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How To Run A Scrum Review Meeting

To run a Scrum Review Meeting, review completed tasks and outcomes from the sprint, demonstrate work done, gather feedback and integrate it into the next sprint planning, ensuring all team members, stakeholders, and the product owner are present for discussions and clarifications.

A Scrum Review Meeting, also known as a Sprint Review Meeting, is a crucial component of the Scrum framework used in Agile project management. It is held at the end of each sprint to provide an opportunity for the Scrum team to showcase the completed work to stakeholders, usually including the product owner, customers, and other relevant parties. The purpose of this meeting is to obtain feedback on the product increment, discuss any changes or adjustments needed for future sprints, and update the product backlog as necessary. It enables transparency, collaboration, and continuous improvement within the project.

What is the purpose of a Scrum Review Meeting?

As a leader, the purpose of running a scrum review meeting is to evaluate the progress made by the team during the sprint. It provides an opportunity to analyze the completed work, gather feedback, and make necessary adjustments to improve the team’s productivity and efficiency in future sprints.

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

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Step 1: Schedule the Meeting

The Scrum Master or Product Owner should diligently plan a Scrum Review Meeting at the end of every sprint. This meeting is crucial in evaluating the progress made and determining the best course of action for the next sprint, promoting transparency and effective collaboration within the team.

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Step 2: Invite Stakeholders

Make sure to include the Scrum team, product owner, and stakeholders in the invitation, whether they are internal or external to the organization.

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Step 3: Prepare the Presentation

The Scrum team compiles a presentation to exhibit their accomplishments during the sprint, highlighting completed work items and achieved functionality to stakeholders and team members.

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Step 4: Demonstrate the Work

During the meeting, the Scrum team showcases the product increment to validate and clarify the work done, enabling all attendees to evaluate the progress achieved during the sprint.

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Step 5: Discuss Project Status

The Product Owner communicates the project’s progress, sharing completed and pending backlog items, while delivering updates on the timeline and budget.

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Step 6: Get Feedback

The Scrum team actively seeks input from stakeholders and the product owner, engaging in open and collaborative discussions to ensure that everyone’s perspectives and opinions are considered during the evaluation of the product increment.

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Step 7: Discuss the Next Steps

During the sprint planning meeting, the team will evaluate the product backlog and received feedback to determine their tasks for the upcoming sprint, potentially resulting in reprioritization or addition of new items.

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Step 8: Update the Sprint Backlog

Based on the discussion, the sprint backlog should be updated by the Product Owner to incorporate any new priorities or tasks that have emerged.

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Step 9: Document the Meeting

Meeting minutes are essential for capturing vital details discussed during a meeting, such as feedback, decisions, and plans for upcoming sprints. These records ensure transparency, facilitate communication, and serve as valuable references to track progress and ensure project success.

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Step 10: Share and Communicate

In order to promote transparency and efficient communication among stakeholders, the Scrum Master is responsible for sharing the meeting minutes with all relevant parties.

Questions to ask as the leader of the meeting

1. “What progress did we make towards achieving our sprint goals?”
Explanation: This question is important because it forces the team to reflect on the progress they have made during the sprint and whether they are on track to achieve their goals.

2. “Were there any obstacles or challenges faced during the sprint?”
Explanation: By asking this question, the leader can identify any issues or roadblocks that affected the team’s productivity during the sprint. Addressing and resolving these challenges is crucial for improving future sprints.

3. “Did we deliver the planned features and user stories?”
Explanation: This question helps the team evaluate whether they were able to complete the planned work for the sprint. It provides insight into their ability to estimate accurately and make realistic commitments.

4. “How well did the team collaborate and communicate during the sprint?”
Explanation: Collaboration and communication within the team are essential for the success of a sprint. This question allows the leader to assess the team’s dynamics and identify areas for improvement, such as better information sharing or fostering a more collaborative environment.

5. “Did we adhere to the sprint timeline and iteration cadence?”
Explanation: This question helps ensure that the team is sticking to the agreed-upon timeframes and working within the set iteration length. Any deviations from the timeline can be discussed and addressed promptly.

6. “What feedback did we receive from stakeholders or customers?”
Explanation: Gathering feedback from stakeholders and customers is crucial for product improvement. By asking this question, leaders can determine the impact of team’s work, identify areas of improvement, and make necessary adjustments to meet end users’ requirements.

7. “What did we learn during this sprint, and how can we apply those learnings to future sprints?”
Explanation: Continuous improvement is an integral part of Scrum. This question encourages the team to reflect on their experiences, successes, and failures during the sprint. Sharing and applying these learnings can help the team evolve and deliver better results in upcoming sprints.

Learn how to prepare a Scrum Review Meeting

To prepare a Scrum review meeting agenda as a leader, begin by setting clear objectives for the meeting. Include time for the team to showcase completed work, gather feedback from stakeholders, and identify any obstacles or challenges encountered. Share the agenda with the team beforehand to ensure everyone is prepared, and allocate sufficient time for discussions and decision-making.

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Exemplary Agenda Template for a Scrum Review Meeting

During a scrum review meeting, it is essential to discuss the progress made during the sprint, including the completed user stories and tasks, any challenges faced, and lessons learned. Additionally, any changes to the product backlog, bug fixes, and potential improvements should be addressed, allowing for feedback and collaboration among the team members.

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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 Review Meeting

Software helps leaders run scrum review meetings by streamlining the process and providing a central platform for collaboration. Through specialized features, it allows leaders to track progress, facilitate discussions, and review goals and milestones. Automated notifications and visual dashboards ensure everyone stays updated, enabling leaders to effectively manage and steer the team, ultimately increasing productivity and achieving project success.

FAQs

1. What is the purpose of a Scrum Review Meeting?

The purpose of a Scrum Review Meeting, also known as Sprint Review Meeting, is to inspect the outcome of the Sprint and determine future adaptations. During the meeting, the Scrum team presents the completed work to the stakeholders, discusses the completion state, and aligns the work done with the expected outcomes.

2. Who attends a Scrum Review Meeting?

A Scrum Review Meeting is typically attended by the Scrum team, which includes the Product Owner, Scrum Master, and the development team. Stakeholders, such as clients or people from the wider organization who are interested in the product, are also invited.

3. How long should a Scrum Review Meeting last?

The Scrum Guide suggests that for a one-month Sprint, the Sprint Review should last a maximum of four hours. If the sprint length is shorter, this meeting should be shorter proportionately.

4. What is the agenda of a Scrum Review Meeting?

In a Scrum Review Meeting, the Product Owner explains what Product Backlog items have been done and what haven’t. The team discusses what went well during the Sprint, what problems it ran into, and how it solved them. The team shows the work that it has “Done” and answers questions about the Increment. The entire group collaborates on what needs to be done to optimize value, reviewing the timeline, budget, potential capabilities, and marketplace for next anticipated releases.

5. What happens after a Scrum Review Meeting?

After a Scrum Review Meeting, the team should have a revised Product Backlog that defines the probable Product Backlog items for the next Sprint. The meeting provides valuable input to subsequent Sprint Planning.