Start the workshop by introducing the concept of technical debt and its impact on the project. Explain the purpose of the workshop and the importance of addressing and resolving technical debt issues. Encourage participants to share their experiences and challenges related to technical debt.

Tips : Create a safe and open environment for participants to share their experiences and challenges. Use real-life examples to illustrate the concept of technical debt.

Outcome : Participants will have a clear understanding of technical debt and its impact on the project.

Guide participants through a brainstorming session to identify technical debt in the project. Encourage them to think about areas such as code quality, architecture, documentation, and test coverage. Use visual aids or tools like sticky notes to capture and categorize the identified technical debt.

Tips : Encourage participants to think beyond their own areas of expertise and consider the project as a whole. Use a collaborative tool or whiteboard to capture and organize the identified technical debt items.

Outcome : Participants will have a comprehensive list of technical debt items in the project.

Facilitate a discussion to prioritize the identified technical debt items based on their impact on the project and the effort required for resolution. Encourage participants to consider factors such as business value, risk, and dependencies. Use a prioritization matrix or voting system to reach a consensus on the priority order.

Tips : Ensure that all participants have an equal opportunity to voice their opinions during the prioritization discussion. Use a facilitation technique like dot voting to gather individual preferences before reaching a group consensus.

Outcome : Participants will have a prioritized list of technical debt items based on their impact and effort.

Guide participants through a planning session to define actionable steps for resolving the prioritized technical debt items. Encourage them to break down each item into smaller tasks, estimate effort and resources required, and assign responsibilities. Use a project management tool or a whiteboard to capture the action plan.

Tips : Encourage participants to be specific and realistic when defining the tasks and assigning responsibilities. Use a collaborative tool that allows easy tracking and monitoring of the action plan.

Outcome : Participants will have a detailed action plan for resolving the prioritized technical debt items.

Conclude the workshop by summarizing the key outcomes and action plan. Discuss the next steps for implementing the action plan and monitoring progress. Encourage participants to provide feedback on the workshop and address any remaining questions or concerns.

Tips : Allocate sufficient time for participants to ask questions and provide feedback. Emphasize the importance of ongoing communication and collaboration to ensure the successful resolution of technical debt.

Outcome : Participants will have a clear understanding of the next steps for resolving technical debt and feel motivated to take action.

Start the sprint planning workshop by introducing the purpose and goals of the session. Explain the importance of balancing new features and non-functional requirements in the backlog. Encourage participants to actively participate and contribute their ideas and insights.

Tips : Create a positive and inclusive environment where everyone feels comfortable sharing their thoughts and opinions.

Outcome : By the end of this sequence, participants will have a clear understanding of the workshop goals and the importance of balancing new features and non-functional requirements.

Review the current backlog with the development team. Discuss the existing user stories, features, and non-functional requirements. Prioritize the backlog items based on their importance and impact on the product.

Tips : Encourage open and honest discussions about the backlog items. Consider using visual aids such as a Kanban board or a backlog management tool to facilitate the review process.

Outcome : At the end of this sequence, the development team will have a clear understanding of the current backlog and its prioritization.

Brainstorm and identify new features that need to be added to the backlog. Encourage the development team to think creatively and consider the needs of the users and stakeholders. Prioritize the new features based on their value and alignment with the product vision.

Tips : Use techniques like brainstorming or affinity mapping to generate and organize ideas. Ensure that all team members have an opportunity to contribute their suggestions.

Outcome : By the end of this sequence, the development team will have identified and prioritized new features to be added to the backlog.

Discuss and address non-functional requirements such as performance, security, scalability, and usability. Identify any gaps or areas that need improvement in the current product. Prioritize the non-functional requirements based on their impact on the product's success.

Tips : Encourage the team to consider the perspectives of different stakeholders when discussing non-functional requirements. Use techniques like impact mapping or risk assessment to prioritize the requirements.

Outcome : At the end of this sequence, the development team will have identified and prioritized non-functional requirements to be addressed in the sprint.

Based on the prioritized backlog items, create a sprint backlog that includes both new features and non-functional requirements. Break down the backlog items into smaller, actionable tasks. Assign tasks to team members based on their skills and availability.

Tips : Consider using a project management tool or a task board to visualize and track the sprint backlog. Ensure that the tasks are clearly defined and have well-defined acceptance criteria.

Outcome : By the end of this sequence, the development team will have a well-defined sprint backlog with actionable tasks assigned to team members.

Conclude the sprint planning workshop by summarizing the key decisions and next steps. Ensure that everyone is clear about their responsibilities and the timeline for the upcoming sprint. Encourage the team to ask any remaining questions or provide feedback.

Tips : Provide a platform for open communication and address any concerns or questions raised by the team. Emphasize the importance of collaboration and teamwork throughout the sprint.

Outcome : At the end of this sequence, the development team will have a clear understanding of the sprint goals, their responsibilities, and the timeline for the upcoming sprint.

