Sprint Preparation

In traditional Scrum Sprint Planning, there is a single meeting to determine what can be done in the sprint and how it will be done. Bitovi breaks Sprint Planning meeting up into three parts:

• Sprint Prototype - Identifies the most valuable items that can be done. This is represented by the Sprint Goal and the shell stories in the sprint.

• Refinement - Meetings to determine how the work will be done.

• Sprint Planning - Finalizes the sprint goal and what will be done in the coming sprint.

We split sprint planning for multiple reasons:

• Improved Refinement Detail - Allows for time to prepare stories, ask questions, and do a bit of research.

• Efficiency - Reduces the total meeting time. Sprint Prototyping and Sprint Planning should be about 30 minutes each.

• Coordination - Works well with larger programs. Program sprint planning happens after Product team sprint prototyping. This allows teams to share goals and collect feedback.

Sprint Prototyping meetings should be “breadth-first.” That is, they should spend as little as time as possible identifying each need without going into depth on how a feature will work.

When the discussion starts to go too in-depth, remind the team that these things can be discussed in the refinement session and move to the next topic.

Before meeting with the team, it’s useful for the PO to do a “first pass” on the sprint prototype meeting. This typically involves reviewing Jira and making sure everything is prioritized and organized. This helps keep sprint preparation meetings focused.

1. Create the next 0000-00-00 Sprint PrototypingPreview meeting document. Share with the team so they are able to enter their PTO and Holidays.¹

2. Create the next sprint and the one following.
   
   

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   As you continue through the following preparation steps, you may start putting any stories you deem appropriate into the sprint.

    

3. Add the sprint prototype document to the sprint goals.
   
   

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4. Make sure all epics and stories are organized

   1. Make sure the epics are organized.
      
      

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      1. All epics that are “in progress” and beyond are listed on the team’s main board.
         
         If there are any new epics to take on, make sure they are marked as “in progress”.
         
         

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      2. Update the status of existing epics.
         
         

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      3. Make sure epics reflect the existing priorities of the team.
         
         

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   2. Make sure each epic’s stories are organized.

      1. Make sure stories are listed in priority order. If priorities are equal, put the more “complete” epics towards the top:

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      2. Move stories you think are likely for next sprint into the next sprint.

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      3. Create “shell” stories for any stories you think are missing.
         
         

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      4. For stories that haven’t been refined:
         - Change their status to refinement
         - Assign the TPO
         - Note who will help refine the story
         
         

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   3. Update the timeline or Advanced Plan with any known timing changes.

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5. Adjust the priorities across all of the sprint’s epics.

6. Outline a sprint goal in the 0000-00-00 Sprint PrototypingPreview document.

7. Share the sprint goal with the team in #internal slack prior to the meeting.

Agenda Summary:

1. Give the team a moment to:

   1. Update their PTO and Holidays

   2. Update their issue status

2. Review proposed sprint goals

3. For each epic:

   1. Review the status of the work

   2. Identify any stories that are needed for next sprint

4. Review the proposed sprint and sprint goals

Click on a release to see all the epics associated with that release. Then select the epic you want to review:

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For the epic, review the work.

• Are there stories that are going to roll over?

  • If yes, move them.

• What is it going to take to complete these epic?

  • Move appropriate stories from the backlog into the sprint.

  • Are there stories that are missing?

    • If yes, create shell stories (create them there and then!).

  • Identify who should be grooming the story. Write this in the story itself.

• When do we expect the work to be done?

  • Update the epic’s timing in the roadmap.

1. Prioritize all stories in the sprint.

2. Review the Sprint Goals

3. Review the available velocity.

4. Review who is going to be needed for grooming.