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How To Run An Agile Backlog Refinement Meeting

An Agile Backlog Refinement Meeting should be run by reviewing, detailing, and estimating the complexity of user stories in your backlog to ensure the team has a thorough understanding of the project requirements and can efficiently plan future sprints.

An Agile Backlog Refinement Meeting, also known as Backlog Grooming, is a recurring session where the product owner and development team fine-tune the product backlog while prioritizing tasks and discussing work details. It provides a platform for the team to review items on the backlog, ensuring that they are appropriately sized for upcoming sprints and are clearly understood by everyone. This iterative process involves estimating story points, generating user stories, splitting larger items, handling any emerging backlog items, and discarding irrelevant ones. The ultimate aim is to keep the backlog streamlined and ready for the next sprint planning meeting.

What is the purpose of a Agile Backlog Refinement Meeting?

The purpose of running an Agile backlog refinement meeting as a leader is to ensure that the team has a clear understanding of upcoming work items, prioritize them effectively, and break them down into manageable tasks. This meeting helps in maintaining a well-groomed backlog, promotes collaboration, and prepares the team for future sprints, enabling the successful execution of the project.

How To Run An Agile Backlog Refinement Meeting: Step-By-Step


Step 1: Pre-Meeting Preparation

In this foundational phase, the Product Owner, aided by team members, readies and organizes backlog items for review. This involves dissecting larger tasks into smaller, manageable subtasks, drafting concise descriptions or user narratives, and assigning priority levels. Prioritization revolves around factors such as business value, urgency, associated risk and more.

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Step 2: Inviting Participants

Identifying and inviting all relevant participants for the meeting is paramount. This commonly involves the Product Owner, Scrum Master, and entire Agile team. It’s essential to relay the main objectives of the meeting, in the invitations sent. Correspondingly, attached should be all key documents, such as the backlog items up for discussion. Despite being a crucial stage, it’s also a conduit towards ensuring the meeting flows smoothly, anchored on the predefined goals.

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Step 3: Explaining the Objectives

At the kick-off of the meeting, the Scrum Master or chosen leader of the Agile team communicates the agenda of the gathering. The core goal of this exercise is to effectively provide clarity and an in-depth understanding among all team members regarding backlog items, in addition to the requirements related to those items. Ensuring comprehensive comprehension of these elements is crucial in planning and executing further tasks, ultimately aiding in achieving project goals more efficiently.


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Step 4: Discussion and Clarification

Each item in the backlog undergoes a detailed review. The team engages the Product Owner, asking probing questions to ensure clarity and avoid ambiguities. They then delve into the technical aspects, evaluating the feasibility of each task. Finally, they make an effort estimation, quantifying the amount of work and time required for each item, thereby obtaining comprehensive knowledge of the entire backlog.

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Step 5: Estimating Effort

After robust discussions, the team proceeds to estimate effort for each backlog item through techniques like Planning Poker, T-Shirt Sizing, or the Bucket System. These methods provide a reliable work prediction. The generated estimates guide the Product Owner in effectively determining the order of priority for backlog items, ensuring optimal productivity.

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Step 6: Prioritizing Backlog Items

Considering effort estimates and strategic value, the Product Owner may need to readjust the priority of backlog items. Typically, items delivering the most value and have urgency are prioritized and moved to the top of the backlog. This process ensures effective workflow, enhanced productivity, and quick delivery of highest value projects.

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Step 7: Finalizing the Backlog

Collectively, the team alongside the Product Owner, through discussion and deliberation, decide on the final list of prioritized backlog items. These are deemed ready for the upcoming Sprint Planning. The chosen items reflect the team’s resources and Product Owner’s strategic plan.

Questions to ask as the leader of the meeting

1. What user stories need to be refined? – Identifying the user stories that require refinement helps in prioritizing the backlog refinement session and ensures that the team focuses on the most critical items.

2. Are there any dependencies or blockers impacting the refinement of certain user stories? – Acknowledging any dependencies or blockers helps the team understand the potential challenges they may face during development and plan accordingly.

3. What do we need to do to make the user stories more actionable? – This question encourages the team to assess whether user stories are well-defined, clear, and ready for implementation. It may involve breaking down large stories, adding acceptance criteria, or ensuring all necessary details are included.

