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How To Run A Sprint Meeting

A Sprint Meeting should be conducted by setting immediate goals, suggesting solutions and tasks, dividing these tasks among team members, and monitoring progress and results frequently.

A Sprint Meeting, also known as a Sprint Planning Meeting, is a key event in agile project management methodologies, such as Scrum. It is usually conducted at the beginning of a sprint, which is a time-boxed period of work lasting typically 1-4 weeks. The purpose of this meeting is to plan and discuss the work that will be undertaken during the upcoming sprint. The team gathers to review the product backlog, create a sprint backlog, and decide on the specific user stories or tasks to be worked on. The meeting aims to ensure the team has a clear understanding of the goals and deliverables for the sprint and to allow for effective planning and coordination among team members.

What is the purpose of a Sprint Meeting?

The purpose of running a sprint-meeting as a leader is to provide a platform for team members to discuss and plan their upcoming tasks, track progress, and make necessary adjustments to project timelines. It ensures effective coordination, collaboration, and alignment among team members, ultimately leading to the successful completion of projects within the set timeframe.

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

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Step 1: Sprint Planning

During the sprint planning session, the Scrum Team collaboratively selects the highest priority items from the product backlog and determines how to accomplish them, setting a clear direction for the upcoming sprint’s work.

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Step 2: Defining Goals

The team collaboratively discusses and defines a Sprint goal, which acts as a concise summary outlining the intended achievements and outcomes of the Sprint, serving as guidance and inspiration throughout its duration.

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Step 3: Break Down Tasks

Breaking down assigned items into smaller tasks allows team members to better understand and manage their workload. By dividing the work into manageable chunks, the team can ensure that each task is completed efficiently and everyone has a clear understanding of their responsibilities.

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Step 4: Estimation of Tasks

Estimating the time for each task enables the team to effectively plan and allocate resources within the sprint period, ensuring that the goals set for the sprint are realistic and attainable.

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Step 5: Sprint Execution

During this step, team members diligently focus on fulfilling their allocated tasks and ensure their timely completion within the predetermined timeframe set for the sprint. The collaborative efforts of each team member contribute to the overall success of the project.

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Step 6: Daily Stand-Up

Daily team meetings are held to ensure timely progress, address obstacles, and strategize tasks for the day. It provides a platform for members to communicate challenges and collaboratively plan and discuss their work progress.

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Step 7: Tracking Progress

The Sprint Burndown Chart is an essential tool for tracking progress in Agile project management. It visually represents the progress made by comparing the amount of work completed with the work still to be done, ensuring timely delivery of the project.

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Step 8: Reviewing Work

The team constantly reviews their work, marking completion by shifting tasks to the ‘Done’ column on the Scrum board, ensuring clear progress tracking and transparency within the project.

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Step 9: Sprint Review

During the sprint’s conclusion, the team conducts a review meeting to reflect on accomplishments, highlight successful aspects, and identify areas for improvement.

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Step 10: Sprint Retrospective

During this crucial phase, the team conducts a comprehensive evaluation of the sprint, analyzing accomplishments, obstacles encountered, and identifying areas for enhancement in the upcoming sprint.

Questions to ask as the leader of the meeting

1. What progress has been made since the last sprint meeting? – This question helps the leader understand the current status of the project and identify any potential roadblocks or delays.

2. Are there any obstacles or challenges hindering progress? – Identifying obstacles allows the leader to address any issues and provide support or resources to overcome them.

3. Do we need to make any adjustments to the sprint goals or timeline? – This question helps ensure that the team’s goals and timeline align with the current progress and any updates or modifications can be made if necessary.

4. Are there any dependencies or bottlenecks that need attention? – Identifying dependencies or bottlenecks early on allows the leader to allocate resources, adjust priorities, or provide assistance to ensure smooth progress.

5. Is everyone clear about their roles and responsibilities? – Ensuring clarity about individual roles and responsibilities helps minimize confusion and improves overall productivity.

6. Are there any issues or concerns that need immediate attention? – Identifying urgent issues or concerns during the sprint meeting ensures that they are addressed promptly, preventing any potential delays or negative impacts.

7. Are there any potential risks we should be aware of? – Discussing potential risks helps the leader proactively manage them, develop contingency plans, or make necessary adjustments to minimize their impact on the project.

8. Are there any opportunities for improvement or innovation? – Encouraging the team to share ideas for improvement or innovation promotes creativity and continuous learning, enhancing the overall efficiency of the project.

9. Do we have sufficient resources to accomplish our goals? – Assessing resource availability ensures that the team has the necessary tools, equipment, or support to meet their objectives successfully.

10. Are there any important updates or announcements to share? – This question allows the leader to communicate any essential information, changes, or updates that may affect the team’s work or priorities.

As a leader, preparing a sprint-meeting agenda requires careful consideration. Start by identifying the key topics that need to be discussed, such as project updates, blockers, and upcoming tasks. Prioritize the items in a logical order and allocate the appropriate amount of time for each. Share the agenda with the team in advance to allow for preparation, and be ready to guide the discussions and keep the meeting on track.

How To Prepare For A Sprint Meeting
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During a sprint meeting, it is important to discuss the progress made in the current sprint, identify any potential roadblocks, and make necessary adjustments to the sprint plan. Other topics that should be discussed include upcoming tasks, team capacity, and any changes or updates to project requirements. Effective communication and alignment within the team are crucial for successful sprint meetings.

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

Software enables leaders to run efficient sprint meetings by providing a centralized platform for task management, progress tracking, and collaboration. With features like real-time updates, automated notifications, and shared dashboards, leaders can easily oversee team efforts, prioritize tasks, and make data-driven decisions. This streamlines meeting discussions, fosters transparency, and ultimately helps leaders drive productivity and achieve project goals effectively.

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Conclusion

In conclusion, running a sprint meeting is a crucial aspect of effective project management and team collaboration. It provides a structured framework for setting goals, reviewing progress, addressing issues, and ultimately achieving success. By following the key steps outlined in this blog post – setting an agenda, establishing clear objectives, facilitating open communication, and encouraging active participation – you can ensure that your sprint meetings are productive and focused. Remember, the sprint meeting is not just a routine check-in but an opportunity to empower your team and keep them motivated towards achieving their goals. So go ahead, implement these best practices, and watch your projects sprint towards success!

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 a Sprint Meeting?

A Sprint Meeting is part of the Scrum framework in Agile methodology. It’s a time-boxed period during which specific work has to be completed and made ready for review. They are typically held at the beginning of a sprint where team members, product owner, and scrum master plan the work to be done.

What is the purpose of a Sprint Meeting?

The purpose of a Sprint Meeting is to define what can be delivered in the upcoming Sprint and how that work will be achieved. It allows team members to sync on tasks and priorities, and facilitates decision-making.

Who participates in a Sprint Meeting?

Typically, the product owner, Scrum Master, and the development team are present for a Sprint Meeting. The product owner explains the backlog items, the scrum master facilitates the meeting and ensures everything is on track, and the development team works on the tasks.

How long does a Sprint Meeting usually last?

A Sprint Planning Meeting should be time-boxed to 8 hours or less for a one-month Sprint. For shorter sprints, it usually lasts for about two hours. The meeting length can be adjusted in proportion to the length of the sprint.

What are the outputs of a Sprint Meeting?

The primary output of a Sprint Meeting is a committed Sprint Backlog. This contains a list of items selected from the Product Backlog to be developed during the sprint, along with the team’s plan for delivering the product Increment and achieving the Sprint Goal.

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