Agile Success Recipes: Example Agendas for Efficient Scrum Ceremonies

If you’re new to leading Scrum events, knowing what to do can be tough. Having a set agenda can make things easier for you and your team. It helps everyone know what to expect.

I’ve got my own agendas that work for me, but it’s a good idea to get different takes. Why not ask ChatGPT to suggest some? The examples you’ll see here came from ChatGPT 4 and were adapted by me. Use them as a guide and tweak them to fit what your team needs.

Planning

A Scrum Planning Meeting is an essential event in the Sprint cycle, where the team collaborates to define what can be delivered in the upcoming sprint and how that work will be achieved. Here’s a detailed agenda for a 2-hour Scrum Planning Meeting:

① Sprint Goals Setting

Length: 15 minutes

Purpose: To define the overarching goals of the upcoming sprint.

Steps:

1. Product Owner presents the top items in the product backlog.
2. Team discusses how these items contribute to the product goal.
3. Team collaborates to formulate Sprint Goals that align with the Product Goal.

Output: Defined Sprint Goals that are agreed upon by the team.

② Backlog Refinement and Prioritization

Length: 30 minutes

Purpose: To refine and prioritize the backlog items that can help achieve the Sprint Goals.

Steps:

1. Product Owner discusses the priority of backlog items.
2. Developers asks clarifying questions and discusses dependencies.
3. Team collectively decides on the items to bring into the Sprint, based on priority and capacity.

Output: A prioritized list of backlog items for the Sprint.

③ Task Identification

Length: 30 minutes

Purpose: To break down backlog items into actionable tasks.

Steps:

1. For each backlog item, the team discusses what needs to be done and its Acceptance Criteria.
2. Developers volunteer for tasks or tasks are assigned based on expertise.
3. Each task is estimated (usually in hours).

Output: A list of detailed tasks with initial estimates and assignees.

④ Sprint Capacity Planning

Length: 20 minutes

Purpose: To confirm the team’s capacity and ensure the Sprint is realistic.

Steps:

1. Each team member discusses their availability and potential impediments.
2. Team evaluates historical velocity and capacity for the new sprint.
3. Adjust the Sprint backlog, if necessary, based on capacity discussions.

Output: An adjusted Sprint backlog that matches the team’s capacity.

⑤ Risk Identification and Mitigation

Length: 15 minutes

Purpose: To identify potential risks and plan for mitigation.

Steps:

1. Brainstorming possible risks that could impact the Sprint.
2. Discussion of risk severity and probability.
3. Development of a basic risk mitigation strategy for the highest priority risks.

Output: A list of identified risks with a basic mitigation plan.

⑥ Definition of Done (DoD) Review

Length: 10 minutes

Purpose: To ensure everyone has a clear understanding of what “Done” means for a Sprint item.

Steps:

1. Review the Definition of Done criteria.
2. Discuss any updates needed to the DoD based on previous sprint retrospectives.
3. Confirm everyone’s understanding and agreement.

Output: A confirmed Definition of Done for the current Sprint.

⑦ Closing and Commitment

Length: 10 minutes

Purpose: To finalize the plan and obtain commitment from each team member.

Steps:

1. Recap the Sprint Goals, Sprint backlog, risks, and DoD.
2. Each team member verbally commits to the Sprint and their respective tasks.
3. Address any final concerns or questions.

Output: The team’s commitment to the Sprint Plan and clarity on the next steps.

Total Duration: 2 hours

By the end of this meeting, the Scrum team should have a clear understanding of what they are aiming to achieve in the upcoming sprint, a plan for how to get there, and a commitment to the sprint objectives. The meeting’s success is contingent on active participation from all team members and clear communication from the Product Owner and the Scrum Master.

Product Backlog Refinement

A Product Backlog Refinement (PBR) meeting is where the Scrum Team reviews items on the Product Backlog to ensure they are appropriately prioritized and detailed enough for future sprints. Here’s an agenda for a 2-hour Product Backlog Refinement meeting:

① Review of Current Backlog Status

Length: 15 minutes

Purpose: To give the team an overview of the current state of the Product Backlog.

