How to facilitate a sprint planning session
How to facilitate a sprint planning meeting.
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[Music]
hi guys thank you so much for coming to
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thank you for stopping by if this is
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my name is nicole and i am a scroll
master
today's topic we're going to focus on
what is spring planning and how to
facilitate your spring planning so what
is spring planning
spring plan is actually one of the scrum
ceremony there are four scrum ceremonies
you have your spring planning your daily
stand up your spring review and your
retrospective
so spring's planning is actually one of
the scrum ceremony the new scrum guide
actually referred to spring scrum
ceremonies asked home events
so if you hear someone say scrum
ceremonies or scrum events just simply
referring to the same thing these are
just meetings that happens during your
sprint
your spring planning is the very first
meeting that happens in your springs it
kicks off your sprint
after you're planning your sprint has
already started
so what happens in your spring planning
spring plan is actually for your entire
team to come together
to decide on what they're trying to
deliver and how they are going to
achieve this work
the entire development team
come together to decide on what they're
trying to deliver in that sprint and how
they're going to achieve this work
your spring actually it depends on your
company your spring can go from one week
to about four weeks
but for the most part most companies
that i've probably worked on they have
been doing a two-week sprint
so
let's assume that your spring actually
starts on a thursday
what really happened on the day of your
spring's planning
but before i actually go into what
happens in the day of your planning
there are few things that i want you to
do before you actually go into your
sprint planning
first thing you want to do is make sure
you schedule your battle of refinement
what is refinement or some people say
the grooming session your ballot
refinement or your battle or grooming is
for your entire team to come together to
prioritize on the work that's coming up
in the next sprint so your entire deaf
team comes together including the
product owner and the scrum master to
prioritize on the work that's going to
be coming up in the next spring they go
over the stories they um ask questions
if they don't understand the description
if they don't understand the acceptance
criteria they can even break down their
story during that session so it's really
really good that you guys have your
refinement session before you go into
your sprint planning
a good battle of refinement is going to
lead to a good spring planning and a
good spring planning is going to lead to
a good completion of your sprint so
please don't forget to always make sure
that you guys have your refinement
session before you even go into your
spring planning meeting
so
also make sure you schedule the meeting
ahead of time before you get to the
meeting make sure you schedule the
meeting way ahead of time
always make sure when you schedule the
meeting make sure you add an agenda into
the meeting invite it's very very
important if people are coming into your
spring planning meeting or into any
meeting that you're inviting them to
it's very important that you have the
agenda so they understand the purpose of
the meeting
don't forget to invite the participant
obviously you the schoolmaster is going
to be in the meeting because you are
going to be the one scheduling and
facilitating the meeting you're going to
definitely want to invite your product
owner because they are the one that
pretty much know what is to be built
they are the one that pretty much owns
the product backlog they're the one that
knows the priority of the work that your
team should focus on so please don't
forget to invite your product owner very
very important
don't forget to add invite your
development team members they are the
ones that are going to be doing the work
right so you want them to come there so
they understand the work that's coming
coming into the springs and also they
can accept the work and assign it to
themselves so please do make sure that
you invite your development team members
to your spring planning meeting
sometimes you might need to invite or
maybe not you might need to invite your
business the stakeholders um i've
actually worked in teams in a scrum team
where i actually have to invite the
business to the planning session i've
also worked in teams that i don't have
to invite business because the product
owner has been from the business so i
didn't need to invite somebody else from
the business so talk to your product
owner to see if you need someone from
the business to come to the spring
planning meeting or not if you do need
someone from the business they'll tell
you which person to invite make sure
please you invite that individual to
come to the meeting
so what happened
do it spring planning itself
so let's say you have your spring
starting every thursday and you have a
two-week sprint
make sure you always schedule the
meeting
with enough time that your team is going
to need
for a two-week spring i have scheduled
my meeting for two hours it has been
very very good so see how your team is
doing see how much work they have and
schedule and schedule a meeting based on
the time that they're going to need
on the day of your planning meeting so
let's say your spring start on a
thursday and if you're running a
two-week sprint your sprint is going to
go for 10 days
so
on the first day of your sprint your
entire team is going to come to the
meeting and everyone you have invited is
going to come to that meeting
once you join the meeting the first
thing you want to do you want to greet
everyone just greet everyone for coming
to the meeting you know this is for
example hey guys thank you so much for
joining this meeting this is our sprint
one i will just wait for the rest of the
