Sprint Planning Meeting by Agile Digest

hello friends this is melody mahapatra once again greetings of the day to everyone today we will talk about spring planning what exactly the spring planning meeting is and the different benefits of it and how we'll do a sprint planning inside a meeting room or in a distributed team step by step and let's see what's the agenda we have today so we will talk about what is spring planning then we'll talk about different roles and responsibilities of the scrum roles for spraying planning then we'll talk about what are the pre requisite we may have for effective sprint planning and how much time is print planning meeting cake and then we'll talk about step by step inside the sprint planning meeting what we do what are the different steps we do to have a strange learning midok and then we will talk about what are the expected deliverables from a sprint planning what is the outcome from the sprint planning meetings what we get after the sprint planning meeting is completed and then we talk about the summary report of sprint planning meeting it's the kinds of minutes of meetings what we says and what the information we circulate to everyone on the interested parties to know to let everyone know what exactly the spins running meeting extract is for any individual sprint and finally we will talk about few benefits of strengthening meetings so those are the agenda of today's for sprint planning meeting let's begin on understanding what is sprint planning [Music] okay so apart from this particular video you can actually browse through the article that I have written to go through step by step if you are unable to watch video or you want to read so you can simply go to child I just calm and you will be able to find that sprint planning meeting details under this particular menu once you will click it it will be ready here and then you can browse through all the different articles and points that I am talking about in details with pictorial descriptions and also you'll able to find the videos at the end of this article so here you will be able to read the details article if you are a if you are a person who loves reading okay let's let's get back to our slide and talk about what is print learning so what is print planning so sprint planning actually we do for all spring before studying the spring we need to define the context of that sprint we need to define the scope of that sprint where we are making a bunch of stories or per backlog items to make a potential increment to our product so this meeting is actually defining the scope each sprint should have a sprint planning meeting at the beginning of the sprint and from there we start the sprint so let's talk about the roles and responsibilities of sprint planning meetings we know the main roles in a agile scrum team are product owner scrum masters and development team so let's see what is their roles and responsibilities in a sprint planning meeting so first let's talk about before the sprint planning meeting before starting the sprint planning meeting what are the different roles and responsibilities we have and first try to find out what are the roles we have so we have product owner we have a space for product corner where we can have their roles and responsibilities we have scrum masters and they have their own areas where they will be having their roles and responsibilities and we have our development team who's also take participate very actively in sprint planning meeting and they have their areas and we can also have a third party members where they will be having their roles and responsibilities so before sprint planning what the roles the product owner have so they can define a sprint goal or define a vision of Sprint what they exactly are expecting from the upcoming sprint they will be doing a prioritization of the backlog they will take participation on grooming and groom helps the team understand what exactly the requirement of individual product backlog item is now let us talk about scrum master sole the scrum masters before starting the spring the define the team capacity with the help of team and define all the Skip the meetings that were required to have the spin running successful so one of the meeting can be capacity planning meeting and the screen planning meeting itself the development team they define their individual capacity so team capacity when we talk about this team capacity and individual capacity some mustard on the team sits together and finalize the capacity of the entire team for one particular sprint and they also go through the product backlog item to find an idea of what are the upcoming sprints they have on the current upcoming sprint and let's talk about during the sprint planning so what the roles and responsibilities we have so product owner definitely finalize the Sprint goal with collaborate ly with the development team and some masters also past spring details and the and that way they finalize the Sprint goal it is actually one of our one of the many reasons a product owner that have from the product owners list and finalized ok for this particular sprint what is the Sprint goal product owner also clarify doubts if there is any stories came up or the FIR backlog items came up those are not cleared earlier or needs the grooming then a product owner can also clarify doubts at the time of sprint planning also and also the product owner navigate stories in priority what does that mean is in the product backlog item there will be later hundreds of stories or one hundred of product backlog items we have which story to peak Pro if that is not prioritized or after even prioritize correctness things there is some stories needs to be more needs to be reprioritized that kind of activity product owners do and navigates one story and do the sprint planning and then navigate another navigate to another source of picking the stories from product backlog that product owner does what scrum master does scam master at the time of swim planning validate the capacity and resource allocation we'll look into that in much details during the rest of the