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How To Run A Sprint Grooming Meeting

A Sprint Grooming Meeting requires a clear understanding of customer needs, a prioritized backlog, collaborative effort from the team to estimate the time and resources for tasks, continuous dialogue, and actionable insights for setting the next sprint objectives.

A Sprint Grooming Meeting, also known as Backlog Refinement or Backlog Grooming, is a recurring meeting in Agile project management where the product owner and development team collaboratively review and prioritize the items in the product backlog. The goal of the meeting is to ensure that the backlog is well-groomed with clear, detailed, and estimable user stories or product backlog items that are ready to be selected and worked on in the upcoming sprints. It allows the team to discuss and clarify requirements, estimate effort, and break down larger stories into smaller, more manageable ones, ensuring the backlog is refined and ready for sprint planning.

What is the purpose of a Sprint Grooming Meeting?

The purpose of running a sprint grooming meeting as a leader is to ensure that the team has a clear understanding of the upcoming tasks, prioritize them effectively, and estimate the time and effort required for each. This meeting helps in setting the team’s expectations, aligning goals, and laying the groundwork for successful sprint planning and execution.

How To Run A Sprint Grooming Meeting: Step-By-Step


Step 1: Preparation

Prior to the sprint grooming meeting, the product owner and scrum master should compile a comprehensive list of backlog items, encompassing thorough comprehension of requirements, dependencies, and the complexity associated with each item.

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Step 2: Sprint Grooming Meeting Initiation

The scrum master takes the lead in organizing the sprint grooming meeting, ensuring the attendance of the product owner, scrum team, and stakeholders. This meeting is crucial for discussing and refining the backlog items before they are prioritized for the upcoming sprint.

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Step 3: Review Previous Sprint

During the early part of the meeting, the team engages in reflection and analysis, examining both successful elements and areas for growth from the previous sprint. This fosters a culture of continuous improvement among team members.


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Step 4: Backlog Review

The product owner shares the backlog items with the team, who then analyze and grasp each requirement’s business value and priority to effectively prioritize and plan their work.

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Step 5: Discussion

During backlog refinement sessions, the team engages in collaborative discussions to address any queries or doubts regarding each item. The product owner actively participates in clarifying questions, ensuring a shared understanding among all team members.

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Step 6: Estimation

The team evaluates and quantifies the amount of work needed for each backlog item, typically using story points or hours, to gauge the level of effort involved and aid in prioritizing tasks.

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Step 7: Prioritization

The product owner, working with the team, determines the importance of backlog items by considering their value to the business as well as the effort required to complete them.

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Step 8: Backlog Refinement

During the meeting, the list is updated based on the details discussed, such as estimating the required efforts and determining the priority of each task. This refinement process ensures a comprehensive and well-organized task list for efficient execution.

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Step 9: Sprint Planning Preparation

The outcome of the sprint grooming meeting is crucial as it sets the foundation for the Sprint Planning meeting. It ensures that the sprint backlog is well-prepared, with a prioritized and estimated list of items, ready for execution.

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Step 10: Follow-up Assignments

Any follow-up actions determined during the grooming meeting are promptly and efficiently addressed. This may involve conducting further research, sketching out architectural designs, or engaging in in-depth discussions to resolve any complex issues.

Questions to ask as the leader of the meeting

1. What is the purpose of this sprint?
– To clarify the goal or objective of the sprint and align all team members towards a specific target.

2. Are the sprint goals achievable within the given timeframe?
– To assess the feasibility of the sprint goals and ensure they can be completed within the allocated time.

3. What are the top priorities for this sprint?
– To identify and prioritize the most crucial tasks or user stories that need to be tackled during the sprint.

4. Do we have all the necessary resources for this sprint?
– To ensure that the team has access to the required tools, equipment, and resources to successfully complete the sprint.

5. What potential obstacles or risks do we anticipate during this sprint?
– To proactively identify any potential roadblocks or challenges and develop strategies to mitigate them.

