5 Tips for Running a Successful Sprint Planning Meeting

Sprint planning meetings are a crucial part of the agile development process. These meetings help teams set goals, prioritize tasks, and plan for the upcoming sprint. However, without proper planning and execution, these meetings can quickly become unproductive and frustrating. Here are five tips to help you run a successful sprint planning meeting and keep your team on track.

Sprint Planning Meeting
Sprint Planning Meeting

Set clear goals and objectives.

Before your sprint planning meeting, make sure you have clear goals and objectives for the upcoming sprint. This will help your team stay focused and aligned throughout the meeting. Make sure everyone understands the goals and objectives and how they relate to the overall project. This will help ensure that everyone is on the same page and working towards the same goals.

Prioritize tasks and assign responsibilities.

During your sprint planning meeting, it’s important to prioritize tasks and assign responsibilities to team members. This will help ensure that everyone knows what they need to do and when they need to do it. Use a task prioritization matrix to help you determine which tasks are most important and which ones can wait. Assign tasks based on each team member’s strengths and expertise, and make sure everyone understands their role in the sprint. This will help ensure that everyone is working towards the same goals and that the sprint is completed on time and within budget.

Estimate time and resources needed for each task.

Before assigning tasks to team members during your sprint planning meeting, it’s important to estimate the time and resources needed for each task. This will help ensure that you have enough time and resources to complete the sprint on time and within budget. Use historical data from previous sprints to help you estimate the time and resources needed for each task. You can also use tools like Trello or Asana to help you track the progress of each task and ensure that everything is on track. By estimating time and resources needed for each task, you can avoid delays and ensure that your sprint planning meeting is a success.

Identify potential roadblocks and plan for contingencies.

It’s important to identify potential roadblocks that could arise during the sprint and plan for contingencies. This could include team members being out sick, unexpected delays, or changes in project requirements. By anticipating these potential roadblocks, you can create a plan to address them before they become major issues. This will help keep your team on track and ensure that you are able to complete the sprint on time and within budget. Make sure to communicate these potential roadblocks and contingency plans to your team during the sprint planning meeting so everyone is aware and prepared.

Review and adjust plans as needed throughout the sprint.

It’s important to remember that sprint planning is not a one-time event. As the sprint progresses, it’s important to review and adjust plans as needed. This could include reprioritizing tasks, reallocating resources, or adjusting timelines. Regular check-ins with your team can help identify any issues early on and allow you to make necessary adjustments to keep the sprint on track. By staying flexible and adaptable, you can ensure that your team is able to deliver high-quality work within the sprint timeframe.

What is a Sprint Planning Meeting?

A Sprint Planning Meeting (SPM) is a meeting that is typically scheduled every two weeks, where all team members can share their progress and status for the next two weeks. This gives the team a quick overview of where they are and what they need to work on next. During this meeting, the team can also review pending tasks and ensure that there are no conflicts or overlaps with other tasks.

Why Have a Sprint Planning Meeting?

One of the main benefits of having a SPM is that it helps to ensure that all tasks are completed on time. By sharing progress and status, the team can identify any problems early on and take appropriate measures. This allows for better coordination and communication between team members, which results in faster and more efficient completion of tasks. Additionally, it helps to keep everyone on track and motivated.

How Do You Hold a Sprint Planning Meeting?

A SPM can be held in different ways, depending on the size and composition of the team. A SPM can be conducted as an online meeting using video conferencing software or by sending offline task management boards to each member. In either case, it is important to have clear instructions and expectations for each participant beforehand.

Tips to conduct sprint planning meeting

1. Decide on the purpose of the meeting

The first step in conducting a sprint planning meeting is to decide the purpose of the meeting. This can range from discussing a new project or product vision to reaffirming team goals and objectives. Defining the purpose will help to set priorities and ensure that all members of the team are aware of what is being discussed.