course scrum master also ensure that all the stories are assigned to a owner so here this owner is not who be working on that normally we assign one owner to each stories who take the responsibility of demonstrating that and another responsibility will be enforce allocation over commitment so we have a capacity soap scum master facilitate and ensure that we are actually filling up our capacity not overloading not under loading is there and also in the same time monitor the Sprint backlog how it is emerging because during the sprint planning we are committing stories by stories and we are building up our sprint backlog development team they also have a couple of responsibilities they and try to understand the Sprint goal what the from product owner is saying then if the story is not groomed or not estimated diptych participate on grooming and estimation also then understand the requirement if it is a new story came up they try to understand that requirement as well they also do tasks breakout and allocating the tasks to themselves they estimate the tasks and then validate capacity allocation how much capacity they had and how much they are actually allocating to them and then commit user story so finally the development team say okay we are committing this user story let us go to the next user story and start and do the planning for that story no other team member there may be a cross-functional team there may be some other technical SMEs group they provide necessary inputs provide suggestion and expert comments if required and take participates on that now let us talk about after sprint planning what we do so after sprint planning the product owner validates the goal versus commitment so product owner validate okay this is the goal I had at the beginning and what are the stories we have committed are those not matching with each other are they aligned with each other scrum master also circulate the Sprint planning summary that somebody will be talking about later in this video then also verify you made a one burn down so you just have a very quick look on how the burn down is coming up and what will be the expected or ideal line is showing how feasibilities based on the previous few sprint that we have completed and then start working on preparing the organize preparing the physical scrum board so nowadays many team don't have that physical scum board because everything is in a LM like rally JIRA or TFS or version one they have that virtual board so they don't create a physical board and because of the direct distributed team physical board is not to everyone if we kept it in one place so that is most of the places is not there but still if in a co-located team they try to manage a physical board for a visibility from your desk or it is a very good visibility and transparency to have now development team they do at asking if it is pending they start the construction after sprint planning and sometimes when I am talking about asking if pending is if they fail okay but right now they don't have much time on the spring planning so they will do the tasking so they do tasking after that and they together ly talk with the team and make a execution strategy based on the priority the dependencies how the execution strategy will be they also take participate on scrum board preparation if we are making this physical board they help the semester and participate to make the some board ready and also if there is any dependencies with a cross-functional team there they started talking with cross-functional team coordination ok so now let's talk about the prerequisite to do a sprint planning meeting if we have these four prerequisite prioritized backlog groomed and estimated story definition of ready and planned capacity so prioritized backlog if you have already watched the video of prioritization you know what exactly prioritization is and how we'll be able to make our backlog ready in a prioritized manner you already if you have already watched the video for backlog grooming you know what exactly grooming in is and this estimation is a story point estimation if the stories are story point estimated or not so these are the prerequisite be first in planning we if we have that then our sprint planning will be very short and very crisp and then all team used to have a definition of ready so before we say this story is ready to commit or not we should have a definition of ready for that particular team and a planned capacity for that particular sprint how many resources are there who have what vacations which they will be working what is their allocation to this project how many percent and based on that we'll get an estimated effort hours for that sprint duration for individual team members so those are the prerequisite we need to have to have a very crisp sprint planning okay so now we talk about duration of sprint planning how much a sprint planning meeting should take so normally if we talk about a sprint planning meeting stein by book it says two into number of weeks per spring so if you have a two-week sprint it will be for our see if we will have a three-week spring it will be of three hour sorry six hours and if it is a four week sprint normally we not suggest to have a four week sprint we suggest two to three weeks of sprint is the ideal spring duration so two into number of weeks so that says if you have to explain four hours of student learning and three weeks of sprint six hours of sprint planning and four week of sprint eight hours of screen climbing and what we actually do within that spring time so if we actually do defining a screen goal identify stories groom the stories understand the requirement of each stories then identify dependencies then identify risk then estimate the story points planting team capacity tasks breakout task assignment so if we do all these activities for a two week spring definitely it will take four hours and normally it says the first half we do a definite defining a sprint goal and rest of the time we commit user story to make the goal but what happen is if we already talked about the prerequisites so if we have the prerequisite