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How To Run A Scrum Meeting

Conduct a daily Scrum meeting by setting a firm 15-minute time limit, focusing on what each team member completed the previous day, their goals for the current day and identifying any existing barriers to progress.

A Scrum Meeting, also known as a Daily Standup, is an essential component of the Scrum methodology aimed towards efficient project management in Agile development. Participants typically include the product manager, Scrum Master, and the development team. The primary purpose is to discuss the work completed in the last 24 hours, plan the work for the next 24 hours, and identify any obstacles or challenges. These meetings encourage consistency, collaboration, and transparency across the team, driving a quick and immediate resolution of potential problems, thereby keeping the project on track.

What is the purpose of a Scrum Meeting?

The purpose of running a scrum meeting as a leader is to facilitate efficient and effective communication within the team, ensuring everyone is aligned and working towards the same goals. It allows for quick updates, problem-solving, and removes any obstacles that may hinder progress. It also promotes transparency and accountability, driving the team towards improved productivity and successful project delivery.

How To Run A Scrum Meeting: Step-By-Step

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Step 1: Set the Agenda

In typical Scrum Master or Team Lead fashion, they initiate the meeting by setting the stage, outlining the key objectives and pinpointing any crucial issues that need resolving. This pivotal initial step delineates the meeting’s overall direction, acting as a guiding beacon for the subsequent discussions. Primarily, this ensures the team stays on track, effectively addressing concerns, while maintaining focus on the primary goals of the gathering.

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Step 2: Start on Time

Starting the meeting as planned, regardless of whether some participants have not yet arrived, is highly suggested. This action underlines the significance of being punctual, showing respect for the team’s time, and maintaining a timely schedule. This method sets a professional tone and discourages tardy behaviour, promoting efficiency and productivity in the workspace.

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Step 3: Recap the Last Meeting

The Scrum Master, or a chosen participant, concisely recalls the decisions made and action items assigned from the previous session to ascertain everyone’s understanding and alignment. This quick recollection promotes collective memory, enhances team cohesion, and maintains momentum towards goals, ensuring progress stays on schedule.

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Step 4: Updates from Team Members

During meetings, every team member is expected to provide a concise update on their work since our last gathering. They should highlight their achievements, outline their current projects, and openly discuss any challenges they are encountering, promoting transparency and cooperation within the team.

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Step 5: Prioritizing Backlog

In project management, the team thoroughly examines the product backlog, which is a comprehensive list of tasks and requirements. Based on this review, they establish the priorities for the upcoming sprint. This process ensures efficient management of resources, effective alignment with business goals, and a smoother development process.

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Step 6: Sprint Planning

The entire team, inclusive of the Product Owner and Scrum Master, convenes to meticulously plan the tasks for the upcoming sprint. This process involves calculating time estimates for each task, considering resources and skillsets, and distributing these tasks efficiently among team members to ensure work balance and timely completion.

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Step 7: Discussing Issues and Problems

In the team meetings, exhaustive discussions take place addressing any issues, problems or roadblocks that have surfaced. This could encompass technical difficulties, interpersonal conflicts within the team, or external hindrances impeding progress. These discussions aim to identify viable solutions to enhance efficiency and productivity.

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Step 8: Solution Discussion

In this crucial stage, the team collaboratively investigates solutions for issues raised in the preceding phase. It is of utter importance that a culture of openness is fostered where every team member feels comfortable expressing their ideas. Diverse inputs lead to innovative problem-solving.

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Step 9: Plan for the Next Meeting

To arrange the next meeting, highlight a selection of dates and times that are suitable for everyone, confirming their availability to ensure maximum participation. It’s also crucial to set clear expectations regarding the agenda. Provide an outline of topics to be discussed or tasks to be accomplished in order to give participants ample preparation time and maintain productivity during the session.

Questions to ask as the leader of the meeting

1. What progress has been made since the last scrum? – This question helps in assessing the team’s productivity and understanding the accomplishments made within the sprint.

