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How To Run A Scrum Stakeholder Meeting

A Scrum Stakeholder Meeting should be led in a way that engages, educates and gathers feedback from stakeholders, using clear communication to align everyone’s understanding and goals for the ongoing project progress while adapting to necessary changes based on insights shared.

A Scrum Stakeholder Meeting is a gathering that involves all invested parties – such as product owners, Scrum Master, project team members, and any external parties, like clients or vendors – to discuss the progress of a Scrum project. The meeting’s main aim is to ensure clear lines of communication, align everyone on ongoing tasks, confront any potential issues or blockers, and discuss further actions needed. Input from all stakeholders is considered vital in this meeting as it helps in identifying and evaluating the project’s success factors, bottlenecks, gaps, and the overall direction of the project while also ensuring that everyone understands and is aligned with the project’s objectives and ongoing development.

What is the purpose of a Scrum Stakeholder Meeting?

The purpose of running a Scrum stakeholder meeting as a leader is to ensure effective collaboration and communication between the development team and the stakeholders. This meeting allows the stakeholders to provide feedback, clarify requirements, and set priorities for the project. It helps the leader to address any concerns, align expectations, and keep the stakeholders engaged throughout the development process.

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


Step 1: Preparing for the Meeting.

This initial stage is conducted by the Scrum master or project manager, where they set the meeting’s purpose and agenda. They determine the participants, assemble necessary materials, and schedule the meeting at a time and place that is compatible for all involved. This step is crucial in ensuring coordination and effective communication among stakeholders.

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Step 2: Communicating the Meeting.

In this scenario, the Scrum master or project leader issues meeting invitations to all relevant stakeholders, which can be done through multiple modes such as emails, phone calls, or direct meeting invites. The invite should clearly articulate the goal of the meeting, outlining the agenda and detailing the specific expectations from each participant. This clear communication aids in setting the tone and direction for the meeting, driving optimal productivity and effectiveness.

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Step 3: Beginning the Meeting.

The process gets initiated as the project manager or Scrum master kickstarts the meeting, establishing rapport by introducing the participants, setting an optimistic meeting tone. They further present an outlined meeting agenda, endorsing transparency. The specific and precise objectives of the meeting are marked and elucidated to all participating stakeholders. This helps ensure everyone is unified in their understanding and proceeding on the same page.


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Step 4: Managing the Discussion.

The Scrum Master or project manager plays the crucial role of guiding the meeting in adherence to the outlined agenda. Not only do they ensure that there is active participation from all attendees, but they also maintain the focus of the discussions, steering them towards predefined goals and objectives. They’re instrumental in monitoring the progress of the group and intervening when necessary, thus ensuring that the meeting remains productive and efficient. Their leadership drives the team to effectively work through tasks, address issues, and make collective decisions.

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Step 5: Addressing Stakeholders’ Concerns.

This process involves responding to any inquiries, worries, or recommendations that stakeholders might present. The scrum master or project leader should manage these concerns professionally, and strive to identify potential solutions or compromises. Their role entails fostering open communication, active listening, and demonstrating problem-solving skills, not only to address immediate issues, but also to build trust and promote engagement among all stakeholders in the project.

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Step 6: Summarizing and Concluding the Meeting.

Concluding a meeting, the Scrum master or project manager is tasked to recap the key points deliberated, decisions reached, and action items allocated. They detail responsibilities for each task, ensuring clear communication and accountability, which act as stepping stones towards project progression.

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Step 7: Follow-up Actions.

Post-meeting, the Scrum master or project manager must implement and monitor the decisions and actions finalized during the discussion. They should scrutinize the progress regularly ensuring tasks are on track. Additionally, a recapitulatory email encapsulating the key points and allocated tasks from the meeting should be distinctly communicated to all involved parties.

