The Product Backlog refinement is a continuous process to create actionable Product Backlogs, enabling a Scrum Team to run Sprint Plannings at a moment’s notice. Consequently, refinement is about creating alignment among all team members about the Why, the What, the How, and probably even the Who regarding the upcoming work for the Scrum team’s Product Goal. As a result, Product Backlog refinement is a critical success factor as it drastically increases the team’s capability to deliver valuable Increments regularly.
The following 14 first principles describe in broad strokes the foundation of a successful approach to refinement.
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The Scrum Guide mentions the refinement on several occasions related to Product Backlog management and the Sprint Planing:
“During the Sprint, the Product Backlog is refined as needed.”
“[Sprint Planning: What can be Done this Sprint?] The Scrum Team may refine these items during this process, which increases understanding and confidence.”
“[Product Backlog items] usually acquire this degree of transparency after refining activities. Product Backlog refinement is the act of breaking down and further defining Product Backlog items into smaller more precise items.”
“[Product Backlog refinement] is an ongoing activity to add details, such as a description, order, and size. Attributes often vary with the domain of work.”
Source: Scrum Guide 2020.
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The Product Backlog refinement is a continuous process to create actionable Product Backlogs, enabling a Scrum Team to run Sprint Plannings at a moment’s notice.
The Scrum Team accomplishes this level of proficiency by regularly refining Product Backlog items in small groups or with the whole Scrum Team, and not just once every Sprint as part of the Sprint Planning. The idea behind the refinement is to create a shared understanding with all team members of why a particular work item is valuable, what the Developers shall build, and how to realize the work technically.
This competence of the Scrum team is critical to creating trust with the management and stakeholders by regularly delivering valuable Increments.
While the Scrum Guide 2020 dropped the previous guidance on time allocation, it remains a practical rule that the Scrum Team should reserve up to 10% of its time for Product Backlog refinement.
In general, it is beneficial to structure the refinement process around questions such as:
In my eyes, the following quote from Karl Popper perfectly describes the reason why Product Backlog refinement is a critical success factor for every Scrum team:
“Always remember that it is impossible to speak in such a way that you cannot be misunderstood: there will always be some who misunderstand you.”
(Source.)
These are my 14 Product Backlog refinement first principles:
The Product Backlog refinement is a continuous process to create actionable Product Backlogs. This competence of the Scrum team is critical to creating trust with the management and stakeholders as it allows for the regularly delivery of valuable Increments. Refinement is a very effective way of risk mitigation in a complex environment.
How are you practicing the Product Backlog refinement? Please share your learnings with us in the comments.
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