2. Set a time limit

Once the purpose of the meeting has been decided, it is important to set a time limit for its duration. This will help to keep everyone on track and prevent any prolonged discussion that may end up being irrelevant or unproductive. Setting a deadline ensures that all relevant information is captured and brought to bear on future decisions.

3. Elect a leader

Once the time limit has been set, it is important to elect a leader for the meeting. This person should be able to manage and organize the discussion while keeping things moving forward overall. It is also helpful if this individual has knowledge about relevant topics being discussed so that more in-depth discussions can take place.

who will conduct sprint planning meeting

1. Sprint planning meeting will be led by the CTO

2. The meeting will involve all development and engineering team members

3. The meeting will allow for coordination of development and engineering efforts

4. The goal of the meeting is to ensure that development is on track, and gather feedback from users

5 Steps to Successful Sprint Planning

Sprint planning is a key component of the agile development process, allowing teams to plan and prioritize their work for the upcoming sprint. By following a structured approach, teams can ensure that they are working on the most important tasks and have a clear understanding of what needs to be accomplished. In this article, we’ll outline the five steps to successful sprint planning and provide tips for ensuring your team’s success.

Sprint Planning
Sprint Planning

1. Define the Sprint Goal and Scope.

The first step in successful sprint planning is to define the sprint goal and scope. This involves identifying the key objectives for the upcoming sprint and determining what work will be included in the sprint backlog. It’s important to ensure that the sprint goal is specific, measurable, achievable, relevant, and time-bound (SMART) to ensure that the team is aligned and focused on the same objectives. Additionally, the scope should be realistic and achievable within the sprint timeframe, taking into account any potential roadblocks or dependencies.

2. Prioritize the Product Backlog.

Once the sprint goal and scope have been defined, the next step is to prioritize the product backlog. This involves reviewing all of the potential work items and determining which ones are the most important to include in the upcoming sprint. The product owner should work with the development team to ensure that the highest priority items are included in the sprint backlog, taking into account any dependencies or technical considerations. It’s important to regularly review and adjust the product backlog to ensure that it remains aligned with the overall product vision and goals.

3. Break Down User Stories into Tasks.

After prioritizing the product backlog, the next step in successful sprint planning is to break down user stories into tasks. User stories are high-level descriptions of a feature or functionality from the perspective of the end user. Breaking them down into smaller, more manageable tasks helps the development team understand what needs to be done and how long it will take. This also helps to identify any potential roadblocks or dependencies that may impact the sprint. It’s important to involve the entire team in this process to ensure that everyone has a clear understanding of the work that needs to be done.

4. Estimate Effort and Capacity.

Once user stories have been broken down into tasks, the next step in successful sprint planning is to estimate the effort required for each task and the team’s capacity to complete them. This involves assigning a point value to each task based on its complexity and the amount of work required. The team’s capacity is determined by taking into account factors such as team size, individual availability, and any planned time off or holidays. By estimating effort and capacity, the team can ensure that they are not overcommitting and can realistically complete the work within the sprint timeframe.

5. Create a Sprint Plan and Commitment.

Once the team has estimated the effort required for each task and their capacity to complete them, it’s time to create a sprint plan and commitment. This involves selecting the tasks that will be completed during the sprint and assigning them to team members. It’s important to consider dependencies between tasks and ensure that they are completed in the correct order. The team should also discuss any potential roadblocks or challenges that may arise during the sprint and come up with a plan to address them. Finally, the team should make a commitment to complete the selected tasks within the sprint timeframe. This commitment should be communicated to stakeholders and any necessary adjustments should be made to the sprint plan if needed.

A.  What is sprint planning in software development

In software development, sprint planning is a process that helps plan and manage short-term objectives in a product development cycle. There are several steps involved with sprint planning, including establishing goals, developing tasks and estimates, setting deadlines, and tracking progress. Sprint plans can be tailored to meet the specific needs of any given project, and can be revised as needed based on changes in task estimates or deadlines.

