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How To Run A Scrum Planning Meeting

To efficiently run a Scrum planning meeting, define the meeting’s goals, prepare essential materials, facilitate open, constructive discussions about user stories and key tasks, and ensure each team member understands their respective roles and responsibilities for the upcoming sprint.

A Scrum Planning Meeting, also known as Sprint Planning, is a crucial event in the Scrum framework where the Development Team and Product Owner collaborate to determine which items from the product backlog should be included in the upcoming sprint. The meeting focuses on understanding the requirements and goals of the sprint, breaking them down into smaller, manageable tasks, estimating the effort required for each task, and deciding how much work can be completed in the sprint. This enables the team to create a detailed plan for the sprint and align their efforts towards achieving the agreed-upon objectives.

What is the purpose of a Scrum Planning Meeting?

As a leader, the purpose of running a Scrum planning meeting is to foster collaboration and ensure alignment within the team. It serves as a platform to discuss and prioritize work, estimate effort, and create a detailed plan for the upcoming sprint. By facilitating this process, leaders can empower their teams to effectively deliver high-quality products and meet project goals.

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


Step 1: Sprint Goal Definition

The scrum team collaboratively establishes a sprint goal, providing a clear direction and purpose for the tasks ahead. This goal serves as a guiding principle, allowing the team to prioritize and focus their efforts effectively throughout the sprint.

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Step 2: Backlog Presentation

The product owner in a Scrum team presents the product backlog, a comprehensive list of tasks ordered by priority, which guides the team in accomplishing their work efficiently and effectively.

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Step 3: User Story Discussion

During the team’s discussion, they thoroughly analyze each user story or task. This involves breaking down intricate tasks into smaller ones and delving into the specific details of functionality and design.


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Step 4: Estimation of Tasks

During user story discussions, tasks are estimated by measuring the effort and complexity involved, typically using story points or hours as the measuring units.

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Step 5: Velocity Calculation

The team determines its velocity, the work it can handle in one sprint, by analyzing its past work history and performance. This helps in setting realistic goals and planning for future sprints.

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Step 6: Sprint Backlog Formation

The team chooses tasks from the product backlog for the next sprint, considering the sprint goal, estimations, and velocity. This allows them to align their efforts towards achieving the goal while maximizing their productivity.

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Step 7: Task Breakdown

In sprint planning, tasks are divided into smaller, manageable units that are expected to be completed within one day. This approach ensures efficient progress and enables the team to stay focused and deliver incremental value throughout the sprint.

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Step 8: Task Assignment

The scrum team collaboratively determines task assignments, taking into account the diverse skill sets possessed by each team member, ensuring that tasks are allocated effectively and efficiently.

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Step 9: Timeline Determination

During a sprint, a defined timeframe of 2 to 4 weeks is set, and specific deadlines for completing each task are established. This structured approach ensures efficient project management and allows for better planning and execution of goals within a predetermined time frame.

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Step 10: Risks and Dependencies Analysis

The team identifies and addresses potential risks or dependencies that may affect the sprint’s delivery timeline or quality, devising strategies to minimize their impact.

Questions to ask as the leader of the meeting

1. What did we achieve in the last sprint? – To review the progress and determine if the team met the set goals.
2. Is the current project on track? – To assess if the project is progressing as planned and identify any deviations.
3. What impediments or obstacles are hindering our progress? – To uncover any issues or challenges that are impacting the team’s productivity.
4. Are there any changes or adjustments needed in the project plan? – To evaluate if any modifications to the plan are necessary for successful project completion.
5. Does the team have a clear understanding of the tasks for the upcoming sprint? – To ensure that everyone is aligned on their responsibilities for the next iteration.
6. Are there any dependencies or external factors that may affect the project delivery? – To identify potential risks or constraints that may impact the project timeline.
7. What is the team’s capacity for the next sprint? – To determine the team’s availability and ensure that they are not overloaded with work.
8. Are there any new requirements or priorities that need to be considered for the upcoming sprint? – To discuss any new additions or changes in the project scope.
9. Are there any skill gaps within the team that need to be addressed? – To identify if any team members require additional training or support.
10. How can we improve our processes and maximize efficiency? – To foster a culture of continuous improvement and identify opportunities for optimizing the team’s workflow.

Learn how to prepare a Scrum Planning Meeting

When preparing a scrum planning meeting agenda as a leader, it is crucial to ensure that the agenda is focused and structured. Start by setting clear objectives for the meeting and identifying the required deliverables. Next, outline the key topics to be discussed, such as backlog prioritization and task assignments. Lastly, allocate sufficient time for each agenda item and encourage active participation from the team members.

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Exemplary Agenda Template for a Scrum Planning Meeting

During a scrum planning meeting, team members should discuss the backlog items that need to be prioritized for the upcoming sprint. They should also estimate the effort required for each item, identify any dependencies, and collectively determine the tasks they need to accomplish in order to complete the assigned work.

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Want to increase your meeting productivity? Use our meeting template to kickstart your next meeting.

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Software tools to facilitate a Scrum Planning Meeting

Software plays a crucial role in helping leaders run scrum planning meetings efficiently. With dedicated tools, they can easily create and manage the backlog, assign tasks, set priorities, track progress, and facilitate collaboration among team members. These software solutions streamline the entire process, saving time, reducing errors, and providing a clear overview of the team’s progress in real-time.


Running a successful Scrum planning meeting is crucial for teams to effectively plan their work and achieve their sprint goals. By following the key steps outlined in this blog post, such as setting clear objectives, involving the entire team, estimating tasks, and prioritizing work, you can ensure that your meetings are productive and efficient. Additionally, fostering open communication, encouraging collaboration, and leveraging the Scrum framework will further enhance the planning process. Remember, continuous improvement is at the heart of Scrum, so regularly evaluate and refine your planning meetings to optimize team performance and deliver high-quality results. With these practices in place, you will be well on your way to achieving success in your Scrum projects.


What is the purpose of a Scrum Planning Meeting?

The primary purpose of a Scrum Planning Meeting is to set the product backlog items for the next sprint and discuss their objectives. The team decides what they can commit to deliver by the end of the sprint.

Who participates in a Scrum Planning Meeting?

Typically, the participants of a Scrum Planning Meeting include the Scrum Master, Product Owner, and the entire Scrum Team. Sometimes stakeholders or experts in certain fields may also attend, if deemed necessary.

How long does a Scrum Planning Meeting usually last?

The duration varies based on the sprint’s length. A general rule of thumb is that planning meetings should last no more than two hours for each week of the sprint. Therefore, for a two-week sprint, the meeting should last approximately four hours.

What is the outcome of a Scrum Planning Meeting?

The main outcome of a Scrum Planning Meeting is a sprint backlog or a set of tasks that the team has agreed to complete during the sprint. Also, the objectives of the sprint and a plan on how to achieve those goals are determined.

How is the work estimated in a Scrum Planning Meeting?

The team usually estimates the amount of work that can be done during the sprint based on their experience from previous sprints. Several methods can be used for estimating the work, such as Planning Poker, T-Shirt Sizes, or the Bucket System.