{"id":5392,"date":"2024-05-22T08:49:10","date_gmt":"2024-05-22T07:49:10","guid":{"rendered":"https:\/\/thescrumacademy.com\/?p=5392"},"modified":"2025-07-01T09:17:25","modified_gmt":"2025-07-01T08:17:25","slug":"six-tips-for-better-product-backlog-refinement-meetings","status":"publish","type":"post","link":"https:\/\/thescrumacademy.com\/es\/2024\/05\/22\/six-tips-for-better-product-backlog-refinement-meetings\/","title":{"rendered":"Six Tips For Better Product Backlog Refinement Meetings"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Product Backlog refinement (PBR) meetings are some of the painful and <\/span><a href=\"https:\/\/jpattonassociates.com\/backlog-grooming-bugs-me\/\"><span style=\"font-weight: 400;\">most unproductive<\/span><\/a><span style=\"font-weight: 400;\"> interactions visited upon a Scrum Team.\u00a0 If your Scrum Team feels that PBR is a painful chore to be endured, here are some ideas to lessen their pain and to help the team do better Scrum.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Product Backlog Refinement Defined<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">According to the <\/span><a href=\"https:\/\/scrumguides.org\/scrum-guide.html\"><span style=\"font-weight: 400;\">Scrum Guide<\/span><\/a><span style=\"font-weight: 400;\">, \u201cProduct Backlog refinement is the act of breaking down and further defining [larger] Product Backlog items into smaller more precise items.\u201d\u00a0 Contrary to how most Scrum Teams practice Scrum, PBR is <\/span><b>not<\/b><span style=\"font-weight: 400;\"> a meeting (or in Scrum Guide language, an event.) \u00a0Rather, PBR is considered to be an \u201congoing activity to add details, such as a description, order and size,\u201d to existing, incomplete Product Backlog items (PBI).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If PBR is an activity rather than a meeting, what causes it to occur? \u00a0It occurs any time the Scrum Team receives new information, feedback or useful insights.\u00a0 This information may come from other members of the Scrum Team, stakeholders, customers and\/or end users and results in one, or more, of the following actions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Add, remove or update PBI;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Add, remove or update an estimate (or size);<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reorder the Product Backlog;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Split PBI that are \u201ctoo big\u201d to complete in a single Sprint into \u201csmaller\u201d PBI;<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Document any technical tasks that the Scrum Team may need to implement;\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identify any dependencies that might exist among the PBI, or\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Add, remove or update acceptance criteria.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Considering the list above, PBR is a fairly benign set of activities that pretty much all software teams do at some point or another during the development process.\u00a0 Because Product Owners are accountable to manage the Product Backlog, it made sense that they would periodically prune the Product Backlog to keep it clean and crisp.\u00a0 Therefore, early Scrum practitioners considered PBR a Product Owner accountability.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">How Product Backlog Refinement Became Something Else<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">However, if you look more closely at the list above, there are activities that Product Owners would know very little about.\u00a0 Estimating the size of PBI, identifying technical dependencies and documenting technical tasks are activities reserved for Developers.\u00a0 In order for Product Backlog to be an accurate snapshot of what needs to be done, somehow the Product Owner would need to engage with the Developers to fill in the missing information.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To resolve this tension, early Scrum practitioners proposed a solution: Product Owners and Developers would have a <\/span><b><i>meeting to exchange information<\/i><\/b><span style=\"font-weight: 400;\">.\u00a0 That way the Product Owner would have access to the information they needed and Developers would be told in advance what PBI were being considered.\u00a0 Ideally, this dialogue would allow Developers to influence the direction and design of the product.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So far, so good\u2026but notice the subtle change.\u00a0 What started out as an individual accountability for Product Owners was recast into a Scrum Team accountability.\u00a0 Creating more opportunities for collaboration is consistent with the <\/span><a href=\"https:\/\/thescrumacademy.com\/2024\/03\/22\/spirit-of-scrum-scrum-values\/\"><span style=\"font-weight: 400;\">Spirit of Scrum<\/span><\/a><span style=\"font-weight: 400;\">, so adding a new meeting <\/span><b><i>could<\/i><\/b><span style=\"font-weight: 400;\"> work for some Scrum Teams.