team to join once everyone's here we're
going to go ahead and get started with
our planning for today
once you have already greet everyone
the next thing you want to do once you
have all your participants
make sure you go over your capacity very
very important it's very important to go
over your capacity
you want to know who's going to be
available for the next two weeks who's
going to be available during that sprint
you want to make sure your team don't
overcome me you want to make sure your
team is only accepting the amount of
work for the capacity that they have if
someone is going to be here it's going
someone's going to take um any vacation
any time off any holiday please do make
sure that they're telling you the days
that they're going to be up so they're
not accepting work when they are not
going to be available
once you have gone over your capacity
the next thing you want to actually go
over now is the must-have items
what are the must-have items call the
product owner to tell you what are the
stories that your team needs to focus on
for that sprint what are the stories
that are adding value to the business
during these sprints what are the high
priority work we should focus on during
this the springs so once your product
owner is telling you the must-have items
you're logging to the tool that you guys
are using for your to tracking your
project
i actually use jira i've also used ato
um it just depends on what
tool your team is currently using or
they're using please do go ahead and log
into the tool and open up the stories
that your product owner is telling you
that needs to go into the spring
open each and every one of the stories
that are a must-have item for the spring
have your team member review the story
you can either read the description to
the team or since you're sharing your
screen people can see it just say hey
guys take a moment go over the
description go over the acceptance
criteria if you have any concern any
comment please let's discuss
they will go ahead read it and if they
have any question don't ask the product
owner or they'll ask whoever can help
them to answer the question the whole
goal is to make that story death ready
is to make sure that the developer
understands the detail of the story they
understand the acceptance criteria and
they can also estimate the story
so once they're done reviewing the story
ask them
what is the estimation of the story
estimation is just how long it would
take a developer or tester to complete
the work how long it would take them to
do the work so make sure that every
story is estimated before you actually
accept the story into the springs make
sure it has met your definition already
definition already is something that
your development team they actually come
together and um
decide what the definition already is so
they are the one that actually defined
the definition already so if you do join
a scrum team please do make sure you ask
them right when you join the team do we
guys have a definition already do you
have a definition already can i see your
definition already so when you are in
your spring planning you are making sure
that this story has met your definition
already before they're accepting that
story into the sprint
you're done going over all the must-have
items that your product owner has set
these are the must-have items the next
thing you want to do you want to make
sure that this work are being assigned
to someone you want to make sure that
there's someone that's going to work on
the story so just ask in that meeting
who is going to work on this story
developers will actually tell you if
they know they're going to work on it
they'll tell you i will work on it you
can just go ahead and put your name on
there or you can just ask them can you
go ahead and you know assign this to
yourself
um usually if the developer so the if
the team cannot just tell who's going to
work on it themselves you have the
technique to help the team to decide who
can work on your story the tech leads
know all the developers the testers they
know all the skill sets so they know who
should be able who's a senior junior
developer mid-level they know we should
be able to accept this work so they can
help the team to assign the work
once you're done um assigning all your
your team map everyone's a team is done
accepting all the work during the sprint
the next thing i actually uh like to do
i like to get a vote of confidence
how confident are we that we are
accepting all this work into the sprint
how confident are we that we are going
to commit and complete all the work
we're accepting into the spring so you
can just go around the room call names
or your team member one by one i usually
just go um by names
how confident are you that you we are
accepting this work into the spring
fist of five
five being the highest
one being the least the lowest right so
we want our team members to vote between
a three and a half it just means that
they understand the detail of the
stories they understand the acceptance
criteria they know exactly what they're
going to do and how long it will take
them to do the work
so guys once your spring ends your next
spring is going to start all over again
and you're going to have another spring
planning so if your spring starts every
thursday your spring is going to go
10 days from the day it starts and then
it's going to end your next spring is
going to start the two weeks after that
on a thursday so your spring is going to
always start on the same day as your
previous sprint if you're having your
planning starting every thursday it's
going to be happening every thursday so
when you're scheduling your meeting just
make sure that you have it to reoccur
every two weeks on the same day you can
always do it at the same time as well
guys if you have any specific questions
comments any topic you want me to talk
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thank you so much guys and i can't wait
to see you guys soon
[Music]
you
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