we may not have or may not require that much of time so that much of time in sprint planning so what are the prerequisite we have what are the different activities we can have before sprint planning to have the prerequisite ready so if product cannot have a vision ready it will be very easy to make ready the screen goal if our product backlog is prioritized by a prioritization then it will be very easy to identify stories now if we have a scheduled grooming our backlog have healthy stories ready to start working on that will also save time during sprint planning if we have the prerequisite ready then understand the requirement understand requirement understanding about what exactly the story is that can also be done by grooming if we have a scheduled grooming then we'll be able to save time then identify dependencies or identify risk estimate story points that can everything can be done by grooming and then capacity before spring cleaning we can spend half an hour time the scrum masters and the team and define the capacity of the team so that we don't need to spend time off within the Sprint planning duration and if we actually do all these activities before sprint planning then you will see that we are not needing that many hours that says two weeks player two experiences four hours four in planning will not be needing that much of time now let's as you and see that image what are the prerequisites we had so the prerequisite we had a definition of ready goal that the Sprint goal groomed and prioritized backlog and a planned capacity and what are the activities we had we had these other activities and how we'll be having those prerequisite ready if we actually map this vision of PPO will help saving time on the goal and rest of the activity will make the prerequisite ready for the groomed and prioritized backlog and your capacity planning will save the time for having your capacity ready so all these activity to save time for the sprint planning meeting now we will be talking about step by step sprint planning what we actually do in sprint learning so before we go step by step let me just take you through two into the entire scrum process and where the sprint planning actually fits so we have a product backlog item and we have few ongoing activities in our regular day-to-day life we have few definitions we'll talk about what are those so we have ongoing activities of prioritization and grooming so it takes input from the product backlog and have the prioritization and use take input from the grooming and make a groom prioritized P i PB i so that's product backlog item and in the same time we already have a definition of ready and definition of done that we'll be using in our day to day life at the time of sprint planning or committing a stories so this is one area on your scrum lifecycle now within the sprint time box what we do is that we do a sprint planning then we do we do a capacity planning and then we do sprint planning and this capacity planning takes input from these are the pre requisite remember groomed and prioritized CBA definition of ready and your capacity planning so these four areas is done and now it's generate a sprint goal this came uh from your product owner visions so these are the two outputs we get this is a sprint backlog and a sprint goal those have come from the sprint planning so we take three input groomed and prioritized backlog the definition of ready and capacity planning planning we do a sprint planning and this is the output and risk you then do your normal day-to-day daily stand up and sprint execution and then you go to the sprint review and you go to you do your retrospective so your spins if you take inputs from the Sprint goal and definition of ready and finally make the potential suitable product so that's the sprint Krum lifecycle is now here will be talked about only the sprint planning so if we talk about spring planning what are the main areas we have we have the sprint planning and the prerequisite that we need so here we have a groomed P AB and prioritize product backlog and definition of ready capacity planning this is the output okay now let's talk about only the spring planning so we are just focusing only spin planning so sprint planning actually have two different parts one is defining the Sprint goal so sprint goal we talked about the product owner and the development team negotiate with each other and finally may decide ok for this particular sprint will this this is our sprint goal and sometimes these goalies will talk about that goal what exactly the goal is and they generate a sprint goal let's talk about a little more about the Sprint goal so sprint goal is actually a the target audience of the Sprint goal is mainly the stakeholders or for the reporting purpose and the development team so that they can have some goal to start working on and also this sprint goal is reviewed at the time of Sprint review when the Sprint is ending we get a sprint review meeting we verify how what was our goal and how much we have achieved from this print so few of the example that I can say implement the login screen functionality that's a very high level and that that particular sprint goal is mentioned on your ALM or printed put it on your physical board keep it somewhere visible and another example is implement the functionality to enable credit card payment on shopping cart so that is actually sprint goal let us talk about the different side of the sprint planning what we do so we know we have these three prerequisites so from grooms to reveal stacks of stories those are prioritized and we'll pick the first product backlog item that's the user story and then we talk about okay if the story is not groomed we groom it if it is not estimated we estimate it that's the story point estimation not an effort estimation and then we talked about whether there is any dependencies we map the dependencies if there is any risk we talk about the risk and that way we make the story meet definition of ready and proceed further the next step we do tax break out so every team every team member is actually talk with each other