How To Run A Product Backlog Grooming Meeting

A Product Backlog Grooming Meeting should be run by prioritizing tasks in the backlog, breaking down large tasks into manageable units, re-visiting the progress regularly, and ensuring constant communication and feedback among team members.

A Product Backlog Grooming Meeting, also known as backlog refinement, is a structured meeting where product owners, development teams, and often scrum masters come together to review items on the product backlog. The goal is to ensure that the backlog items are prioritized, clearly understood, and ready for development. During this meeting, teams might re-estimate tasks, split larger items into smaller tasks, define acceptance criteria, or discard less relevant items. This constant grooming helps teams forecast and streamline their work better, ensuring a smoother product development process.

What is the purpose of a Product Backlog Grooming Meeting?

As a leader, the purpose of running a product backlog grooming meeting is to ensure that the backlog is well-maintained and prioritized. This includes refining user stories, estimating effort, and discussing requirements with stakeholders. By regularly reviewing and updating the backlog, the team can stay focused, make informed decisions, and deliver value to the customers efficiently.

How To Run A Product Backlog Grooming Meeting: Step-By-Step


Step 1: Preparation

Before the Product Backlog Grooming Meeting, the product owner and team leaders should review backlog items, identifying central user stories, prioritizing them, and assessing if new stories are needed. This ensures efficient discussions, clearer understanding, and definitive steps for the team moving forward.

Our app, ZipDo, revolutionizes meeting preparation by importing calendar appointments into a collaborative platform. This platform supports the development of a shared agenda, accessible for contributions by all team members. Such collaboration results in well-prepared meetings, improving efficiency and simplifying the overall meeting process.

ZipDo, our tool, offers a solution for the seamless preparation of team meetings. It centralizes past session information, including agendas and meeting notes, making it accessible for meeting leads. This organization aids in efficient preparation and ensures that nothing important is overlooked.

Next Step

Step 2: Setting the Meeting Agenda

Defining the objectives of a meeting involves several steps. It requires validation of established user storylines and identifying emerging ones. It also entails estimating effort for each item and rearranging the backlog items according to priority. The meeting’s agenda, containing clear objectives, must be shared with all participants beforehand to ensure everyone gets aligned with the meeting’s purpose, facilitating effective discussion and decision making.

Our platform, ZipDo, facilitates the integration of calendar appointments into a single collaborative space. This space is dedicated to constructing a joint agenda, where every team member has the opportunity to add their topics. By doing so, it guarantees more comprehensively prepared meetings, optimizing efficiency and easing the preparation and follow-up stages.

Next Step

Step 3: Conducting the Meeting

During the meeting, the product owner carefully presents the user stories or backlog items to the team in great detail. The team members then engage in inclusive discussions for each item, where they dissect the requirements, assess them on several parameters such as their importance, value, and the amount of effort required to implement them. This comprehensive discussion sheds light on their individual roles and responsibilities. Additionally, the team also estimates the size or scope of each item, whenever it is necessary and appropriate, enabling them a realistic overview of their workload.


Want to run a better meeting? Try ZipDo, our Meeting Note Software.

  • Connect your Google Calendar
  • Automatically create a note for every meeting
  • Organize your meetings and meeting notes in a channel like Slack
Try ZipDo free
Next Step

Step 4: Prioritization of Items

This process involves the product owner working in collaboration with the team to rank each item according to its significance, worth, practicality, feasibility, and attractiveness. Utilizing a technique such as the MoSCoW Plan, which categorizes items as Must have, Should have, Could have, Won’t have, or other appropriate methodologies, they determine the sequence of tasks. This prioritization aids in decision-making and resource allocation, balancing both the immediate needs and future goals of the project.

Next Step

Step 5: Item Estimation

During the meeting, team members should collectively discuss, negotiate, and reach a consensus on the amount of effort needed to complete each task. Tools like Planning Poker, a consensus-based estimation technique, can facilitate this process. It’s critical that these effort estimations are thoroughly recorded and kept on file, serving as an invaluable reference tool for future project planning and time management.

Next Step

Step 6: Updating the Backlog

In conclusion of the meeting, the product owner meticulously updates the product backlog. This involves detailing the prioritized products, their corresponding estimates, and incorporating any changes brought up during the meeting discussion. These changes may relate to product specifics, deadlines, or new ideas.

Next Step

Step 7: Meeting Review

Upon updating the backlog, either the product owner or a nominated team person will recap on the decisions made during the session. This is to ensure all participants have a clear understanding and mutual agreement on the decided actions, fostering teamwork and alignment on the task’s direction.

Next Step

Step 8: Distribute the Meeting Minutes

Ensure that all dialogue, conclusions, and updates from the meeting are meticulously recorded and disseminated to all attendees and stakeholders promptly. This is crucial to maintain alignment within the team concerning decisions taken, and to effectively ready them for forthcoming tasks, contributing to a smoother workflow and enhanced productivity.