Steps:

1. Product Owner provides a quick recap of the current priorities.
2. Quick review of the progress made since the last refinement session.
3. Highlight any new market/customer insights that may impact the backlog.

Output: Shared understanding of the starting point for refinement.

② High-Priority Items Deep Dive

Length: 40 minutes

Purpose: To discuss and refine the highest-priority backlog items.

Steps:

1. Product Owner presents the top items needing refinement.
2. Developers discuss each item’s requirements, asking questions for clarification.
3. Refinement of Acceptance Criteria for each item.
4. Preliminary estimation of effort if ready for estimation.

Output: Refined high-priority backlog items with clear Acceptance Criteria.

③ Estimation Session

Length: 30 minutes

Purpose: To estimate the effort required for the refined backlog items.

Steps:

1. Quick review of estimation techniques (e.g., story points, T-shirt sizes).
2. Team engages in estimating effort using chosen technique (e.g., Planning Poker).
3. Discussion and agreement on estimates; re-estimation if needed.

Output: Estimated efforts for the refined backlog items.

④ Mid-to-Low Priority Items Review

Length: 20 minutes

Purpose: To assess and refine mid-to-low priority items for future sprints.

Steps:

1. Briefly review each item and decide whether it should stay in the backlog.
2. Update or provide a rough estimation of the items based on new insights.
3. Re-prioritize items, if necessary, based on the team’s discussions.

Output: An updated and re-prioritized mid-to-low priority backlog segment.

⑤ Story Splitting and Dependency Analysis

Length: 15 minutes

Purpose: To break down complex items and identify dependencies.

Steps:

1. Identify large user stories that can be split into smaller, more manageable ones.
2. Discuss and document any dependencies between backlog items.
3. Agree on an approach for handling identified dependencies.

Output: A list of smaller user stories and a map of item dependencies.

⑥ Backlog Health Check and Clean-up

Length: 15 minutes

Purpose: To remove or update outdated items and ensure the backlog remains relevant and manageable.

Steps:

1. Review low-priority items for relevance and potential removal.
2. Discuss any items that haven’t moved in a long time (backlog stagnation).
3. Decide on next steps for each outdated item (e.g., keep, transform, or remove).

Output: A refined and clean backlog free from outdated or irrelevant items.

⑦ Wrap-up and Action Items

Length: 15 minutes

Purpose: To summarize the session and outline next steps.

Steps:

1. Recap the decisions made during the session.
2. Assign any action items for further clarification or research.
3. Confirm the date for the next refinement session.

Output: A clear set of action items and a timeline for completion.

Total Duration: 2 hours

The purpose of this meeting is to ensure that the Product Backlog is continuously updated to reflect the project’s current needs and to prepare for upcoming Sprint Planning. It’s important for the Product Owner to facilitate the meeting, with the Scrum Master ensuring that the team stays on track and that each item on the agenda is given adequate time for discussion.

Review

The Sprint Review meeting is held at the end of each Sprint to inspect the increment and adapt the Product Backlog if needed. Here’s an agenda for a 1-hour Sprint Review meeting:

① Sprint Overview

Length: 5 minutes

Purpose: To provide a quick recap of the Sprint goals and context for the work completed.

Steps:

1. The Scrum Master or Product Owner summarizes the goals and main objectives of the Sprint.
2. A brief overview of the Sprint deliverables is provided.

Output: A clear context for stakeholders and the team about what was intended for the Sprint.

② Demonstration of Done Work

Length: 25 minutes

Purpose: To showcase the work that has been completed during the Sprint.

Steps:

1. The Developers presents the completed work and how it meets the “Definition of Done”.
2. Stakeholders are given the opportunity to see the product increment in action.

Output: A demonstrated increment of the product that is potentially shippable.

③ Product Backlog Review and Adaptation

Length: 10 minutes

Purpose: To discuss changes in the Product Backlog based on the Sprint’s outcomes.

Steps:

1. The Product Owner discusses the current state of the Product Backlog and any changes due to the Sprint.
2. A brief review of upcoming items on the backlog is made.

Output: An updated Product Backlog that reflects the outcomes of the Sprint and any new information.