and make tasks like development analysis code review testing that kind of tasks they create again as a part of our children of each product backlog item or you can say a story an alum movie that this capacity you are seeing that was a prerequisite we had next we do a task assignment by looking into the capacity who have how many hours remaining and based on that whether we'll be able to assign to this particular resource or not and then we estimate the task hours so once we estimate the task hours also we verify with the capacity this person is estimating five hours whether here five hours of capacity of left on work and in the same time we actually update our capacity if this person is updating five hours for this story update - I will go into that in details so we are updating the capacity here so let's talk about what exactly we are doing by updating capacity how we are updating capacity so to do that I will take an example of view of the team members so assume there are five team members we have or instead you can say there one two three four five six team member we have and maybe we can have mark here I am I don't have it so 70 members are there one two three four five six seven here I have showing okay right now in the screen I can able to fit five team members in this structure and this is the area of some master the scrum master is operating okay this is the capacity initially I had and capacity available is completely whatever the initial planned capacity was if you want to learn more about capacity planning there is another video and article on the Atelier just calm you can go through and understand what is capacity planning is and how we are getting these values now we pick one pbi that is for an example us two zero six four and we asked everyone okay make the task breakdown and estimate the table so everyone what happened is there in if we have everyone have a laptop or we are meeting in one place they can update Denon thereby creating the task on each item if we are having a LM but if we don't have a laptop they write it down or as they can update in one person have laptop they can create the task and have the estimation by getting the values from every team members to save time what I suggest everyone that okay let's just update in Excel and from Excel will create those tasks based on whatever we have entered or captured in our ALM tool so what they captured is for an example everyone have a notepad and we are talking about user story 2:06 for first we take the story and everyone says ok Alex will take analysis six hours development ten hours and unit testing three hours everyone is writing that and at the end everyone says ok we have already noted down what are the tasks hours it will be and total up for this user story Alex will be needing 19 hours omec will be needing 18 hours the necessary will be taking 32 hours Dennis will be 8 hours and Mark will be 25 hours they update the scrum master Tom must at the same time is updating the same value by creating a task breakdown and adding this story here in the updated water they said and the committed capacity is calculated and the available capacity is there and says okay what is their load is after committing this story this is their total load as of now now if we talk about the next story once we have started working on picked up the next story everyone will do the same task break out and update the total tasks hours the need then they update the scrum masters kumusta will add the stories here and update the capacity tracker so this is an excel I have I will show you what exactly if the excel looks like and how that works and the in that that way you will be able to get the capacity how we are loading the resource and who can take the more so more stories so once we pick the next story we'll see who have available capacity and what skill set and we'll be picking up that way let me quickly show you the excel that where the semester usually update or is or summers you have some excel instead of updating in the ALM within the sprint planning time it may take lots of time if everyone has a laptop it may not but in most of the time we don't have a laptop for all the team members so let's see that Excel okay so this is the Excel of come master is managing and till the time so for an example one next story will come so scrum master will type lecture one two three four is there is a story and this come master will be saying okay this is as 23 you can see that graph is the graph is here changing and I will say this will be quill this will be whatever the estimates that is coming so once it shoot up is going on twelve so its will be done rate so that it says okay you cannot have this two hours because you don't have that much of capacity available you had 21 hours of capacity available so pick some other stories where you think you will be able to complete the task within that hours for this one you can give to someone else with the same skillset who can not take it so that way you update the capacity and how we get this figure what was the capacity planning was you can actually look into the another video on capacity planning to find out okay so now we came back to where we had left our sprint planning cycle so once we have our task estimation ready we'll create add this to our sprint backlog and also ask to pick one more stories from the product backlog the prioritize and groom product backlog and do the same cycle and we'll do continue doing this cycle until we'll be having no more stories available in the product backlog or no more capacity available which one is right so till that time we'll be doing it now let's talk about what are the deliverables of sprint planning we already talked about that this is a very summary one so we'll be having one sprint goal and one sprint backlog so spring back in a glove you saw on the previous slide how we are generating a sprint backlog and how we'll be having the Sprint goal let's talk about the summary report of sprint planning so this is the report that I was talking about earlier after the spring planning the scrum masters needs to send some information