Start the workshop by introducing the purpose of the sprint planning meeting. Explain that the team will be discussing and selecting items from the product backlog to work on in the upcoming sprint. Provide an overview of the agenda for the meeting.

Tips : Make sure to set a positive and collaborative tone for the meeting. Encourage active participation from all team members.

Outcome : Participants will understand the purpose of the sprint planning meeting and have a clear idea of what will be covered in the workshop.

In this sequence, the team will review the product backlog. Present each item in the backlog and provide a brief description. Encourage the team to ask questions and seek clarification if needed. Discuss the priority of each item and consider any dependencies or constraints.

Tips : Encourage open and honest communication during the backlog review. Ensure that everyone's input is valued and considered.

Outcome : Participants will have a clear understanding of the items in the product backlog and their priority.

In this sequence, the team will discuss and select items from the product backlog to work on in the upcoming sprint. Consider the team's capacity and the estimated effort required for each item. Prioritize the items based on business value and feasibility.

Tips : Encourage the team to collaborate and reach a consensus on the selection of items. Consider using techniques like dot voting or fist of five to facilitate decision-making.

Outcome : Participants will have a finalized list of items to be included in the sprint backlog.

In this sequence, the team will create the sprint backlog. Break down the selected items into smaller tasks and estimate the effort required for each task. Assign tasks to team members based on their skills and availability. Ensure that the sprint backlog is realistic and achievable within the sprint duration.

Tips : Encourage the team to collaborate and distribute the workload evenly. Use tools like a whiteboard or project management software to visualize and track the sprint backlog.

Outcome : Participants will have a detailed sprint backlog with assigned tasks and estimated effort.

Start the workshop by introducing the concept of product backlog grooming. Explain that it is a continuous process of refining the product backlog by adding, removing, or re-prioritizing items. Emphasize the importance of this process in ensuring a well-maintained and prioritized backlog.

Tips : Engage the participants by asking them about their previous experiences with backlog grooming. Encourage them to share any challenges or successes they have had.

Outcome : Participants will understand the purpose and benefits of product backlog grooming.

In this sequence, review the existing backlog items with the participants. Discuss each item in detail, including its description, acceptance criteria, and priority. Encourage participants to ask questions and provide feedback on each item.

Tips : Use a visual tool, such as a whiteboard or a digital backlog management tool, to display the backlog items. This will help participants visualize the items and facilitate discussions.

Outcome : Participants will have a clear understanding of the current backlog items and their respective priorities.

In this sequence, facilitate a discussion on prioritizing the backlog items. Encourage participants to share their opinions and insights on the importance and urgency of each item. Use a prioritization technique, such as the MoSCoW method or the relative prioritization technique, to collectively prioritize the items.

Tips : Ensure that all participants have an equal opportunity to voice their opinions during the prioritization discussion. Encourage open and respectful communication.

Outcome : Participants will collaboratively prioritize the backlog items based on their importance and urgency.

In this sequence, focus on refining the backlog items. Encourage participants to provide more detailed descriptions, acceptance criteria, and estimates for each item. Discuss any dependencies or technical considerations that need to be taken into account.

Tips : Use a collaborative tool, such as an online document or a whiteboard, to capture the refinements made by the participants. This will ensure that everyone's inputs are captured and visible to all.

Outcome : Participants will refine the backlog items by providing more detailed descriptions, acceptance criteria, and estimates.

Conclude the workshop by summarizing the key outcomes of the grooming session. Discuss any action items or next steps that need to be taken, such as updating the backlog with the refined items or scheduling the next grooming session.

Tips : Ensure that all participants are aware of their assigned action items and deadlines. Provide any necessary resources or documentation to support their next steps.

Outcome : Participants will have a clear understanding of the next steps and their responsibilities after the grooming session.

Start the workshop by introducing the purpose of the release planning meeting. Explain that the goal is to plan which items will be included in the upcoming release and establish a rough timeline. Emphasize the importance of collaboration and communication throughout the meeting.

Tips : Encourage active participation and create a safe and inclusive environment for all participants to share their ideas and opinions.

Outcome : Participants will understand the purpose of the release planning meeting and the goals for the workshop.

Review the current backlog of user stories, features, and tasks. Discuss the priority of each item and identify any dependencies or constraints. Encourage the team to ask questions and provide input on the backlog items.

Tips : Use visual aids such as a Kanban board or a backlog management tool to facilitate the discussion and keep track of the backlog items.

Outcome : Participants will have a clear understanding of the current backlog and its priority.

Facilitate a discussion to identify the goals and objectives for the upcoming release. Encourage the team to consider the needs of the stakeholders, market trends, and business priorities. Document the release goals to refer back to during the planning process.

Tips : Encourage creativity and innovation during the goal-setting process. Ensure that the goals are specific, measurable, achievable, relevant, and time-bound (SMART).

Outcome : Participants will have a clear understanding of the goals and objectives for the upcoming release.