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Where Product Backlog Refinement Got Lost<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Two concepts came together that changed what was intended to be dialogue about co-creating the product into an awful meeting to be endured.<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Early commitment:<\/b><span style=\"font-weight: 400;\"> if you ask people what is the purpose of PBR, they might say, \u201cto commit to detailed requirements, estimates and acceptance criteria.\u201d\u00a0 Except that\u2019s not true.\u00a0 Sprint Planning is where commitment happens, not PBR.\u00a0 And whatever commitment is made is made to the <\/span><a href=\"https:\/\/thescrumacademy.com\/2024\/05\/02\/mastering-sprint-goals-six-steps-to-align-your-scrum-team-for-success\/\"><span style=\"font-weight: 400;\">Sprint Goal<\/span><\/a><span style=\"font-weight: 400;\">, not to detailed requirements, estimates and acceptance criteria.\u00a0 The idea of making an early commitment is a residual of the Industrial Mindset (aka waterfall.) \u00a0However, if you believe that the purpose of PBR is to make commitments, then a lot of time would be spent arguing and negotiating over the details I mentioned at the start of this paragraph.\u00a0 Instead of using PBR conversations to co-create the product, PBR becomes a <\/span><a href=\"https:\/\/en.wikipedia.org\/wiki\/Zero-sum_thinking\"><span style=\"font-weight: 400;\">zero sum<\/span><\/a><span style=\"font-weight: 400;\"> negotiation with Product Owners and Developers on opposing sides.\u00a0 And if a Scrum Team\u2019s performance is evaluated on how well they \u201cmeet their Sprint commitments,\u201d then the stakes of this negotiation can be very high.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Definition of Ready: <\/b><span style=\"font-weight: 400;\">while <\/span><a href=\"https:\/\/resources.scrumalliance.org\/Article\/pros-cons-definition-ready\"><span style=\"font-weight: 400;\">this practice<\/span><\/a><span style=\"font-weight: 400;\"> could be helpful to some Scrum Teams, there seems to be a lot of confusion on how it intersects with Scrum.\u00a0 To begin with, the phrase Definition of Ready (DoR) does not appear in the Scrum Guide. DoR is a practice some Scrum Teams use to ensure that <\/span><b><i>both the Product Owner and Developers<\/i><\/b><span style=\"font-weight: 400;\"> had completed some amount of lightweight, pre-work prior to accepting a PBI into a Sprint.\u00a0 It was <\/span><b>NEVER<\/b><span style=\"font-weight: 400;\"> intended to <\/span><a href=\"https:\/\/www.linkedin.com\/pulse\/excuse-dor-definition-ready-jutta-eckstein\/\"><span style=\"font-weight: 400;\">introduce a gate<\/span><\/a><span style=\"font-weight: 400;\"> to the development process.\u00a0 However, if you believe the purpose of DoR is to create an enforceable standard to accept or reject PBI, then once again PBR becomes a high-intensity negotiation between Product Owners and Developers.<\/span><\/li>\n<\/ol>\n<h2><span style=\"font-weight: 400;\">How to Fix Your Product Backlog Refinement<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">IMO, these two shifts are why most PBR has created so much negative energy within a Scrum Team.\u00a0 Here are six tips to improve your PBR discussions:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Dial down the intensity: <\/b><span style=\"font-weight: 400;\">PBR (or Sprint Planning) is not about negotiating the end of a war.\u00a0 Product Owners and Developers are supposed to be co-creating the product together.\u00a0 Therefore, PBR is an opportunity to collaborate and discover the best solutions for customers, end users and stakeholders.\u00a0 Save the high-stakes negotiations for another day.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Not everything is a meeting:<\/b><span style=\"font-weight: 400;\"> Developers have a lot to do during a Sprint and their work requires a great deal of concentration and focus.\u00a0 If the Product Owner can gather the necessary information via email, Slack or a short conversation with one or two people after the Daily Scrum, that should be the default approach.\u00a0 Meeting time during a Sprint is precious, so be careful how you use it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Be selective on who attends:<\/b><span style=\"font-weight: 400;\"> if you need a meeting, don\u2019t invite everyone.\u00a0 A lot of Developers simply want to know what they need to work on and are not that interested in how the sausage was made.\u00a0 Instead of inviting the entire Scrum Team, bring together the <\/span><a href=\"https:\/\/www.velocitypartners.net\/blog\/2014\/02\/11\/the-3-amigos-in-agile-teams\/\"><span style=\"font-weight: 400;\">Three Amigos<\/span><\/a><span style=\"font-weight: 400;\"> (or whoever wants to attend.) \u00a0Use a smaller group to do the advanced thinking to ensure that work items are \u201cready\u201d for Sprint Planning.