4. Are there any acceptance criteria missing or incomplete? – Identifying any missing or incomplete acceptance criteria helps ensure that the team has a thorough understanding of what needs to be done to consider a user story “done.”

5. Are there any user stories that can be combined or split for better refinement? – Assessing whether combining or splitting user stories would enable better clarity and more effective development allows the team to refine and organize the backlog in the most optimal way.

6. Do we need to prioritize the backlog differently based on updated insights or business needs? – Considering changes in priorities based on updated information helps the team stay aligned with evolving business requirements and ensure their efforts are focused on the most valuable items.

7. Are there any user stories that need further research or clarification before refinement? – Identifying user stories that require additional research or clarification prompts the team to gather necessary information upfront, ensuring smoother development and fewer surprises.

8. Are there any updates or changes to the overall project roadmap or goals that could impact the backlog? – Understanding any changes to the project roadmap or goals is crucial for the team to align their backlog refinement efforts accordingly and adapt their priorities as needed.

9. Are there any technical or feasibility considerations that need to be addressed for specific user stories? – Identifying any technical or feasibility challenges associated with user stories enables the team to plan, mitigate risks, or seek necessary help for successful implementation.

10. Is there any feedback from stakeholders or end-users that needs to be incorporated into the user stories? – Being aware of any feedback from stakeholders or end-users allows the team to continuously improve and refine the user stories according to their needs and expectations.

Learn how to prepare a Agile Backlog Refinement Meeting

As a leader, preparing an agenda for an agile backlog refinement meeting requires careful consideration. Start by reviewing the current backlog and identifying the highest priority items. Set clear goals for the meeting and include time for each item to be discussed, estimated, and prioritized. Prioritize collaboration and ensure that all team members have the opportunity to provide input and ask questions. Lastly, end the meeting with a clear plan of action for the next steps.

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Software tools to facilitate a Agile Backlog Refinement Meeting

Software helps leaders run Agile backlog refinement meetings by providing a centralized platform for collaboration and documentation. With features like task boards, user stories, and prioritization tools, leaders can easily track progress, assign tasks, and make informed decisions. Real-time updates and notifications ensure everyone is on the same page, improving efficiency and driving agile project success.


Running an Agile Backlog Refinement meeting effectively is a critical element in the successful completion of any project. When orchestrated correctly, it paves the way for higher productivity, improved team collaboration, and enhanced understanding of the project’s objectives. Mastering the art of conducting these meetings involves a clear understanding of the Agile process, excellent communication, precise estimation of tasks, and active involvement of all team members. The key is to maintain focus on short-term goals without losing sight of the long-term objectives. Remember, the objective of these meetings is to clarify requirements, break down user stories into manageable tasks, and help prioritize the workload. As Agile methodologies continue to evolve, so too will the strategies in running smoother and more efficient Backlog Refinement meetings. It’s an ongoing learning process that can lead your team to the pinnacle of its performance.


What is the purpose of an Agile Backlog Refinement Meeting?

The primary purpose of an Agile Backlog Refinement meeting is to prepare the Product Backlog for the next Sprint Planning Meeting. It involves reviewing, estimating, and prioritizing backlog items to ensure the backlog remains updated, relevant, and properly sequenced.

Who typically attends an Agile Backlog Refinement Meeting?

Generally, the Product Owner, Scrum Master, and the Development Team attend the Agile Backlog Refinement Meeting. Stakeholders may also attend depending on the organization and the complexity of the project.

How often should an Agile Backlog Refinement Meeting occur?

The frequency of the Backlog Refinement Meetings may vary based on the team’s needs. However, they are typically held once per sprint. Some teams may choose to conduct them more frequently, especially if the product backlog is extensive or the project is complex.

How long should an Agile Backlog Refinement Meeting last?

The duration of a Backlog Refinement Meeting varies based on the team size and sprint length but generally, it should take about 5-10% of the total sprint time. For a two-week sprint, this translates to roughly 1 to 2 hours per week.

What outcomes should we expect from an Agile Backlog Refinement Meeting?

The outcomes of a Backlog Refinement Meeting include a well-organized and prioritized product backlog, clear understanding of user stories and their acceptance criteria, initial estimates for stories, and discarded items that no longer seem relevant. This meeting ensures that the team is ready and well-prepared for the upcoming sprint planning meeting.