Break down the backlog items into smaller tasks or user stories. Estimate the effort required for each item and identify any dependencies between them. Use techniques such as planning poker or affinity estimation to facilitate the estimation process.

Tips : Encourage collaboration and consensus during the estimation process. Remind the team to consider factors such as complexity, uncertainty, and team capacity when estimating effort.

Outcome : Participants will have estimated effort for each backlog item and identified dependencies.

Based on the estimated effort and dependencies, facilitate a discussion to prioritize the backlog items. Consider the release goals, business value, and urgency when prioritizing. Use techniques such as MoSCoW prioritization or value vs. effort matrix to aid the decision-making process.

Tips : Encourage open and transparent communication during the prioritization process. Remind the team to consider the impact of each item on the overall release goals.

Outcome : Participants will have a prioritized backlog based on estimated effort and dependencies.

Based on the prioritized backlog and estimated effort, work with the team to create a release timeline. Consider factors such as team capacity, resource availability, and any external dependencies. Document the release timeline to share with stakeholders and track progress.

Tips : Encourage the team to be realistic and consider potential risks or uncertainties when creating the release timeline. Regularly communicate and update the timeline as the project progresses.

Outcome : Participants will have a release timeline that outlines the sequence of backlog items and their estimated completion dates.

Conclude the workshop by summarizing the key decisions and next steps. Ensure that all participants are aligned on the release goals, prioritized backlog, and release timeline. Assign action items and responsibilities for further refinement and execution.

Tips : Encourage accountability and follow-up on the assigned action items. Provide a platform for participants to ask any final questions or provide feedback on the workshop.

Outcome : Participants will have a clear understanding of the key decisions made during the workshop and the next steps for release planning.

Start the workshop by introducing the purpose and goals of the session. Explain the importance of identifying and resolving dependencies between tasks or stories. Encourage participants to actively participate and share their insights and experiences.

Tips : Create a welcoming and inclusive environment to encourage open communication and collaboration.

Outcome : Participants will understand the importance of dependency resolution and be motivated to actively contribute to the workshop.

Guide participants through the process of identifying dependencies between tasks or stories. Provide examples and encourage participants to share their own experiences. Use visual aids or tools like a dependency matrix to help participants visualize and document the dependencies.

Tips : Encourage active participation and discussion among participants. Use real-life examples to make the session more relatable.

Outcome : Participants will be able to identify and document dependencies between tasks or stories.

Once dependencies are identified, facilitate a discussion to analyze their impact on the project timeline, resource allocation, and overall project success. Encourage participants to brainstorm potential risks and challenges associated with the dependencies.

Tips : Promote a collaborative atmosphere and ensure that all participants have an opportunity to share their thoughts and insights.

Outcome : Participants will gain a deeper understanding of the impact of dependencies and be able to assess their potential risks and challenges.

Guide participants through the process of resolving dependencies. Encourage them to propose solutions and strategies to mitigate the risks and challenges identified in the previous step. Facilitate a discussion to reach a consensus on the best approach to resolve the dependencies.

Tips : Ensure that all participants have a chance to contribute their ideas and opinions. Encourage collaboration and compromise to reach a consensus.

Outcome : Participants will develop actionable plans to resolve dependencies and mitigate associated risks and challenges.

Conclude the workshop by summarizing the key takeaways and action items. Discuss the next steps and assign responsibilities for implementing the resolutions and monitoring the progress. Thank the participants for their active participation and contributions.

Tips : Ensure that the action items are clearly documented and communicated to all participants. Follow up with participants after the workshop to ensure the resolutions are implemented effectively.

Outcome : Participants will have a clear understanding of the next steps and their individual responsibilities in resolving the dependencies.

Start the workshop by introducing the purpose and importance of the Daily Standup. Explain that it is a brief daily meeting where team members share progress, discuss impediments, and plan their work for the day. Emphasize that it helps keep everyone informed and aligned.

Tips : Keep the introduction concise and engaging. Use examples or anecdotes to illustrate the importance of the Daily Standup.

Outcome : Participants will understand the purpose and benefits of the Daily Standup.

In this sequence, each participant will take turns sharing their progress since the last Daily Standup. Encourage them to be specific and focus on what they have accomplished, what they are currently working on, and any challenges they have encountered.

Tips : Remind participants to keep their updates concise and relevant. Encourage active listening and ask follow-up questions to clarify any unclear points.

Outcome : Participants will share their progress and gain visibility into each other's work.

In this sequence, participants will discuss any impediments or obstacles they are facing that may hinder their progress. Encourage them to be open and transparent about any challenges they are experiencing.

Tips : Create a safe and non-judgmental environment for participants to share their challenges. Encourage collaboration and offer support or suggestions to help overcome the impediments.

Outcome : Participants will identify and discuss any impediments that may affect their work.

In this sequence, participants will plan their work for the day based on the progress shared and the identified impediments. Encourage them to prioritize tasks, set realistic goals, and allocate resources effectively.

