In case your workforce feels prefer it’s spending an excessive amount of time of their backlog refinement assembly, they’re most likely proper. In my expertise, extra time is wasted in refinement periods than in all different conferences mixed.
The issue isn’t with refinement itself, however how some groups strategy it. To repair it, begin with the aim of refinement. (For extra on the aim of all of the Scrum conferences, learn “Do Scrum Groups Meet Too A lot?”)
Favor to observe as an alternative of learn? On this brief video, I stroll by why most groups spend an excessive amount of time in refinement periods—and the right way to repair it.
The Goal of a Refinement Session
The aim of refinement is easy: To make sure that the objects close to the highest of the product backlog can possible be accomplished within the subsequent iteration.
Which means these objects should be:
- Sufficiently small to complete in a single iteration, and
- Sufficiently understood that the workforce can begin work with confidence.
Let’s discover what meaning.
Small Sufficient to Match
“Small” is simple. The workforce can’t take a big backlog merchandise into an iteration and anticipate to complete it. Most groups set a most dimension restrict for any merchandise they create into an iteration. I like to recommend not more than half of the workforce’s velocity.
For instance, in case your workforce’s velocity is 20, you may enable an 8-point merchandise into the iteration, however not a 13-point one. Ideally, objects are even smaller—however half the speed serves as higher restrict when wanted.
“The Purpose Is Confidence Not Certainty”
Sufficiently Understood (However Not Completely)
Sufficiently understood implies that sufficient is understood about an merchandise to carry it into the following iteration. It doesn’t imply that the whole lot is known about an merchandise.
The aim in any refinement session is to succeed in a degree the place the workforce feels assured they will most likely full the merchandise inside the iteration. Groups aren’t aiming to remove all uncertainty; they simply want to cut back it to a stage the place they really feel comfy beginning.
The truth is, I need groups to finish refinement pondering,
“We’ve resolved the large points and sufficient small ones that we’re assured we are able to end this.”
not
“We’ve mentioned this so completely that there’s nothing left to be taught.”
There’s a stability between getting ready sufficient and over-preparing. Usually, it’s quicker to begin the work and let some discovery occur contained in the iteration as workforce members overlap work and collaborate.
A bit discovery throughout growth is a function of agile challenge administration, not a flaw.
The Value of Over-Refinement
When groups attempt to resolve each open difficulty throughout refinement, periods drag on unnecessarily. You find yourself with your entire workforce sitting by detailed discussions that contain a couple of members.
It’s not simply inefficient, it’s irritating. Nobody needs to be caught in a gathering the place a lot of the dialog doesn’t apply to them.
So how do you make refinement periods shorter, extra productive, and fewer painful? Listed below are 3 ways.
1. Deal with Refinement as a Pre-Planning Checkpoint
Consider your backlog refinement assembly as a pre-planning verify, not a deep-dive workshop.
You don’t must rename it however it is best to reframe it. The aim is to shortly assessment the highest backlog objects and ensure they’re prepared for the following iteration.
This typically consists of splitting tales, estimating objects which have risen in precedence, or including simply sufficient element for readability.
These fast changes assist guarantee backlog objects are sufficiently small and prepared—with out turning refinement right into a problem-solving marathon.
2. Cease Aiming for “Excellent” Understanding
Remind the workforce that refinement is just not about certainty—it’s about readiness. Encourage your workforce to ask this one query typically:
“Do we all know sufficient about this merchandise that we are able to most likely end it throughout the iteration?”
The phrase most likely end it encourages simply sufficient evaluation with out overdoing it. It retains discussions targeted on what’s important and reminds everybody that you simply don’t want 100% readability earlier than shifting ahead.
3. Contemplate Involving Solely A part of the Workforce
Whereas I typically help whole-team involvement in agile actions, backlog refinement might be an exception. You will get almost the identical worth with fewer folks—and in a lot much less time.
Having about two-thirds of the workforce take part is usually adequate. You’ll hear almost all the identical questions and floor the identical uncertainties with out pulling everybody away from their work.
Rotate participation in order that over time, everybody stays aligned. If somebody constantly can’t attend, increase it in a retrospective.
This versatile strategy retains the method collaborative and environment friendly.
The Backside Line
Backlog refinement periods ought to assist your workforce put together for the following iteration, not put on them down earlier than it begins.
Whenever you deal with refinement as a fast readiness verify, deal with “sufficiently understood” fairly than “completely outlined,” and contain solely the individuals who should be there, you’ll reduce the time dramatically with out dropping effectiveness.
Key Takeaways
- Refinement periods are for readiness, not perfection.
- Gadgets must be sufficiently small (not more than half workforce velocity).
- Intention for “sufficiently understood,” not “fully recognized.”
- Use refinement as a fast pre-planning verify, not a problem-solving assembly.
- Not everybody must attend each time.
Refinement periods don’t must be a drag. With just a little rethinking, they will change into probably the most worthwhile—and least painful—conferences of your dash.
Need to assist your workforce spend much less time in conferences and extra time delivering worth? Discover our Assembly Remark and Advice Workshops. These brief, targeted engagements put our consultants inside your Scrum conferences to watch and provide tailor-made insights for enchancment.
Final replace: November thirteenth, 2025