6. Who will be responsible for each task or user story?
– To assign ownership and accountability for each task, ensuring that all responsibilities are clearly defined.

7. Is everyone in the team clear on their role and responsibilities for this sprint?
– To confirm that each team member understands their assigned tasks and responsibilities, minimizing confusion and improving productivity.

8. Are there any dependencies between tasks or user stories?
– To identify any interdependencies between tasks and ensure that they are appropriately prioritized and scheduled.

9. How can we track progress and measure success during the sprint?
– To establish measurable metrics or key performance indicators (KPIs) to assess progress and determine if the sprint goals are being met.

10. Is the scope of this sprint realistic and well-defined?
– To evaluate and validate that the scope of work for the sprint is well-defined, ensuring that it is neither too vague nor too overwhelming.

Learn how to prepare a Sprint Grooming Meeting

As a leader, preparing a sprint grooming meeting agenda involves several key steps. Start by outlining the meeting objectives and desired outcomes. Identify the stories and backlog items that need to be prioritized and refined. Invite the relevant team members to the meeting and allocate time for each agenda item. Lastly, communicate the agenda in advance to ensure everyone is prepared and ready to participate effectively.

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Exemplary Agenda Template for a Sprint Grooming Meeting

During a sprint grooming meeting, it is important to discuss the prioritization and refinement of user stories and backlog items. This involves clarifying requirements, estimating effort, and identifying any dependencies or risks. Additionally, new ideas or potential scope changes might be discussed to ensure the team has a clear understanding of what needs to be delivered in the upcoming sprint.

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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 Sprint Grooming Meeting

Software plays a crucial role in helping leaders execute successful sprint grooming meetings. By providing a central platform for collaboration and organization, software streamlines the process of planning, assigning tasks, and setting priorities. It allows leaders to track progress, ensure alignment, and make data-driven decisions while increasing communication and transparency among team members, ultimately enhancing the effectiveness and efficiency of sprint grooming meetings.


In conclusion, running a sprint grooming meeting is an essential part of every successful Agile team. By following the steps mentioned in this blog post, you can ensure that your grooming sessions are effective, efficient, and result-driven. Remember to set clear objectives, involve all necessary stakeholders, prioritize and refine user stories, and maintain open and collaborative communication. Additionally, keep in mind that continuous improvement is key in the Agile methodology, so regularly evaluate and adjust your grooming process as needed. By making sprint grooming a priority and using the tips outlined here, you can streamline your team’s workflow, increase productivity, and deliver value to your customers consistently.


What is a Sprint Grooming Meeting?

A Sprint Grooming Meeting, also known as Backlog Grooming or Refinement, is a meeting where the Scrum team reviews items on the product backlog to ensure the appropriate items are prioritized, and that they are clear and ready for development.

What is the purpose of a Sprint Grooming Meeting?

The purpose of this meeting is to ensure everyone understands what is in the product backlog, to estimate the effort required for each item, and to prioritize the items based on their value to the project. It allows the team to update and prepare the product backlog for the next sprint planning meeting.

Who participates in a Sprint Grooming Meeting?

The Product Owner, Scrum Master, and Development Team usually participate in a Sprint Grooming Meeting. The Product Owner is responsible for the backlog items and their details, while the development team discusses the implementation and estimates the effort.

Does the Sprint Grooming Meeting replace the Sprint Planning Meeting?

No, the Sprint Grooming Meeting doesn’t replace the Sprint Planning Meeting. It’s a preparation for it. The Grooming Meeting helps keep Sprint Planning more focused and efficient by priming backlog items for discussion.

How long should a Sprint Grooming Meeting last?

The length may vary based on the team’s needs, but typically it should not exceed 10% of the total sprint time. For a two-week sprint, this would mean a grooming meeting of around 1-2 hours. However, the goal should always be efficiency, not adhering to a strict time limit.