In case your staff feels prefer it’s spending an excessive amount of time of their backlog refinement assembly, they’re in all probability 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 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 an alternative of learn? On this quick video, I stroll by way of why most groups spend an excessive amount of time in refinement periods—and learn how to repair it.
The Goal of a Refinement Session
The aim of refinement is easy: To make sure that the gadgets close to the highest of the product backlog can seemingly be accomplished within the subsequent iteration.
Which means these gadgets should be:
- Sufficiently small to complete in a single iteration, and
- Sufficiently understood that the staff can begin work with confidence.
Let’s discover what which means.
Small Sufficient to Match
“Small” is simple. The staff 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 staff’s velocity.
For instance, in case your staff’s velocity is 20, you would possibly permit an 8-point merchandise into the iteration, however not a 13-point one. Ideally, gadgets are even smaller—however half the rate serves as higher restrict when wanted.
“The Purpose Is Confidence Not Certainty”
Sufficiently Understood (However Not Completely)
Sufficiently understood signifies that sufficient is understood about an merchandise to carry it into the following iteration. It doesn’t imply that every little thing is known about an merchandise.
The purpose in any refinement session is to achieve a degree the place the staff feels assured they’ll in all probability full the merchandise throughout the iteration. Groups aren’t aiming to remove all uncertainty; they simply want to cut back it to a degree the place they really feel snug beginning.
The truth is, I would like groups to finish refinement considering,
“We’ve resolved the massive points and sufficient small ones that we’re assured we are able to end this.”
not
“We’ve mentioned this so totally that there’s nothing left to study.”
There’s a stability between making ready sufficient and over-preparing. Usually, it’s sooner to start out the work and let some discovery occur contained in the iteration as staff members overlap work and collaborate.
Slightly discovery throughout improvement is a characteristic of agile venture administration, not a flaw.
The Value of Over-Refinement
When groups attempt to resolve each open subject throughout refinement, periods drag on unnecessarily. You find yourself with your entire staff sitting by way 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 periods 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 is best to reframe it. The purpose is to rapidly assessment the highest backlog gadgets and ensure they’re prepared for the following iteration.
This usually contains splitting tales, estimating gadgets which have risen in precedence, or including simply sufficient element for readability.
These fast changes assist guarantee backlog gadgets are sufficiently small and prepared—with out turning refinement right into a problem-solving marathon.
2. Cease Aiming for “Good” Understanding
Remind the staff that refinement will not be about certainty—it’s about readiness. Encourage your staff to ask this one query usually:
“Do we all know sufficient about this merchandise that we are able to in all probability end it in the course of the iteration?”
The phrase in all probability 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 transferring ahead.
3. Contemplate Involving Solely A part of the Workforce
Whereas I usually assist whole-team involvement in agile actions, backlog refinement could be an exception. You may get practically the identical worth with fewer individuals—and in a lot much less time.
Having about two-thirds of the staff take part is usually ample. You’ll hear practically 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 periods ought to assist your staff put together for the following iteration, not put on them down earlier than it begins.
Once 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 lower the time dramatically with out shedding effectiveness.
Key Takeaways
- Refinement periods are for readiness, not perfection.
- Objects must be sufficiently small (not more than half staff velocity).
- Intention for “sufficiently understood,” not “fully identified.”
- Use refinement as a fast pre-planning verify, not a problem-solving assembly.
- Not everybody must attend each time.
Refinement periods don’t should be a drag. With just a little rethinking, they’ll turn into one of the vital invaluable—and least painful—conferences of your dash.
Wish to assist your staff spend much less time in conferences and extra time delivering worth? Discover our Assembly Remark and Suggestion Workshops. These quick, targeted engagements put our consultants inside your Scrum conferences to look at and supply tailor-made insights for enchancment.
Final replace: November thirteenth, 2025