Tips : Facilitate the planning process by providing guidance on prioritization and resource allocation. Encourage participants to break down tasks into smaller, manageable chunks.

Outcome : Participants will have a clear plan for their work for the day.

Start the retrospective by welcoming the participants and providing a brief introduction to the purpose and goals of the retrospective. Set the stage for an open and collaborative discussion.

Tips : Create a welcoming and inclusive environment. Encourage active participation from all participants.

Outcome : Participants understand the purpose and goals of the retrospective.

Ask the participants to individually reflect on the events and milestones of the last sprint. Provide them with sticky notes and markers to write down key moments. Once everyone has completed their timeline, ask each participant to share their timeline with the group. Facilitate a discussion to identify common themes and important events.

Tips : Encourage participants to be specific and provide examples. Use a whiteboard or a large sheet of paper to create a visual representation of the timeline.

Outcome : Participants gain a shared understanding of the events and milestones of the last sprint.

Ask the participants to think about the positive aspects of the last sprint. Provide them with sticky notes and markers to write down their thoughts. Once everyone has completed their notes, ask each participant to share one thing that went well. Facilitate a discussion to explore the reasons behind the successes.

Tips : Encourage participants to focus on specific actions or behaviors that contributed to the successes. Keep the discussion positive and constructive.

Outcome : Identify and celebrate the successes and achievements of the last sprint.

Ask the participants to think about the areas that could be improved in the next sprint. Provide them with sticky notes and markers to write down their thoughts. Once everyone has completed their notes, ask each participant to share one thing that could be improved. Facilitate a discussion to explore potential solutions and actions.

Tips : Encourage participants to focus on specific actions or behaviors that could lead to improvements. Keep the discussion constructive and solution-oriented.

Outcome : Identify areas for improvement and generate ideas for future actions.

Based on the identified areas for improvement, facilitate a discussion to generate actionable items. Ask the participants to prioritize the actions and assign owners for each action. Create a visual representation of the action plan to ensure clarity and accountability.

Tips : Encourage participants to think about realistic and achievable actions. Use a whiteboard or a large sheet of paper to create the action plan.

Outcome : Create a concrete action plan with assigned owners for each improvement area.

Wrap up the retrospective by summarizing the key outcomes and action plan. Thank the participants for their contributions and remind them of the next steps. Encourage participants to provide feedback on the retrospective process.

Tips : End the retrospective on a positive note. Encourage participants to provide honest feedback to improve future retrospectives.

Outcome : Participants have a clear understanding of the outcomes and next steps.

Start the meeting by welcoming the participants and providing a brief overview of the purpose of the backlog refinement meeting. Explain that the goal is to review and refine items in the product backlog to ensure they are well-defined and ready for future sprints.

Tips : Encourage active participation and collaboration among the team members.

Outcome : Participants will understand the purpose of the backlog refinement meeting and be prepared to review and refine backlog items.

Go through each backlog item one by one and discuss its details. Encourage the team to ask questions, provide feedback, and suggest improvements. Use visual aids such as a whiteboard or digital board to capture the discussion points and make any necessary updates to the backlog items.

Tips : Facilitate the discussion to ensure everyone's input is heard and considered. Encourage the team to focus on refining the backlog items rather than discussing implementation details.

Outcome : Backlog items are reviewed and discussed in detail, ensuring a shared understanding among the team.

Once all backlog items have been reviewed, facilitate a discussion to prioritize them. Consider factors such as business value, dependencies, and urgency. Use a prioritization technique such as dot voting or the MoSCoW method to reach a consensus on the order of backlog items.

Tips : Encourage open and honest discussions during the prioritization process. Remind the team to consider the overall project goals and objectives.

Outcome : Backlog items are prioritized based on agreed criteria, ensuring the most valuable items are at the top.

Identify any action items that arise from the backlog refinement meeting. Assign responsibilities to team members for further analysis, research, or clarification of backlog items. Ensure that each action item has a clear deadline and that the responsible person understands their role.

Tips : Keep track of action items using a shared document or task management tool. Regularly follow up on the progress of assigned tasks.

Outcome : Action items are identified and assigned, ensuring that necessary follow-up tasks are completed.

Conclude the backlog refinement meeting by summarizing the key decisions made, action items assigned, and any next steps. Thank the participants for their contributions and remind them of the upcoming sprint planning meeting where the refined backlog items will be considered for inclusion in the next sprint.

Tips : Provide a clear timeline for the next steps and encourage participants to reach out if they have any further questions or concerns.

Outcome : Participants have a clear understanding of the outcomes of the backlog refinement meeting and are aware of the next steps.

Start the workshop by introducing the purpose of the demo and show-and-tell session. Explain that the goal is to showcase the team's work in progress and gather feedback from stakeholders or other teams. Emphasize the importance of early feedback in the development process.

Tips : Be clear and concise in your introduction. Use visuals or examples to help participants understand the concept of a demo and show-and-tell session.