\u00a0 A pleasant side effect of having a smaller group at PBR is that the discussions will be deeper and more interesting.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Create an agenda:<\/b><span style=\"font-weight: 400;\"> if you are going to interrupt a person\u2019s day with a meeting, then the meeting organizer must prepare an agenda.\u00a0 One of the biggest complaints Developers (and managers) have about meetings is that they are poorly organized.\u00a0 Preparing an agenda ensures the meeting organizer designs an experience to maximize collaboration.\u00a0 Another way to improve your agenda is to identify what PBI will be discussed and if any prework is required.\u00a0 An additional benefit of making a list of the PB to be discussed is that it allows the meeting organizer to ensure the right people have been invited to the meeting.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Publish the agenda:<\/b><span style=\"font-weight: 400;\"> another complaint Developers have about meetings is that no one tells them in advance what is expected of them during the meeting.\u00a0 To address this issue, publish the agenda in advance of the meeting.\u00a0 This will give the Developers time to think, to decide if they really need to attend (sometimes they don\u2019t) and complete any necessary prework.\u00a0 The more prepared people are for the meeting, the better conversations you will have.\u00a0\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Only discuss items that are truly new:<\/b><span style=\"font-weight: 400;\"> the <\/span><a href=\"https:\/\/thrivemyway.com\/this-meeting-could-have-been-an-email-memes\/\"><span style=\"font-weight: 400;\">meme<\/span><\/a><span style=\"font-weight: 400;\"> \u201cthis meeting could have been an email\u201d has teeth because it\u2019s real for a lot of Developers.\u00a0 To avoid this pattern, I recommend that you use PBR to talk about PBI that are truly new or unusual.\u00a0 If PBI touches a topic, technology or business domain that Scrum Team is already familiar with, reserve that discussion for later.\u00a0 For business-as-usual (BAU) topics, there is very little benefit to discuss them prior to Sprint Planning.\u00a0 Therefore, save these conversations for Sprint Planning.\u00a0 By deferring BAU topics to Sprint Planning (where you have up to eight hours), you create more time in PBR to talk about the items which need deeper discussion.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Enhancing the efficiency and morale a Scrum Team often hinges on eliminating their pain points.\u00a0 Helping a Scrum Team recognize PBR as an ongoing activity rather than a burdensome meeting can help create a shift where Product Owners and Developers co-create the product.\u00a0 By implementing strategies such as creating and publishing agendas, selective attendance and prioritizing discussions, Scrum Teams can optimize PBR sessions and drive more successful outcomes.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">60-Second Summary: Three Ways to Improve Your Product Backlog Refinement<\/span><\/h2>\n<div class=\"video-shortcode\"><iframe title=\"Three Ways to Improve Product Backlog Refinement\" width=\"1100\" height=\"619\" src=\"https:\/\/www.youtube.com\/embed\/nmIEgyt9E6U?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Product Backlog refinement (PBR) meetings are some of the painful and most unproductive interactions visited upon a Scrum Team.\u00a0 If your Scrum Team feels that PBR is a painful chore  [&#8230;]<\/p>\n","protected":false},"author":1,"featured_media":7953,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_price":"","_stock":"","_tribe_ticket_header":"","_tribe_default_ticket_provider":"","_tribe_ticket_capacity":"0","_ticket_start_date":"","_ticket_end_date":"","_tribe_ticket_show_description":"","_tribe_ticket_show_not_going":false,"_tribe_ticket_use_global_stock":"","_tribe_ticket_global_stock_level":"","_global_stock_mode":"","_global_stock_cap":"","_tribe_rsvp_for_event":"","_tribe_ticket_going_count":"","_tribe_ticket_not_going_count":"","_tribe_tickets_list":"[]","_tribe_ticket_has_attendee_info_fields":false,"footnotes":""},"categories":[208,205,88,10,206,70,29,212,210,44,5,71,83,91,64],"tags":[],"class_list":["post-5392","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-advanced-practitioners","category-beginners","category-definition-of-done","category-developers","category-practitioners","category-product-backlog","category-product-owner","category-scrum-ceremonies","category-scrum-framework","category-scrum-master","category-scrum-methodology","category-scrum-planning","category-sprint-backlog","category-sprint-goal","category-user-stories"],"yoast_head":"<!-- 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