Questions to ask as the leader of the meeting

1. What are your primary goals and objectives for this project? (To understand the stakeholders’ objectives and align them with the project goals)
2. How can we ensure clear communication and collaboration between the Scrum team and stakeholders? (To establish effective coordination and avoid miscommunication)
3. Are there any potential risks or challenges that we should be aware of? (To identify and address potential obstacles)
4. What are your expectations regarding project deliverables and timelines? (To align the team’s efforts with stakeholders’ expectations)
5. How can we ensure regular and meaningful stakeholder engagement throughout the project? (To ensure stakeholder involvement and feedback at crucial stages)
6. What resources or assistance can we provide to support your involvement in the project? (To facilitate stakeholder participation)
7. What metrics or indicators are most important for you to track progress and success? (To establish alignment on measuring project success)
8. How frequently would you like progress updates and demonstrations of completed work? (To establish a suitable communication cadence)
9. What feedback or input do you have regarding the prioritization of project tasks or features? (To involve stakeholders in the decision-making process)
10. How can we establish a transparent feedback loop for addressing any concerns or changes throughout the project? (To ensure continuous improvement and adaptability)

These questions are designed to foster effective communication, manage expectations, address concerns, and ensure stakeholder engagement throughout the project.

As a leader preparing a scrum-stakeholder meeting agenda, it is essential to prioritize clarity and collaboration. Start by identifying the specific goals and objectives of the meeting. Then, involve the stakeholders in the agenda-setting process to ensure their input and buy-in. Finally, organize the agenda items in a logical sequence, allotting sufficient time for discussion and decision-making.

How To Prepare For A Scrum Stakeholder Meeting
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In a scrum stakeholder meeting, it is essential to discuss topics such as project progress, scope changes, impediments, and risks. Collaborative decision-making, feedback on the product increment, and aligning expectations should also be key points of discussion. With a focus on effective communication and transparency, the meeting aims to ensure a shared understanding among all stakeholders.

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

Software tools greatly assist leaders in running efficient Scrum stakeholder meetings. They streamline the entire process by providing digital boards, task tracking, and collaboration features that allow real-time updates and tracking progress. These tools also offer functionalities like automated notifications, document sharing, and facilitating effective communication between team members and stakeholders. By leveraging software, leaders can effortlessly oversee and manage Scrum stakeholder meetings, ensuring smooth workflow and successful project outcomes.

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Successfully running a Scrum Stakeholder Meeting is less about rigid adherence to a specific set of rules, and more about fostering openness, collaboration, and continuity. The key takeaways from this post are to always be prepared, maintain clear communication, and actively involve all the stakeholders in decision making. By empowering all members to have a voice and ensuring that everyone is unified towards the common objective, Scrum meetings can serve as a powerful catalyst for project progression and successful product delivery. Just remember, it’s a continuous learning process, and with each meeting, your Scrum Master skills will surely be refined. So, leverage these tips, embrace the agile mindset, and lead your team to success.

Popular Questions

What is the purpose of a Scrum Stakeholder Meeting?

The purpose of a Scrum Stakeholder Meeting is to provide an update on project progress, discuss any issues or challenges, and decide on the next actions. It also serves as a platform for the stakeholders to share their inputs, feedback, or concerns about the project.

Who typically attends a Scrum Stakeholder Meeting?

Scrum stakeholders meetings are usually attended by the Scrum team, which includes the product owner, Scrum Master, and the development team, as well as any important stakeholders. Stakeholders can be anyone with a vested interest in the project, such as clients, executives, or even other team members.

How often are Scrum Stakeholder Meetings held?

The frequency of Scrum Stakeholder Meetings can vary based on the needs of the project and organization. Typically, these meetings are held at the end of each sprint, which can range from one to four weeks. However, they might be scheduled more frequently if the project requires it.

What are the key components of a Scrum Stakeholder Meeting agenda?

The agenda of a Scrum Stakeholder Meeting may include items such as reviewing the work completed in the last sprint, discussing the planned work for the next sprint, resolving any issues or challenges, discussing stakeholder feedback, and updating the product backlog if necessary.

How can one ensure a successful Scrum Stakeholder Meeting?

To ensure a successful Scrum Stakeholder Meeting, it’s important to come prepared with all necessary project updates, clearly communicate the progress and challenges, encourage open and constructive feedback from stakeholders, and make sure that everyone has a shared understanding of the next steps for the project.