In case your group 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 classes than in all different conferences mixed.
The issue isn’t with refinement itself, however how some groups method 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?”)
Want to observe as a substitute of learn? On this brief video, I stroll by means of why most groups spend an excessive amount of time in refinement classes—and learn how to repair it.
The Objective of a Refinement Session
The aim of refinement is straightforward: To make sure that the objects close to the highest of the product backlog can doubtless be accomplished within the subsequent iteration.
Meaning these objects have to be:
- Sufficiently small to complete in a single iteration, and
- Sufficiently understood that the group can begin work with confidence.
Let’s discover what meaning.
Small Sufficient to Match
“Small” is simple. The group can’t take a big backlog merchandise into an iteration and anticipate to complete it. Most groups set a most measurement restrict for any merchandise they convey into an iteration. I like to recommend not more than half of the group’s velocity.
For instance, in case your group’s velocity is 20, you may permit an 8-point merchandise into the iteration, however not a 13-point one. Ideally, objects are even smaller—however half the rate serves as a great higher restrict when wanted.
“The Objective Is Confidence Not Certainty”
Sufficiently Understood (However Not Completely)
Sufficiently understood signifies that sufficient is understood about an merchandise to convey it into the subsequent iteration. It doesn’t imply that every part is known about an merchandise.
The objective in any refinement session is to succeed in some extent the place the group feels assured they’ll most likely full the merchandise inside the iteration. Groups aren’t aiming to remove all uncertainty; they only want to cut back it to a stage the place they really feel snug beginning.
In truth, I would like 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 making ready sufficient and over-preparing. Typically, it’s quicker to begin the work and let some discovery occur contained in the iteration as group members overlap work and collaborate.
A bit of discovery throughout growth is a function of agile challenge administration, not a flaw.
The Price of Over-Refinement
When groups attempt to resolve each open subject throughout refinement, classes drag on unnecessarily. You find yourself with your entire group sitting by means of detailed discussions that contain just a few members.
It’s not simply inefficient, it’s irritating. Nobody needs to be caught in a gathering the place many of the dialog doesn’t apply to them.
So how do you make refinement classes shorter, extra productive, and fewer painful? Listed here 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 have to rename it however it’s best to reframe it. The objective is to shortly evaluation the highest backlog objects and ensure they’re prepared for the subsequent iteration.
This usually contains 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 “Good” Understanding
Remind the group that refinement will not be about certainty—it’s about readiness. Encourage your group to ask this one query usually:
“Do we all know sufficient about this merchandise that we are able to most likely end it through the iteration?”
The phrase most likely end it encourages simply sufficient evaluation with out overdoing it. It retains discussions centered on what’s important and reminds everybody that you just don’t want 100% readability earlier than transferring ahead.
3. Take into account Involving Solely A part of the Crew
Whereas I typically assist whole-team involvement in agile actions, backlog refinement could be an exception. You may get almost the identical worth with fewer individuals—and in a lot much less time.
Having about two-thirds of the group take part is usually enough. 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 method retains the method collaborative and environment friendly.
The Backside Line
Backlog refinement classes ought to assist your group put together for the subsequent iteration, not put on them down earlier than it begins.
If you deal with refinement as a fast readiness verify, deal with “sufficiently understood” slightly than “completely outlined,” and contain solely the individuals who have to be there, you’ll minimize the time dramatically with out dropping effectiveness.
Key Takeaways
- Refinement classes are for readiness, not perfection.
- Gadgets must be sufficiently small (not more than half group velocity).
- Goal for “sufficiently understood,” not “utterly recognized.”
- Use refinement as a fast pre-planning verify, not a problem-solving assembly.
- Not everybody must attend each time.
Refinement classes don’t need to be a drag. With a bit rethinking, they’ll change into some of the helpful—and least painful—conferences of your dash.
Wish to assist your group spend much less time in conferences and extra time delivering worth? Discover our Assembly Commentary and Suggestion Workshops. These brief, centered engagements put our consultants inside your Scrum conferences to watch and provide tailor-made insights for enchancment.
Final replace: November thirteenth, 2025