about the spring planning what we did and what we have committed to the team members and the interested party the stakeholders the business owners to let everyone know we already have committed the sprint and this is the summary of our commitment so they can mention in an email or in a Word document or in a PDF file by giving this kind of information the team name and was the spring number what are the sprint goals we have defined and and the other side you can define the spring duration how many days of spraying what is the start date what is the end date and also the spring schedule when and what time you are having the daily scrum when you are planning to have the retrospective when you are having to have the sprint review and what is your grooming frequency within that spraying duration how much it is falling similarly you can actually mention the capacity utilization so where you can say all the key members name what was the full capacity you had how much capacity you have committed and the available capacity after your sprint planning after commitment of all the stories secondly you can also mention in details like what are the stories you have committed with what story points and the task distribution of individual team members this is again it's up to you how can a granular you want to make this report to the commitment summary you can mention like this how many stories commit a total 11 for this example and total story points committed is 41 total capacity you had was 350 hours committed is 311 hours and how many total capacity is available after your commitment of the spirit and then you can also mention the list of all the user stories with the title was the story point and the word the user ID so this all the three areas you can Club into one report and send the report like this to everyone as a sprint planning summary so that everyone will be get an idea okay this is team X or team wise sprint planning summary so for every sprint planning after the end of the Sprint planning once the Tubbs distribution is done everything is finalized you are about to hit the ground to start the execution before that send this report to everyone so normal is come master used to do this and finally let's talk about the benefits we can have from the sprint planning so the first one is goal visibility definitely the product will have a big goal and he splitted up those big goal into small small goals and we are getting a visibility of that particular Prem's goal before we start the execution so the team members the stakeholders or the business analysts or the business sponsors they are getting a visibility of incremental goal that we are actually targeting for this sprint and every sprint they will be having some goal so the visibility of goal you can have from the sprint planning meeting then you can have a scope visibility so after the planning you can actually have the visibility what exactly the scope the team will be working on what are the stories they will be working what what are the different task items they will be having the entire scope will be visible once you are done with your sprint planning meeting then you can have the task discovery so what are the granule label tasks you have who will be doing how many hours of analysis how many hours of development who will be doing testing on what particular stories every details you will be get the visibility after the screen running-mate then you can do the optimal use of your capacity whatever the capacity you have planned you are making the task aligning the task with the capacity and stopping your sprint planning for further commitment of new stories once your task is committed so by that way you will be able to visualize the total task that you had and how much you have actually committed for and you will be able to optimize the use of your capacity you you will be save on your scope creep because you are not leaving any capacity you will be able to complete all the stories because you are committed based on your capacity so that will increase your commitment reliability also so that again in it will improve your team collaboration the team mutually work together and talk about all the risk dependencies tasks who have how many hours capacity available and that increase the team capacity of lots of discussion between team now again improvement improve the commitment reliability that I was talking about this is there again whatever the the capacity you had you are committing based on that so there is a high chance of completing every stories that you have committed and that will improve your commitment reliability and the control scope trip so if you are actually committing the stories based on your capability and capacity there will be very high chances of not removing any stories from your scope that you have committed and also you will not be needing to add any new stories during the sprint duration because you will be finding ok we have more bandwidth and needs to more story so those are the very high level benefits of sprint planning there will be many more once you will start working on sprint planning and I think that's all for an high level understanding of sprint planning thank you for watching hope you enjoyed the video all the links that I mentioned in this video are available the description below in this YouTube video I will be come up with few more video on the ALM section of think planning and on some other agile areas in that time have a wonderful day and don't forget to subscribe [Music]

Channel: Agile Digest

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Keywords: Sprint Planning Meeting, Sprint Planning, Agile Planning, Scrum Sprint Planning, Scum Roles and Responsibility at sprint Planning Meeting, Tutorial, Agile Tutorila, Sprint Planning Tutorial, understaning Sprint Planning, Know all about Sprint Planning, Sprint planning meeting Best Practices, Sprint Planning Meeting how to, what is sprint planning meeting, Sprint Planning Meeting Duration, Sprint planning activity, Agile sprint planning

Id: eGWre4YpUFQ

Length: 36min 52sec (2212 seconds)

Published: Tue Aug 22 2017