Outcome : Participants will understand the purpose of the demo and show-and-tell session and the importance of early feedback.

In this sequence, guide the participants through the process of preparing for the demo. Explain the steps they need to take to ensure a successful demo, such as selecting the work to be showcased, rehearsing the presentation, and preparing any necessary materials or tools.

Tips : Encourage participants to practice their presentations and gather feedback from their teammates before the actual demo. Provide them with resources or templates to help them prepare effectively.

Outcome : Participants will have a clear understanding of how to prepare for a demo and show-and-tell session.

This is the main sequence of the workshop where participants will actually perform the demo and show-and-tell. Each participant or team will take turns presenting their work in progress, explaining the goals, challenges, and outcomes. Encourage active participation and engagement from the audience, allowing them to ask questions and provide feedback.

Tips : Create a supportive and non-judgmental environment for the demo and show-and-tell session. Encourage constructive feedback and ensure that everyone has an opportunity to participate.

Outcome : Participants will showcase their work in progress, explain their goals and challenges, and receive feedback from stakeholders or other teams.

After the demo and show-and-tell session, facilitate a feedback and reflection activity. Ask participants to share their thoughts and observations about the presentations and the feedback received. Encourage them to identify areas for improvement and discuss potential next steps.

Tips : Create a safe space for participants to share their thoughts and provide feedback. Encourage open and honest communication.

Outcome : Participants will reflect on the demo and show-and-tell session, identify areas for improvement, and discuss potential next steps.

Start the workshop by introducing the purpose and importance of having a clear Definition of Done (DoD) for the team. Explain that the DoD helps ensure that everyone is on the same page regarding the quality standards for completing user stories or tasks. Emphasize the benefits of having a shared understanding of what it means for work to be considered 'done'.

Tips : Engage the participants by asking them to share their experiences with incomplete or ambiguous work. Encourage open discussion and active participation.

Outcome : By the end of this sequence, participants should have a clear understanding of the purpose and importance of a Definition of Done.

In this sequence, facilitate a discussion to explore the team's current practices and understanding of 'done'. Ask participants to share their individual definitions of 'done' and any existing criteria they use. Encourage them to discuss any challenges or inconsistencies they have encountered in the past.

Tips : Create an open and non-judgmental environment to encourage participants to share their thoughts and experiences. Use visual aids or whiteboards to capture key points and facilitate the discussion.

Outcome : By the end of this sequence, participants should have a clear understanding of the team's current practices and any challenges they face in defining 'done'.

In this sequence, guide the participants in identifying the key criteria that should be included in the team's Definition of Done. Encourage them to think about different aspects such as functionality, usability, performance, and documentation. Facilitate a brainstorming session to generate a list of criteria.

Tips : Encourage participants to think beyond their individual roles and consider the needs and expectations of other stakeholders. Use techniques like silent brainstorming or sticky notes to ensure equal participation from all team members.

Outcome : By the end of this sequence, participants should have identified the key criteria that will be included in the team's Definition of Done.

In this sequence, facilitate a discussion to refine and prioritize the criteria identified in the previous sequence. Encourage participants to discuss and debate the importance and feasibility of each criterion. Help the team reach a consensus on the final set of criteria that will be included in the Definition of Done.

Tips : Use techniques like dot voting or affinity mapping to facilitate the prioritization process. Encourage participants to provide justifications for their choices and consider the impact on the team's workflow and quality standards.

Outcome : By the end of this sequence, participants should have refined and prioritized the criteria that will be included in the team's Definition of Done.

In this sequence, guide the participants in documenting the finalized Definition of Done. Provide a template or framework to structure the criteria and make it easily accessible to the team. Discuss the importance of regularly reviewing and updating the Definition of Done as the team's needs and processes evolve.

Tips : Encourage participants to use clear and concise language in the Definition of Done. Consider using visual aids or infographics to make it more engaging and memorable.

Outcome : By the end of this sequence, participants should have a documented Definition of Done that can be used as a reference for the team's work.

Conclude the workshop by summarizing the key takeaways and next steps. Remind participants of the importance of consistently applying the Definition of Done in their work. Encourage them to provide feedback and suggestions for improvement.

Tips : Create a positive and motivating atmosphere to encourage participants to actively contribute their thoughts and ideas. Thank them for their participation and emphasize the value of their input.

Outcome : By the end of this sequence, participants should have a clear understanding of the next steps and their role in implementing and maintaining the Definition of Done.

In this sequence, participants will be introduced to the concept of estimation workshops and the various techniques used for estimating effort. The facilitator will explain the importance of estimation in Agile development and how it helps in planning and prioritizing backlog items. Participants will also learn about different estimation techniques such as Planning Poker and T-Shirt Sizing.

Tips : Make sure to provide examples and real-life scenarios to help participants understand the importance of estimation. Encourage active participation and discussion.

Outcome : By the end of this sequence, participants will have a clear understanding of the purpose and benefits of estimation workshops, as well as the different techniques that can be used.

