The 4 essentials of backlog refinement: What it is, how to do it, and why feedback matters
What is a backlog refinement session and what are its benefits
A backlog refinement session is a meeting where the team meets to discuss how work will be accomplished in the coming time period. The question of what may or may not change during this time period is then discussed and decisions are made. This is the process by which all decisions that affect schedule, cost and scope are made. For example, a change in scope might be requested by a team member or the project sponsor. This change may have been assumed that it would be implemented at some point during the project. However, the project manager may not be able to make this happen within the period of time specified in the schedule. In this case, there are two options: either change scope according to what was originally planned or contact peers outside of the organisation and allow them to make this change for you (which involves more cost for your organization).
A backlog refinement session isn’t limited to scope. The team can also refine their process as well as the products. For example, a new process may be identified and something may need to be done to change the way work is done to incorporate this new process. In this case, it may be necessary for the team to meet and decide on how it will incorporate this new process. This can mean spending time discussing the merits of each possible approach or deciding what process will be used without taking any action. In this way, the backlog refinement session provides an opportunity for the team to refine their process and their products.
How to run a backlog refinement session
A backlog refinement is a meeting, not a workshop or an event. There is no agenda or checklist. Just make sure everyone on the team understands the purpose of the session and what will be accomplished that day. Introduce any changes to the process that the team needs to implement. Agree on the tasks the team will accomplish during this time.
The Product Owner is the only one who speaks and all other attendees listen. During the session, the Product Owner will go through the backlog, one item at a time. At that point everyone will discuss anything they think is relevant for the item and how to refine it so it better reflects what needs to be built.
Everyone on the team should ask clarifying questions for any items that are unclear. This will help ensure that the backlog is both accurate and complete and that they are not missing anything important.
At the end of the session, ask everyone on the team what they accomplished during the meeting, what they agree to do after this meeting and any additional items they want to discuss.
The importance of feedback in a backlog refinement session
Feedback is important in a backlog refinement session because it helps the team to make better decisions. It also helps everyone to understand the project and to feel confident they can do it. Therefore, an important first step in any backlog refinement session is for the product owner to introduce the project and explain how it fits with the team’s current and future goals.
In agile development teams, the product owner usually leads the backlog refinement session.
The product owner explains what they want to achieve with the project. They explain why they have chosen each story in the backlog.
If there are any technical or logistical difficulties that need to be overcome for a story, the product owner explains them and asks if these difficulties can be overcome by the team.
The product owner also explains how they want to measure the value of stories. The team will usually be also asked about their opinions on this.
Tips for getting the most out of your backlog refinement session
For a backlog refinement to be effective, the product owner and all members of the team must be open to constructive criticism in order to improve. Hiring skilled engineers who can work together with a high level of trust and communication helps the team perform at its best. Meetings should be scheduled so that they are a time all participants can attend.
To further enhance the effectiveness of the meeting, here are a few tips:
Set realistic expectations. Be transparent and open about what the team can and cannot accomplish in a given sprint. Make sure everyone understands that this is a collaborative process and a reasonable amount of time should be allocated for it so that the team does not feel rushed or overwhelmed. Avoid distractions – turn off your phones, close your laptops, unplug your wireless routers, etc. – and block any notifications from e-mail, IM, and other projects. If anyone brings an issue to the meeting that is not related to the backlog refinement session, have them leave. The purpose of the meeting is to improve product backlog items; discussions about other topics should be held in a different setting.
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