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Software & productPlanning

Product backlog refinement

60 minutes 4 blocks Free template

A refinement session that reviews, splits, estimates and re-orders upcoming backlog items so Sprint Planning goes smoothly.

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By the end of this meetingThe next Sprint's top backlog items are split, sized and ordered so they are ready for Sprint Planning.

60 min · 4 blocks, drawn to scale Fits exactly
  1. Review upcoming items with the Product Owner and experts, 10 minutesInfo 10
  2. Analyse and split big items, 20 minutesDiscuss 20
  3. Estimate each item, 15 minutesVote 15
  4. Re-prioritise the backlog, 15 minutesDecide 15
015304560 min
  1. +0′Review upcoming items with the Product Owner and experts10 minInfo
  2. +10′Analyse and split big items20 minDiscuss
  3. +30′Estimate each itemHow many story points is this item?Tip: Re-estimate older items too if the team's understanding has changed.15 minVote
  4. +45′Re-prioritise the backlogTip: The Product Owner owns the final order.15 minDecide

Why it works

Built so the product backlog refinement ends on time, with everyone in it.

  • Updates stay short

    10 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Discussion with a clock

    20 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • A vote the whole room sees

    One tap each on a phone, live bars on the screen. A tick shows who has voted, never what they chose.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

How to run it

  1. 1Refine continuously during the Sprint, using no more than about 10% of team capacity, roughly a day per two-week Sprint.
  2. 2Have the Product Owner and subject-matter experts walk through the upcoming items first.
  3. 3Analyse big items and split them into smaller ones the team can understand and size.
  4. 4Estimate with a planning-poker style vote and re-estimate items when understanding has changed.
  5. 5Re-order the backlog at the end; if Sprint Planning still hits significant questions or confusion, refine more.

Questions about the product backlog refinement

How much time should backlog refinement take?
Usually no more than 10% of the team's capacity, about one day per two-week Sprint. The sources don't set a per-session length; this template uses 60 minutes.
What happens in backlog refinement?
Upcoming items are reviewed, split, estimated or re-estimated, and re-prioritised so they are ready for Sprint Planning.
How do you know refinement is working?
LeSS says that if Sprint Planning has significant questions, discovery or confusion, refinement is not working.

Built from

The structure, timings and tips on this page come from these sources.

  • scrumguides.org
  • less.works

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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