B.  Benefits of sprint planning in software development

In software development sprints are a crucial part of the process and play an important role in the success of projects. By properly planning and executing sprints, developers can identify and rectify problems early, produce high-quality code more quickly, and maintain better communication with their team members. Below are some of the benefits of sprint planning:

a. developers can identify and rectify errors earlier

Sprints allow for developers to fix errors as early as possible in the development process. This helps to avoid further downstream failures that may result from unresolved issues. By identifying and resolving errors as early as possible, developers can save time and resources.

b. higher quality code is produced more quickly

The faster a developer is able to produce code, the higher quality his or her code will be. By incorporating sprints into the development process, Developers are able to achieve high quality during short bursts while also avoiding potential problems and complexities that may arise later on in the project due to regression testing or other unforeseen circumstances.

c. improved communication is achieved

Through proper sprint planning, developers are able to improve their communication with their team members by ensuring everyone understands what they are working on, what goals they are trying to achieve, and when they need help. This helps reduce distractions, improves collaboration, and overall leads to a smoother development process.

3. How to implement sprint planning in software development?

Sprint planning is an important part of any software development project. It helps to identify and prioritize tasks that need to be done in a given timeframe. It also helps teams stay organized, motivated and focused on the goal of the project.

Sprint planning is a process that involves creating a timeline for completing tasks, assigning roles and responsibilities, setting goals and objectives, creating milestones, monitoring progress and making adjustments as needed. It also involves communicating with stakeholders to ensure that everyone understands the plan and is on board with it.

By implementing sprint planning in software development projects, teams can work more efficiently and effectively towards achieving their goals. They can also identify potential risks early on so that they can be addressed before they become issues.

Sprint planning is an important part of software development, and it should be implemented in a way that ensures the success of the project. It involves setting goals, identifying tasks and resources, and determining how to best use those resources to achieve the goals. This process helps teams stay organized and on track with their projects. Implementing sprint planning in software development can help teams increase productivity, reduce costs, and ensure that deadlines are met. By following a few simple steps, teams can successfully implement sprint planning into their software development process

Important Articles

How to Run a Successful Sprint: A Step-by-Step Guide

What is Sprint in Agile?


What are the steps in sprint planning?

How to run a sprint planning meeting

  1. Examine team availability. …
  2. Establish velocity for your team. …
  3. Plan your sprint planning meeting. …
  4. Start with the big picture. …
  5. Present new updates, feedback, and issue. …
  6. Confirm team velocity and capacity. …
  7. Go over backlog items. …
  8. Determine task ownership.

What are the 2 parts of sprint planning?

Two parts of the sprint planning meeting

The first part of the event mainly concerns the PO as s/he explains the sprint vision and goal to the team. In the second part, the development team decomposes product backlog items, or user stories, into developable tasks for the daily sprint.

What is sprint planning checklist?

Clean up the board, engage the whole team. 2. Create a subsequent Sprint Backlog in the project management tool. 3. Check the statuses of each ticket, move tickets if necessary (focus on moving tickets to be done, and to next Sprint Backlog or to Product Backlog).

What are the 3 topics addressed in sprint planning?

This resulting plan gets created through the collaborative work of the entire Scrum Team.

In short, Sprint Planning addresses the following three topics:

  • Why is this Sprint valuable?
  • What can be accomplished this Sprint?
  • How will the chosen work get done?

What are the 6 sprint stages?

The Design Sprint follows six phases: Understand, Define, Sketch, Decide, Prototype, and Validate.

What are the 5 steps of sprint?

The 5 stages of the sprint project are:

  • Understand. The first step is to name and understand the problem to which this whole process will be devoted. …
  • Diverge. The second stage is focused on creating a solution concept. …
  • Decide. The ideas prepared in step two are evaluated and discussed in this step. …
  • Prototype. …
  • Validate.

What is agile sprint planning?

What is agile sprint planning?