④ Stakeholder Feedback and Discussion

Length: 15 minutes

Purpose: To receive feedback from stakeholders and discuss what is next.

Steps:

1. Stakeholders provide feedback on the increment and discuss additional needs or changes.
2. Open discussion between the team and stakeholders to understand the feedback’s implications.

Output: Valuable feedback from stakeholders that can be turned into actionable backlog items.

⑤ Wrap-Up and Closing

Length: 5 minutes

Purpose: To conclude the meeting, summarize the outcomes, and discuss next steps.

Steps:

1. Summarize the feedback and key points from the demonstration.
2. Agree on any immediate action items or follow-up meetings if necessary.
3. The Scrum Master ensures everyone is clear about the outcomes of the Review.

Output: A clear conclusion to the Sprint Review, with agreed-upon action items and follow-ups.

Total Duration: 1 hour

In the Sprint Review, the focus is on collaboration and feedback. It is not a one-sided presentation but an interactive session involving the Scrum Team and stakeholders. The goal is to provide a platform for open communication, foster transparency, and create a shared understanding of where the product is and where it is headed. The Scrum Master facilitates the event to ensure it is productive and stays within the timebox.

Retrospective

The Sprint Retrospective is an opportunity for the Scrum Team to inspect itself and create a plan for improvements to be enacted during the next Sprint. Here’s an agenda for a structured 1-hour Sprint Retrospective:

① Setting the Stage

Length: 5 minutes

Purpose: To establish a focus for the Retrospective and ensure that everyone is mentally prepared to engage.

Steps:

1. The Scrum Master opens the meeting with a brief introduction and objectives of the Retrospective.
2. A short icebreaker or check-in to get the team comfortable sharing their thoughts.

Output: A team that is ready to engage in open and honest discussion.

② Gather Data

Length: 15 minutes

Purpose: To create a shared picture of what happened during the Sprint from different perspectives.

Steps:

1. Team members list highlights and lowlights of the Sprint, noting achievements and challenges.
2. Use of timelines, histograms, or sprint burndown charts to visualize the Sprint data.

Output: An overview of the Sprint’s events, data, and emotional journey.

③ Generate Insights

Length: 15 minutes

Purpose: To understand the ‘why’ behind successes and challenges.

Steps:

1. Discussion around the gathered data to identify patterns and root causes of issues.
2. Use techniques like ‘5 Whys’ or ‘Fishbone diagram’ to explore causes and effects.

Output: Identified key areas of improvement and reasons behind the Sprint’s dynamics.

④ Decide What to Do

Length: 15 minutes

Purpose: To agree on actionable commitments that address the identified improvements.

Steps:

1. Brainstorm potential solutions or improvements.
2. Prioritize the ideas and decide on a manageable number of items to take action on.
3. Formulate action items with clear owners and deadlines.

Output: A list of actionable improvements for the next Sprint with defined responsibilities.

⑤ Closing the Retrospective

Length: 10 minutes

Purpose: To summarize the meeting and ensure a clear way forward.

Steps:

1. Review the agreed-upon action items and ensure everyone is clear on their next steps.
2. Quick roundtable for each member to express their feelings about the Retrospective.
3. The Scrum Master thanks the team, possibly with some motivational closing words.

Output: Confirmation of the Retrospective’s action plan and team buy-in.

Total Duration: 1 hour

The Retrospective should foster an atmosphere of transparency and trust, encouraging all team members to share their views constructively. It’s important to focus on continuous improvement and not on placing blame. The Scrum Master’s role is to facilitate this process, ensuring the meeting remains positive and productive.

   

As we wrap up this guide on Scrum ceremonies, remember that the agendas and examples provided are starting points—tools to be refined as you grow in your role and as your team evolves. Embrace the flexibility of Scrum, and don’t shy away from customizing these frameworks to better fit the unique rhythms of your team’s workflow. Your journey as a Scrum Master is about facilitating progress and fostering collaboration, and with these tailored agendas, you’re well-equipped to steer your team towards continuous improvement and success. Keep iterating, keep learning, and most importantly, keep your team engaged. Here’s to the productive sprints ahead!