2. Are there any obstacles or challenges hindering progress? – This question allows the team to highlight any roadblocks or issues that require attention, helping the leader identify potential solutions and provide necessary support.

3. Is the project on track to meet its goals within the established timeframe? – This question helps to gauge the overall progress and whether the team is working efficiently towards meeting project objectives and deadlines.

4. Are there any additional risks or concerns that need to be addressed? – This question enables the team to identify any potential risks or concerns that may impact project success, allowing the leader to take appropriate actions to mitigate them.

5. Does anyone require additional resources or assistance to complete their tasks? – This question allows team members to request additional support or resources needed to overcome any challenges and improve overall productivity.

6. Are there any changes or updates to the project scope or requirements? – This question ensures that the team is aware of any modifications to project scope, preventing miscommunication or misunderstandings among team members.

7. What are the priorities for the upcoming sprint? – This question helps the team prioritize their tasks to optimize workflow and ensure the most critical items are addressed first.

8. Are there any insights or lessons learned that could improve the team’s efficiency moving forward? – This question allows the team to reflect on their work processes and identify opportunities to enhance their productivity, learning from past experiences.

9. Do team members have any feedback or suggestions for improving team collaboration or communication? – This question fosters a culture of open communication and encourages team members to share their thoughts and ideas for enhancing collaboration and teamwork.

10. Are there any upcoming deadlines or important events that the team needs to be aware of? – This question ensures that the team is aware of any external factors or impending deadlines that may impact their work, allowing them to plan and allocate resources accordingly.

As a leader, preparing a scrum meeting agenda involves determining the objective, setting a time limit, and identifying the topics to be discussed. Include updates on project progress, potential roadblocks, and upcoming tasks. Prioritize items and allocate time accordingly. Keep it concise and focused to maximize the effectiveness of the meeting.

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During a Scrum meeting, the team should focus on discussing the progress of ongoing tasks, upcoming work, and any obstacles or challenges. It is important to address any potential risks or issues that may affect the project’s timeline and to ensure that everyone is aligned on goals and priorities.

See Our Scrum Meeting Template
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Software tools to facilitate a Scrum Meeting

Software tools assist leaders in running effective scrum meetings by providing a centralized platform for planning, organizing, and monitoring team progress. With features like task boards, time tracking, and real-time collaboration, they enable leaders to efficiently allocate resources, maintain transparency, and facilitate seamless communication among team members, leading to streamlined workflows and improved productivity.

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Conclusion

In the fast-paced and ever-evolving world of software development and project management, Scrum meetings are a critical tool that help teams maintain focus, stay organized, and accomplish objectives efficiently. Regardless of the size or nature of the project, running an effective Scrum meeting can make all the difference. From setting clear goals to creating an environment that encourages participation and feedback, it’s crucial to understand how to conduct these meetings. Remember, the keystone of Scrum meetings is open communication. Ultimately, the goal is to create an iterative process that is constantly improving and adapting. Through learning and implementing best practices, anyone can learn to facilitate these discussions and propel their team towards success. Your meeting is a powerful instrument, make sure you’re wielding it well.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of a Scrum Meeting?

The purpose of a Scrum Meeting, also known as a Daily Stand-up, is to synchronize the team’s work and plan for the next 24 hours. It helps to identify any roadblocks or impediments that might be hindering the team’s progress.

How long should a Scrum Meeting last?

Typically, a Scrum Meeting should last for about 15 minutes. Although, this can depend on the size of the team. The meeting is designed to be quick and focused.

Who should attend a Scrum Meeting?

All members of the Scrum team should attend the meeting. This includes the Scrum Master, Product Owner, and the Development Team. Stakeholders and other interested parties are also welcome but they do not actively participate in the meeting.

What are the standard questions asked in a Scrum Meeting?

The three standard questions usually addressed in a Scrum Meeting are What did you do yesterday? What will you do today? Are there any impediments in your way?

What is the role of the Scrum Master in a Scrum Meeting?

The Scrum Master facilitates the meeting and ensures everyone gets a chance to speak. Moreover, they are responsible to help remove any impediments that are preventing the team from achieving its goals.

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