In this sequence, participants will learn about the Planning Poker technique for estimating effort. The facilitator will explain how Planning Poker works and provide guidance on how to conduct a Planning Poker session. Participants will practice using Planning Poker cards to estimate the effort required for a set of backlog items.

Tips : Ensure that each participant has a set of Planning Poker cards. Encourage open and honest discussions during the estimation process. Remind participants to consider both complexity and effort when assigning estimates.

Outcome : By the end of this sequence, participants will be familiar with the Planning Poker technique and will have hands-on experience in using it to estimate effort.

In this sequence, participants will learn about the T-Shirt Sizing technique for estimating effort. The facilitator will explain how T-Shirt Sizing works and provide guidance on how to conduct a T-Shirt Sizing session. Participants will practice using T-Shirt sizes (XS, S, M, L, XL) to estimate the effort required for a set of backlog items.

Tips : Ensure that each participant has a set of T-Shirt size cards. Encourage participants to discuss and align their understanding of each T-Shirt size. Remind participants to consider relative effort when assigning sizes.

Outcome : By the end of this sequence, participants will be familiar with the T-Shirt Sizing technique and will have hands-on experience in using it to estimate effort.

A Business Owner or senior executive describes the current state of the business, shares the Portfolio Vision, and presents a perspective on how effectively existing solutions are addressing current customer needs.

Product Management presents the current vision (typically represented by the next top 10 upcoming features) and highlights any changes from the previous PI planning event, as well as any forthcoming Milestones

System Architect/Engineering presents the architecture vision. Also, a senior development manager may introduce Agile-supportive changes to development practices, such as test automation, DevOps, Continuous Integration, and Continuous Deployment, which are being advanced in the upcoming PI.

The RTE presents the planning process and expected outcomes.

In the breakout, teams estimate their capacity for each Iteration and identify the backlog items they will likely need to realize the features. Each team creates their draft plans, visible to all, iteration by iteration.

During the tightly timeboxed draft plan review, teams present key planning outputs, which include capacity and load, draft PI objectives, potential risks, and dependencies. Business Owners, Product Management, and other teams and stakeholders review and provide input.

It’s likely that the draft plans present challenges such as scope, people and resource constraints, and dependencies. During the problem-solving meeting, management may negotiate scope changes and resolve other problems by agreeing to various planning adjustments. The RTE facilitates and keeps the primary stakeholders together for as long as necessary to make the decisions needed to reach achievable objectives.

The next day, the event begins with management presenting changes to the planning scope, people, and resources

Teams continue planning and making the appropriate adjustments. They finalize their objectives for the PI, to which the Business Owners assign business value

All teams present their plans to the group during this session. At the end of each team’s time slot, the team states its risks and impediments and provides the risks to the RTE for use later in the ROAMing exercise. The team then asks the Business Owners if the plan is acceptable. If the plan is accepted, the team brings their team PI objective sheet to the front of the room so everyone can see the aggregate objectives unfold in real-time. If the Business Owners have concerns, teams can adjust the plan to address the identified issues. The team then presents its revised plan

During planning, teams have identified risks and impediments that could impact their ability to meet their objectives. These are resolved in a broader management context before the whole train. One by one, the risks are discussed and addressed with honesty and transparency and then grouped into one of the following categories :

• Resolved – The teams agree that the risk is no longer a concern

• Owned – Someone on the train owns the risk since it cannot be addressed during PI planning

• Accepted – Some items are simply facts or potential problems that must be understood and accepted

• Mitigated – Teams identify a plan to reduce the impact of the risk

Once ART PI Risks have been addressed, teams vote on their confidence in meeting their team PI objectives Each team conducts a vote using their fingers (fist of five) or a digital tool for remote events. If the average is three fingers or above, then management should accept the commitment. If it’s less than three, the team reworks its plan. Anyone voting two fingers or fewer should be allowed to voice their concerns. These concerns might add to the risk list, require replanning, or provide information. Once each team has voted, it’s repeated for the entire ART, with everyone expressing their confidence in the collective plan

If necessary, teams adjust their objectives until they have high confidence. This additional planning is one occasion where alignment and commitment are valued more highly than adhering to a timebox.

Finally, the RTE leads a brief retrospective for the PI planning event to capture what went well, what didn’t, and what to do better next time

Next steps – Typically, a discussion about the next steps, along with final instructions to the teams, follows, including:

• Cleaning up the rooms used for planning (if applicable)

• Entering the team PI objectives and stories in Agile lifecycle management (ALM) tooling

• Reviewing team and ART events calendars

• Determining Iteration Planning and Team Sync locations and timing

Start the workshop by introducing the concept of Lean Coffee. Explain that it is a structured, agenda-less meeting where participants collaboratively create the agenda and discuss topics of interest. Emphasize the principles of respect, collaboration, and self-organization. Provide an overview of the workshop agenda and set expectations for active participation.

