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How To Run A Weekly Scrum Meeting

Conduct weekly Scrum meetings by establishing clear goals, facilitating open communication about progress and roadblocks, continuously improving the process based on feedback, and ensuring team members are mutually accountable for project outcomes.

A Weekly Scrum Meeting is a time-bound meeting in agile project management where the team gathers to discuss the progress of tasks and address any obstacles. It follows the Scrum framework and typically takes place at the same time and place each week. The meeting is facilitated by the Scrum Master and attended by the entire team, including the product owner. During the meeting, team members provide updates on their work completed, work planned for the coming week, and any challenges they are facing. The purpose is to collaborate, synchronize, and make incremental progress towards achieving the project’s goals.

What is the purpose of a Weekly Scrum Meeting?

The purpose of running a weekly scrum meeting as a leader is to ensure clear communication, collaboration, and alignment within the team. It allows for the identification of any roadblocks or challenges, provides an opportunity for progress updates, and helps prioritize tasks for the upcoming week. Ultimately, the aim is to maximize productivity, foster a sense of accountability, and facilitate timely decision-making.

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

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Step 1: Scheduling the Meeting

The Scrum Master ensures consistency and routine by scheduling weekly scrum meetings at a designated time that works for all team members. These meetings usually last for 15-30 minutes and are held at the same time each week.

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Step 2: Setting the Agenda

The Scrum Master takes charge of the meeting, defining the key issues to be discussed like sprint progress, obstacles faced, potential remedies, and upcoming strategies for the following week.

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Step 3: Preparing for the Meeting

Preparing for a team meeting involves ensuring each member is equipped with an understanding of their work report and any concerns they may have. This allows for efficient discussions and effective problem-solving, fostering collaboration and productivity within the team.

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Step 4: Starting the Meeting

The Scrum Master initiates the meeting by recapping the agenda and clarifying the objective to foster collaboration and evaluate progress towards achieving the project’s objectives.

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Step 5: Sharing Updates

During team meetings, each member provides updates on their completed tasks, ongoing projects, and any obstacles they are currently facing. This ensures clear communication and enables the team to address challenges, track progress, and make informed decisions.

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Step 6: Discussing Challenges

The team proactively communicates and addresses challenges or obstacles hindering the project, engaging in collaborative brainstorming sessions to find and implement effective solutions.

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Step 7: Planning the Work

After reviewing the updates and having discussions, the team collaborates to plan their work for the upcoming week, ensuring that all tasks and sprint requirements are given proper attention.

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Step 8: Recommending Improvements

Team members are encouraged to contribute their suggestions for process improvements, task enhancements, and other innovative ideas that can positively impact the team and overall project success.

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Step 9: Assigning Tasks

The Scrum Master assists in assigning new tasks for the upcoming week by considering the team’s progress, evaluating the backlog, and prioritizing tasks effectively.

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Step 10: Summarizing the Meeting

The Scrum Master concludes the meeting by summarizing key points, challenges, plans, and action items. This promotes alignment and ensures everyone is well-informed and working towards the same goals.

Questions to ask as the leader of the meeting

1. What did you accomplish since the last meeting?
Explanation: This helps to track progress and ensure tasks are being completed on time.

2. What challenges did you face?
Explanation: Identifying obstacles allows the leader to provide support and find solutions, ensuring the team’s success.

3. Do you need any assistance or resources to complete your tasks?
Explanation: This question ensures that team members have the necessary support to overcome challenges and accomplish their goals.

4. What are your plans for the upcoming week?
Explanation: Understanding the upcoming tasks helps the leader allocate resources effectively and ensure alignment within the team.

5. Are there any dependencies or roadblocks that might hinder progress?
Explanation: Identifying potential obstacles in advance allows the leader to proactively address them and ensure smooth workflow.

6. Are you on track to meet your deadlines?
Explanation: This question helps gauge if team members are managing their time effectively and ensure timely completion of tasks.

7. How can the team better collaborate and communicate?
Explanation: Encouraging open dialogue fosters team cohesion, identifies areas for improvement, and enhances overall productivity.

8. Are there any lessons learned from the last sprint that we can apply moving forward?
Explanation: Reflecting on past experiences and incorporating lessons learned promotes continuous improvement and prevents recurring challenges.

9. What are your key priorities for the week?
Explanation: Clarifying priorities helps the team focus on the most critical tasks and ensures alignment towards common goals.

10. Is there anything else you would like to share with the team?
Explanation: This open-ended question allows team members to address any additional points, concerns, or suggestions they may have.

To prepare a weekly scrum meeting agenda as a leader, start by outlining the main goals and objectives of the meeting. Prioritize discussing the progress of ongoing projects, identifying any challenges or roadblocks, and brainstorming potential solutions. Allocate time for team members to share updates and accomplishments. End the agenda with an open forum for questions, feedback, and suggestions for improvement.

How To Prepare For A Weekly Scrum Meeting
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During the weekly scrum meeting, it is essential to discuss the progress of ongoing projects, any impediments or blockers faced by the team, upcoming deadlines, and resource allocation. Additionally, it is important to review and prioritize the backlog, update stakeholders on the status of deliverables, and address any immediate concerns or risks that may affect the project’s timeline and success.

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

Software helps leaders run weekly scrum meetings by providing a centralized platform for organizing and tracking tasks, assigning responsibilities, and monitoring progress. It facilitates effective communication and collaboration among team members, ensuring everyone is aligned with project goals and deadlines. With automated reminders, real-time updates, and data visualization, software simplifies the meeting process, promotes productivity, and enables leaders to make informed decisions for project success.

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Conclusion

Running a weekly Scrum meeting is crucial for ensuring effective communication and collaboration within a team. By following the steps outlined in this blog post, you can establish a structured and productive Scrum meeting that will help your team stay aligned, address challenges, and achieve their project goals. Remember, the success of your Scrum meeting lies in setting clear objectives, facilitating open discussions, and focusing on action items. With practice and continuous improvement, your team will reap the benefits of a well-organized and efficient Scrum meeting, fostering productivity and fostering a sense of unity among team members.

Popular Questions

What is the main purpose of a Weekly Scrum Meeting?

The main purpose of a Weekly Scrum Meeting, also known as a Sprint Review Meeting, is to inspect the work completed during the week and adapt the upcoming work accordingly. This involves reviewing completed tasks, discussing what went well, issues faced and how to improve further.

Who typically takes part in a Weekly Scrum Meeting?

The Scrum team, including the Product Owner, Scrum Master, and Development Team participate in the Weekly Scrum Meeting. Occasionally, stakeholders or other interested parties may also attend.

How long does a Weekly Scrum Meeting typically last?

The Scrum guidelines suggest that a Weekly Scrum Meeting or sprint review should be proportionate to the sprint length, hence, for a one-week sprint, a typical meeting would last about one hour.

What are the typical roles in a Weekly Scrum Meeting?

In a Weekly Scrum Meeting, the Product Owner explains what backlog items have been done and what hasn’t; the development team discusses what they did during the sprint, any challenges faced and showcases the completed work; and the Scrum Master facilitates the meeting and works to resolve any issues raised during the discussion.

What should be the outcome of a Weekly Scrum Meeting?

The outcome of a Weekly Scrum Meeting includes an understanding of the work that took place during the week, identification of any issues or blockers that need to be addressed, a revised and refined product backlog due to the incorporation of the learnings from the meeting, and clearer direction for the upcoming week.