In the Scrum agile framework, a sprint planning meeting is an event that establishes the product development goal and plan for the upcoming sprint, based on the team’s review of its product backlog.

Who runs sprint planning?

scrum master

A scrum master or coach typically facilitates sprint planning in order to ensure that the discussion is effective and that there is agreement to the sprint goal and that the appropriate product backlog items are included in the sprint backlog.

Agile Methodology in Software Development Life Cycle

Agile Methodology in Software Development Life Cycle

Agile Methodology in Software Development Life Cycle

Now a day’s most of the companies are looking for Agile methodology because it is light weight and faster delivery. We can say if we not mentioned Agile methodology  in our resume we may not get calls from the interviewer also.Let us discuss what is Agile methodology and advantages

What are the differences between Waterfall and Agile Methodology?

What is Agile Methodology in Software Development Life Cycle

Minimum documentation

Agile Methodology is one of the methodologies under which we will develop a software/application in incremental base and deliver it in small chunks.

Scrum: Scrum is not a methodology, Scrum is a framework. That means it provides opportunity to work as per the project needs or requirements with cross functional team to reach the project goals.

Mostly it will use in implementation of projects.

Product Backlog :

Need to prepare the product backlog, it contains the list of user stories, user story is nothing but requirements.

Once we prepare the Product backlog, will prioritize the user stories which can be implemented in this Sprint.

Scrum Roles:

  1. Product Owner(PO) :He will decide what needs to done in this sprint/project and he is the responsible for managing the product backlog. He will be the responsible person for product like how product should be and all. He interacts with Business Analysts and Customers. This role may be played by BA or any person who is having strong knowledge on product and who works with end users for a long time. Depends on the project client also may play this role.
  • Scrum Master   (SM) : He will monitor the performance of the team within the sprint. Team will raise all their concerns and issues to scrum master. He is responsible to provide solutions to the team. He will interact with the stake holders to address the issues and concerns raised by the team. This role can be played by any person in team usually Business Analyst will play this role.


  • Development Team ( Cross functional team who are self organized)

Scrum Team : Resources who are working in this project are formed as Scrum team which comprises of  Business Analyst, Developers and Testers.

Sprint Zero:

In this phase all the stakeholders will join in meeting, and we have high level requirements in this phase.

Based on the requirements Product backlog will be created
Product backlog will have user stories (user stories means Requirements.).
Once Product backlog is prepared, there will be 3 activities performed
(a) along with core team – Scrum master will conduct story point estimation session. In this session team will discuss on prioritized requirements, how many man days needed and how to do and all.
(b) Team will prepare high level architecture document
(c) Release Planning

Sprint Planning

Sprint : Sprint is nothing more than that set period of a time to complete the prioritized requirements, usually sprint duration is two weeks. It may vary based on the product and project. Usually for banking project they scheduled for 4 weeks.

Assigned work should be completed within the sprint and it should be ready for product owner to review the completed task.

Before development starts, team will do sprint planning. i.e how many sprints are required to complete the project? Which stories will go under which sprint?
Usually sprint duration will be ranging from 2-4 weeks maximum.
Sprint-1 starts
During sprint, we will take the user stories Design>> Develop>>Test>> Integrate
We will have ‘Show & Tell’ Session. Product owner will give his feedback in this session. If any rework to be done based on feedback, we will take those points and add it to next sprint. (these points to be updated in Product backlog as user stories)
Participants : Client, developers, testing team and Business Analyst.

Business Analyst will split the requirements and prepares the product backlog.

Will discuss with the client regarding backlog, then client will prioritize the requirements which we need to deliver on priority. So, team will first work on prioritized requirements only.

For example, out of ten requirements client prioritized 1,2 and 3.

So, in this sprint planning session we will discuss about 1,2 and 3 only even though we have 10 requirements in backlog.

Business analyst will write user stories; user story is nothing but requirement.

Will discuss about how much effort needed to complete this prioritized user stories.

