign responsibility for impediment resolution
  • Schedule follow-up discussions as needed

5. Concluding the Session

  • Summarise any action items or follow-up discussions
  • Reinforce the Sprint Goal and current priorities
  • End on time, every time

Dos and Don’ts

Dos:

✅ Keep the meeting standing (if in-person) to maintain focus and brevity

✅ Use a task board or Sprint Backlog as a focal point

✅ Encourage team members to update progress before the meeting

✅ Rotate the meeting facilitator role among team members

✅ Start and end on time, regardless of who’s present

Don’ts:

❌ Don’t allow the meeting to become a detailed status report

❌ Avoid problem-solving during the Daily Scrum

❌ Don’t let managers or stakeholders turn it into a management reporting session

❌ Avoid letting one person dominate the conversation

❌ Don’t skip the Daily Scrum, even if some team members are absent

Practical Tips

  1. Use a timer visible to all participants to keep the meeting on track.
  2. Implement a “parking lot” for discussions that need to happen after the Daily Scrum.
  3. Try the “walk the board” approach, focusing on work items rather than individuals.
  4. Use a “talking token” to manage turn-taking in remote settings.
  5. Regularly review and adjust the format to keep it effective and engaging.

Common Pitfalls and How to Avoid Them

  1. Reporting to the Scrum Master:
    • Solution: Encourage team members to address each other, not just the Scrum Master.
  2. Lack of preparation:
    • Solution: Ask team members to update task boards before the meeting.
  3. Diving into problem-solving:
    • Solution: Use a phrase like “Let’s take that offline” to defer detailed discussions.
  4. Inconsistent attendance or timing:
    • Solution: Make attendance mandatory and stick to a consistent schedule.
  5. Losing focus on the Sprint Goal:
    • Solution: Keep the Sprint Goal visible and refer to it regularly.

Measuring Success

Evaluate the effectiveness of your Daily Scrums by tracking:

  • Meeting duration (consistently at or under 15 minutes)
  • Team member engagement and participation
  • Frequency of impediments identified and resolved
  • Team’s ability to self-organise and adapt plans

Conclusion

The Daily Scrum is a powerful tool for team synchronisation and focus when done right. By following these guidelines and continuously refining your approach, you can make your Daily Scrums more effective, engaging, and valuable to the team.

Last Updated: August 29th, 2024