With ZipDo, our creation, meetings from your calendar are automatically organized into a collaborative space. Here, you and your team can easily share notes, making meeting preparation and follow-up more straightforward and fostering greater accountability among team members.

Questions to ask as the leader of the meeting

1. What are the highest priority items in the product backlog? (To clarify the most important tasks to focus on and ensure they are addressed first.)

2. Are the user stories detailed and clear enough for the development team to understand? (To ensure that all necessary information is included to avoid confusion and misunderstandings during development.)

3. Do the user stories have clear acceptance criteria? (To establish a common understanding of what needs to be achieved for each user story to be considered complete and functional.)

4. Are there any dependencies among user stories? (To identify any dependencies that may affect the sequence of development and ensure they are properly addressed.)

5. Are there any technical constraints or limitations that need to be considered? (To understand any technical challenges that may impact the feasibility or timeline of certain user stories.)

6. Are there any risks associated with the user stories? (To identify potential risks or obstacles that may hinder the successful completion of certain tasks and manage them proactively.)

7. Are there any user stories that need further refinement or decomposition? (To identify any user stories that are too large or complex and require further breakdown to ensure they are manageable.)

8. Are there any user stories that can be removed or deprioritized? (To review the backlog and identify any user stories that are no longer relevant or may be deferred to a later phase.)

9. Is the backlog aligned with the overall product vision and goals? (To ensure that the user stories selected for development support the larger vision for the product and contribute to its strategic objectives.)

10. Are there any new insights or feedback from customers or stakeholders that need to be incorporated into the backlog? (To capture any new information or requirements that may have emerged since the last grooming meeting and update the backlog accordingly.)

As a leader, preparing a product backlog grooming meeting agenda requires careful consideration. Firstly, set clear objectives and goals for the meeting. Next, prioritize backlog items based on customer value and business priorities. Determine the level of detail needed for each item and assign them to the appropriate team members. Finally, establish a timeline for discussion and decision-making, ensuring that all stakeholders have sufficient time to contribute and collaborate effectively.

How To Prepare For A Product Backlog Grooming Meeting
Meeting Preparation Icon

Topics that should be discussed during a product backlog grooming meeting include clarifying user stories, prioritizing backlog items, estimating effort, identifying dependencies, discussing any changes in business requirements, and ensuring alignment between development teams and stakeholders. These meetings are crucial for maintaining a well-managed backlog and ensuring effective planning and execution of the product development process.

See Our Product Backlog Grooming Meeting Template
Meeting Template Icon

Software tools to facilitate a Product Backlog Grooming Meeting

Software helps leaders run product backlog grooming meetings by providing an efficient way to manage and prioritize tasks. It allows for easy collaboration among team members, ensuring that everyone is on the same page. Additionally, it provides real-time data and insights, enabling leaders to make informed decisions and adjust priorities as needed, ultimately leading to more successful and productive meetings.

Our Recommendations:


Successful product backlog grooming meetings are essential for the smooth workflow of any agile team. These meetings ensure everyone’s on the same page, helps refine requirements, prioritize tasks and keeps the project on track. The key lies in proper planning, effective communication, and collaborative decision-making. It may seem daunting at first, but with the right approach and practice, running a productive backlog grooming meeting can become a routine part of your team’s process. Remember, the objective is to streamline your work, reduce confusion, and optimize your development cycle. So, embrace the principles mentioned in this blog post, take advantage of this effective Agile practice and propel your team towards more efficient and successful product development.

Popular Questions

What is the purpose of a Product Backlog Grooming Meeting?

The primary purpose of a Product Backlog Grooming Meeting is to review items on the backlog, get them ready for future sprints, re-prioritize backlog items, create new user stories (if needed), and estimate effort for tasks. It allows the team to ensure the backlog stays updated, prioritized and ready for sprint planning.

Who typically participates in a Product Backlog Grooming Meeting?

A Product Backlog Grooming Meeting usually involves the Product Owner, the Scrum Master, and the Development Team. Others may join as necessary, such as business analysts or technical architects, depending on the specifics of the backlog items.

How often should a Product Backlog Grooming Meeting occur?

These meeting often take place once per sprint, although the frequency might vary based on team preferences and the level of effort required to keep the backlog updated. It’s recommended to dedicate about 10% of each sprint’s time for this activity.

How does a Product Backlog Grooming Meeting benefit product development?

These meetings keep the team aligned on the product’s progress, help to refine the criteria for every product task, ensure a clear understanding of the product’s requirements and goals, and keep the team updated on any changes. This way, the development process is better organized and enables the team to provide a better quality product.

What happens if the team does not perform Product Backlog Grooming Meetings?

Without regular Product Backlog Grooming Meetings, the backlog can quickly become disorganized and out of sync with project’s goals. Items might be unclear or inaccurately estimated, leading to confusion during sprints. The team might also waste time working on less significant tasks or non-valuable features if the backlog isn’t correctly prioritized.