Backlog refinement meeting template
A backlog refinement template to help you focus on tasks that matter.
About this template
The consulting firm Altexsoft created this template to help scrum teams conduct a productive and focused backlog refinement meeting. By creating an easy-to-follow process to decide what items make it to the next sprint planning session, team members are clearer on the future of the product and what’s expected of them.
Backlog Refinement Meeting Agenda
Discuss each item’s user story
What needs to be done to satisfy the acceptance criteria?
Decompose each project item appropriately Your sprint time-box should be enough time to realistically complete your items. If your user story is complex, break it down into smaller, precise parts for easy estimation.
How can we break these down into smaller tasks?
Will the acceptance criteria be satisfied upon execution of each task?
Will the user story be satisfied upon execution of each task?
Prioritize what needs to be done Discuss an item from the backlog and have the team mentally assign story points to the item. Everyone shows their cards, revealing their estimation. Discuss concerns and repeat this process until a consensus is reached.
Influence estimation with trade-offs Discuss concerns and repeat this process until a consensus is reached. If an agreement can’t be reached, consider removing the backlog item from the current agenda.
Follow up with additional questions Ask stakeholders open questions to get necessary details in preparation for the next backlog grooming meeting.
Source: Adapted from Altexsoft
When to use this template
This template brings clarity and structure to what needs to be discussed in a backlog refinement meeting. Use it if your backlog has a lot of uncertainties that require a separate meeting for decision-making (and can't be easily covered in a sprint planning meeting).
Before the meeting, prioritize items based on your project needs. Provide all the necessary details on high-priority items to make estimation easier for your team.