Tips : Encourage participants to come prepared with topics they would like to discuss during the Lean Coffee sessions. Remind them to be open-minded and respectful of others' ideas and opinions.

Outcome : Participants will understand the purpose and format of Lean Coffee and be ready to actively engage in the workshop.

Guide participants through the process of creating the agenda for the Lean Coffee sessions. Provide them with sticky notes and markers. Ask each participant to write down one topic they would like to discuss and place it on a designated wall or board. Once all topics are collected, have participants vote on the topics they find most interesting or relevant. Prioritize the topics based on the number of votes.

Tips : Encourage participants to think about topics related to lean principles, such as waste reduction, continuous improvement, and value stream mapping. Remind them to keep the topics concise and specific.

Outcome : A prioritized agenda for the Lean Coffee sessions will be created.

Facilitate the first Lean Coffee session based on the topics prioritized in the agenda. Set a timer for each topic discussion (e.g., 5 minutes per topic). Encourage participants to share their thoughts, experiences, and insights related to the topic. Use a visual aid, such as a Kanban board, to capture key points and action items discussed during the session.

Tips : Remind participants to actively listen and respect others' opinions. Encourage them to build on each other's ideas and ask clarifying questions.

Outcome : Participants will engage in meaningful discussions and generate valuable insights related to the chosen topics.

Take a short break to allow participants to refresh and recharge. Use this time to set up for the next Lean Coffee session.

Tips : Provide light refreshments and encourage participants to network and engage in informal conversations during the break.

Outcome : Participants will have a chance to rest and prepare for the next session.

Facilitate the second Lean Coffee session using the remaining topics from the agenda. Follow the same process as in the first session, ensuring equal participation and time allocation for each topic. Encourage participants to reflect on the discussions from the previous session and build upon them.

Tips : Encourage participants to challenge assumptions and think critically during the discussions. Remind them to focus on actionable takeaways and potential solutions.

Outcome : Participants will continue to explore and discuss relevant topics related to lean principles.

Conclude the workshop by facilitating a reflection session. Ask participants to share their key learnings, insights, and any action items they plan to implement based on the discussions. Summarize the main takeaways and emphasize the importance of continuous learning and improvement.

Tips : Create a safe and non-judgmental environment for participants to share their reflections. Encourage them to support and inspire each other in their lean journey.

Outcome : Participants will reflect on their learnings and identify actionable steps to apply lean principles in their work.

• Description: Brief introductions of attendees, overview of the workshop agenda, and objectives.

• Facilitator Notes: Welcome everyone, ensure participants feel comfortable and engaged. Clearly outline the workshop's goals and expectations.

• Description: Presentation of the project background, existing research, target market, and any relevant context.

• Facilitator Notes: Provide a concise overview, use visuals and data to support the context, and allow time for questions and clarifications.

• Description: Stakeholders share their perspectives on project goals, user needs, success metrics, and potential risks.

• Facilitator Notes: Allocate equal time for each stakeholder. Encourage active listening and respectful discussions. Capture key points on a whiteboard or shared document.

• Description: Collaborative exercise to define and prioritize shared project goals, success metrics, and potential risks.

• Facilitator Notes: Use a structured prioritization method, such as dot voting or the MoSCoW method. Guide the group toward consensus, focusing on the most critical aspects of the project.

• Description: Discussion and agreement on target user segments and development of user personas.

• Facilitator Notes: Provide a brief overview of the importance of user personas. Encourage participants to think empathetically about the user's needs, goals, and pain points. Capture key insights on a whiteboard or shared document.

• Description: Clarify roles, responsibilities, and expectations for each stakeholder in the project.

• Facilitator Notes: Ensure all stakeholders understand their role and responsibilities, and address any concerns or questions. Establish a clear line of communication and decision-making process.

• Description: Review outcomes of the workshop, discuss next steps, and assign action items.

• Facilitator Notes: Recap the workshop's key insights and decisions. Assign specific tasks and deadlines to stakeholders. Encourage ongoing collaboration and communication throughout the project.

• Description: Close the workshop and gather feedback from participants.

• Facilitator Notes: Thank the participants for their time and input. Ask for feedback on the workshop, and invite suggestions for improvement. Encourage stakeholders to stay engaged in the project's progress.

Brief introductions of attendees, overview of the workshop agenda, and objectives.

Facilitator Notes:

Ensure participants feel comfortable and welcomed. Clearly explain the purpose and goals of the workshop.

Presentation of the user research plan, methodology, and any existing data or insights.

Facilitator Notes:

Explain the importance of user research. Review the methodology used and any available data to set the context. Allow time for questions and clarifications.

Collaborative exercise to develop user personas based on user research and insights.

Facilitator Notes:

Guide participants through the process of persona development. Encourage empathy and understanding of user needs, motivations, and pain points. Use a whiteboard or shared document to capture information.

Breaks are important to keep the participants engaged and focused.

Participants collaboratively create a customer journey map to understand the user's experience with the product or service from start to finish.