Will use the JIRA tool to track the requirements.

Release Testing

Release testing is done by product owner. This is similar to UAT phase of Waterfall.
Product owner will test the functionality and ensure all the stories are covered. If any defects that will be taken care from core team

Sample BA Document Templates


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Release & Deploy/Go live/Implementation:

In the typical waterfall, we will have one release. In agile methodology project there can be multiple releases.
Releases are done based on the release planning. Release decision will be Product owner decision.
We can group sprints under release-1, release-2, release-3 based on the need and we implement as per release plan.

Support and Maintenance:

As per the alignment, there will be warranty of 6 months, 12 months , 2 years or more. Core team will support during this period and once warranty is done. Project will be closed.

Scrum Meetings


Daily Scrum Meeting: This happens every day where team will just discuss on 3 questions. Everyone should participate in this meeting, and meeting should be completed in 15 to 30 minutes.

  1. What you do today?
  2. What will you do tomorrow?
  3. Is there any impediments stopping you?

Sprint Review Meeting:

This will happen at the end of the sprint where team will give demo on completed stories to product owner.

Sprint retrospective Meeting: This will happen at the end of the sprint where team will answer these 3 questions.

  1. What went well in the sprint?
  2. What did not go well?
  3. What are the required areas of improvements in next sprint?
Scrum Meetings
Scrum Meetings

Business Analyst Role in Agile Methodology Scrum :

To start with, once a project kicked off, BA does the requirement planning, then conducts various requirement gathering sessions and analyses the requirement.

Then the requirement is listed as “Feature List” This feature list is drafted by Business Analyst and he will discuss with product owner. This feature list will have all enhancements and existing features.

From the Feature list, BA identifies the Epic and breaks them as Themes and then to User Stories.

User story

User Story will have below information:User Stories

         As a <user>

         I want to <What is the purpose>

         So that <What you gain by this story>

Ex :  As a customer

         I want to login to the net banking

         so that I can perform banking activities.

Acceptance Criteria:

This area will have mandatory information that is needed for this user story.

Then Business Analyst briefs the story to development team and regularly supports the team for development.

And Business Analyst also does the integration Testing and system testing to ensure the system performs as per requirement.

I hope this helped you to provide the overview of Agile Methodology

To  know more about Agile Methodology you can visit Agile Methodology official website.

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Agile FAQS

What is agile and how it works?

Agile is a process that helps teams provide quick and unpredictable responses to the feedback they receive on their project. It creates opportunities to assess a project’s direction during the development cycle. Teams assess the project in regular meetings called sprints or iterations

What is the difference between Scrum and agile?

Difference Between Agile and ScrumAgile describes a set of guiding principles that uses iterative approach for software development, while Scrum is a specific set of rules that are to be followed while practicing the Agile software development.

What are the 12 Principles of Agile?

Satisfy the Customer. Our highest priority is to satisfy the customer through early and continuous delivery of valuable software.
Welcome Change. Welcome changing requirements, even late in development. …
Deliver Frequently. …
Work Together. …
Build Projects. …
Face-To-Face Time. …
Measure of Progress. …
Sustainable Development.

What are the 4 values of agile?

individuals and interactions over processes and tools;
working software over comprehensive documentation;
customer collaboration over contract negotiation; and.
responding to change over following a plan.

What is agile tool?

Jira Software is an agile project management tool that supports any agile methodology, be it scrum, kanban, or your own unique flavor. From agile boards to reports, you can plan, track, and manage all your agile software development projects from a single tool

What is Agile SDLC?

Agile SDLC model is a combination of iterative and incremental process models with focus on process adaptability and customer satisfaction by rapid delivery of working software product. Agile Methods break the product into small incremental builds.

Why Agile is used?

and Why Do We Use It? Agile Methodology is a type of project management process. The agile method anticipates change and allows for much more flexibility than traditional methods. Clients can make small objective changes without huge amendments to the budget or schedule


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