During Backlog Refinement (Grooming) the Scrum Master facilitates as the Product Owner and Scrum Team review the user stories at the top of the Product Backlog in order to prepare for the upcoming sprint.
Backlog Refinement (Grooming) provides the first input to Sprint Planning. To start, it assures the Product Owner properly conveys the project / product objectives to the Scrum Team that will inform the sprint goal. Further, it ensures the Product Backlog remains populated with user stories that are relevant and detailed. Finally, it defines the “feature set” for the next Sprint Backlog; user stories that are appropriately refined, estimated, prioritized, and meet the Definition of Ready (DoR).
Create and Refine
In preparation of the Backlog Refinement (Grooming), the Product Owner should remove user stories that are no longer relevant and create new ones based on the Scrum Team’s discoveries from the previous sprint. Grooming can then begin with the goal of refining the set of user stories the Product Owner has initially prioritized at the top of the Product Backlog.
The Scrum Team should ask questions and clarify any requirements so they can better break down larger user stories into more manageable, smaller ones for easier, more accurate story point estimation. This may also lead to the Product Owner and Scrum Team re-assessing and negotiating the relative priority of the user stories as the Team refines them.
Estimate
Once the Scrum Team has refined the feature set, they should begin assigning estimates to the user stories and correcting those for any existing in light of newly discovered information. However, everyone (i.e. the Scrum Team, Product Owner, and Scrum Master) should understand that estimates are not final until those user stories have been accepted into the Sprint Backlog.
Prioritize
Before the Backlog Refinement (Grooming), the Product Owner should conduct some informal backlog refinement with their subject matter experts (SMEs) and stakeholders to affirm they are focusing on the user stories with the most important business value. Thus further ensuring the Product Backlog is prepped with the highest priority user stories for Backlog Refinement (Grooming).
Following the user story refinement and estimation, the Scrum Team and Product Owner should begin prioritizing the user stories that will eventually fill the Sprint Backlog. The Scrum Team should provide feedback that will help determine the best order for accomplishing the sprint goal. However, if during Backlog Refinement (Grooming) additional questions or risks arise, the Scrum Team should assign action items to the Product Owner (or other Team members) to clarify. Additionally, the Scrum Team and Product Owner may negotiate the creation of “spikes” (a time-boxed investigation) to resolve unknowns that hamper user story estimation.
Good Reads
These are good references for conducting a Backlog Refinement (Grooming):
- Agile Alliance: Backlog Grooming
- Cheat Sheet for Product Backlog Refinement (Grooming)
- MountainGoat: Product Backlog Refinement (Grooming)
- Product Backlog Refinement in Scrum
- Scrum Inc.: Product Backlog Refinement
- Scrum.org: Product Backlog Refinement explained (1/3)
- Scrum.org: Product Backlog Refinement explained (2/3)
- Scrum.org: Product Backlog Refinement explained (3/3)
I have extensive experience in Agile methodologies, particularly in Scrum practices like Backlog Refinement (Grooming). I've actively led and participated in numerous refinement sessions, optimizing the Product Backlog for efficient Sprint Planning.
During Backlog Refinement, the Scrum Master plays a pivotal role in facilitating discussions between the Product Owner and the Scrum Team. This process aims to ensure clarity in project objectives, refine user stories, and prepare a well-defined feature set for the upcoming sprint. The refinement involves several critical steps:
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Review and Preparation: The Product Owner sets the stage by conveying project objectives to the Scrum Team, aligning everyone towards the sprint goal. This initial review kickstarts the refinement process.
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Create and Refine: The Product Owner eliminates irrelevant user stories and introduces new ones based on insights from previous sprints. This sets the foundation for refining the prioritized user stories at the top of the backlog.
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Clarification and Estimation: The Scrum Team engages in discussions to clarify requirements, breaking down larger stories into smaller, more manageable ones. This aids in accurate story point estimation, crucial for sprint planning.
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Prioritization: Informal refinement with subject matter experts and stakeholders helps the Product Owner focus on high-value user stories. Post-refinement, the team collaborates to prioritize the user stories for inclusion in the Sprint Backlog, aligning with the sprint goal.
Throughout this process, continuous feedback loops exist between the Scrum Team, Product Owner, and Scrum Master. They ensure alignment, adjust priorities, and address any uncertainties or risks that might arise.
The references provided in the article offer valuable insights and guidance for conducting effective Backlog Refinement sessions. From Agile Alliance to resources like MountainGoat, Scrum Inc., and Scrum.org, these sources serve as comprehensive guides for refining and grooming the Product Backlog in adherence to Scrum principles and best practices.
