Meeting Preparation #

Here’s a breakdown of how to prepare for each type of meeting.

Refinement Meeting Preparation #

Purpose:

• To break down and clarify user stories.
• To ensure all user stories are well-defined and ready for future sprints.
• To estimate the complexity of each story.

Preparation:

1. Review the Backlog:

• Developers (FE, BE):
  • Review user stories, technical tasks, and bug reports.
  • Ensure you understand the requirements, acceptance criteria, and technical implications.
  • Identify dependencies, blockers, or risks.
• QA:
  • Review user stories and acceptance criteria for testability.
  • Ensure you understand the requirements, acceptance criteria, and how test sprint scope.
  • Prepare potential test scenarios and edge cases.
• Designers:
  • Review user stories to confirm design implications.
  • Identify areas needing design clarification.
• PM/PO:
  • Ensure the backlog is prioritized and stories are well-defined.
  • Review the overall project timeline and milestones.
  • Identify key discussion points for the meeting.

2. Gather Questions and Clarifications:

• All Team Members:
  • List any questions or clarifications needed for each user story.
  • To not miss anything place all questions in appropriate tickets.

3. Preliminary Estimations:

• Developers, QA:
  • Prepare preliminary estimates based on current understanding.
  • Consider technical complexity, potential risks, and time required for testing.

4. Collaborate with Peers:

• All Team Members:
  • Discuss unclear stories with team members before the meeting.
  • Share insights and gather different perspectives on complex tasks.

Planning Meeting Preparation #

Purpose:

• To commit to user stories for the upcoming sprint.
• To ensure all team members understand their tasks.
• To create a plan for the sprint’s execution.

Preparation:

1. Review Refined User Stories:

• All Team Members:
  • Ensure familiarity with the user stories selected for the upcoming sprint.
  • Understand the priority and dependencies of each story.

2. Finalize Estimates:

• Developers, QA:
  • Review and finalize estimates made during refinement.
  • Ensure estimates consider all recent discussions and clarifications.

3. Task Breakdown:

• Developers, QA:
  • Break down user stories into smaller, actionable tasks.
  • Identify any additional tasks required for completion.

4. Resource Allocation:

• All Team Members:
  • Assess your availability and workload for the sprint.
  • Identify any potential overcommitments or resource constraints.

5. Risk Assessment:

• All Team Members:
  • Identify and discuss potential risks or blockers for the sprint.
  • Prepare mitigation strategies.

6. Commitement:

• All Team Members:
  • Discuss and agree on a sprint goal and the scope assigned to you.

During the Meetings #

Refinement Meeting:

• Focus on discussing and clarifying user stories.
• Refine acceptance criteria and ensure all necessary details are captured.
• Collaboratively estimate the complexity of each story.
• If some stories are not clarified, move them to the next refinement session.

Planning Meeting:

• Commit to the user stories for the sprint based on priority and team capacity.
• Break down user stories into tasks and assign them to team members. Only estimated and clarified stories are considered.
• Ensure everyone understands their responsibilities and the sprint goal.

Summary #

By distinguishing between the goals and preparation steps for refinement and planning meetings, the team can ensure both meetings are productive and effective. Refinement focuses on making stories ready for future sprints, while planning is about committing to and organizing work for the upcoming sprint.