Facilitator Notes:

Start by defining the stages of the user's journey. Then identify touchpoints, user actions, pain points, and opportunities at each stage. Use visuals to help tell the story of the user's experience.

Discussion and brainstorming to identify opportunities to address user needs and pain points.

Facilitator Notes:

Guide the discussion toward actionable ideas. Encourage creativity and open-mindedness, and ensure all ideas are captured for review and consideration.

Review outcomes of the workshop, discuss next steps, and assign action items.

Facilitator Notes:

Summarize key insights and decisions from the workshop. Assign specific tasks and deadlines to participants. Discuss the next steps in the product development process.

Close the workshop and gather feedback from participants.

Facilitator Notes:

Thank the participants for their contributions. Ask for feedback on the workshop to improve future sessions. Encourage participants to stay engaged in the process.

Brief introductions of attendees, overview of the workshop agenda, and objectives.

Facilitator Notes:

Ensure participants feel comfortable and welcomed. Clearly explain the purpose and goals of the workshop.

Presentation of user personas and key insights from user research to set the context for problem framing.

Facilitator Notes:

Recap user personas and important findings from the User Research & Persona Workshop. Answer any questions or clarify points of confusion.

Need a hand to create Personas? Use our Template

⤴️ User Research & Personas

Collaborative exercise to develop a clear, concise problem statement.

Facilitator Notes:

Encourage participants to focus on the problem, not potential solutions. The problem statement should be user-focused and specific. Use a whiteboard or shared document to capture ideas and refine the statement.

Breaks are important to keep participants engaged and focused.

Participants work together to identify and discuss the root causes of the problem using techniques like the 5 Whys or Fishbone diagram.

Facilitator Notes:

Guide participants through the chosen root cause analysis method. Ensure all perspectives are heard, and push the group to dig deep into underlying causes.

Discussion about the impacts of the problem on users and the business.

Facilitator Notes:

Encourage participants to think about both the immediate and long-term impacts. Capture these impacts visually or in a shared document for future reference.

Review outcomes of the workshop, discuss next steps, and assign action items.

Facilitator Notes:

Summarize key insights and decisions from the workshop. Assign specific tasks and deadlines to participants. Discuss the next steps in the product development process.

Close the workshop and gather feedback from participants.

Facilitator Notes:

Thank the participants for their contributions. Ask for feedback on the workshop to improve future sessions. Encourage participants to stay engaged in the process.

Brief introductions of attendees, overview of the workshop agenda, and objectives.

Facilitator Notes:

Ensure participants feel comfortable and welcomed. Clearly explain the purpose and goals of the workshop.

Recap of the problem statement, root causes, impacts, and key insights from previous workshops to set the stage for ideation.

Facilitator Notes:

Ensure everyone is aligned on the problem to be solved. Answer any questions and clarify any points of confusion.

Need a hand to create Personas? Use our Template

⤴️ Problem Framing

Explanation of the rules and guidelines for brainstorming to ensure a productive and respectful ideation session.

Facilitator Notes:

Encourage quantity of ideas over quality at this stage. Reinforce that all ideas are valuable and that judgment or criticism should be withheld during brainstorming.

Participants generate as many ideas as possible to solve the problem statement.

Facilitator Notes:

Keep the energy levels high. Capture all ideas on a whiteboard or sticky notes. Prompt the group with questions or challenges if the energy starts to drop.

Breaks are important to keep participants engaged and focused.

Participants share their ideas with the group. The group discusses each idea, considering potential impacts, feasibility, and alignment with user needs and business goals.

Facilitator Notes:

Facilitate a respectful and constructive discussion. Ensure everyone has the opportunity to share their ideas and feedback.

The group works together to prioritize the generated ideas, considering user needs, business objectives, and feasibility.

Facilitator Notes:

Guide participants through a prioritization framework such as dot voting or impact/effort matrix. Help the group achieve consensus but ensure minority opinions are heard and considered.

Review outcomes of the workshop, discuss next steps, and assign action items.

Facilitator Notes:

Summarize the workshop's key insights and decisions. Assign specific tasks and deadlines to participants. Discuss next steps in the product development process.

Close the workshop and gather feedback from participants.

Facilitator Notes:

Thank participants for their contributions. Ask for feedback on the workshop to improve future sessions. Encourage participants to stay engaged in the process.

Brief introductions of attendees, overview of the workshop agenda, and objectives.

Facilitator Notes:

Ensure participants feel comfortable and welcomed. Clearly explain the purpose and goals of the workshop.

Recap of the ideas generated from the Ideation & Brainstorming Workshop and their priority status to provide context for this workshop.

Facilitator Notes:

Ensure everyone is aligned on the ideas being pursued. Answer any questions and clarify any points of confusion.

Need a hand to create Personas? Use our Template

⤴️ Ideation & Brainstorming

Participants work together to identify assumptions related to the proposed solutions. These could be about the user, the technology, the market, or the business.

Facilitator Notes:

Encourage critical thinking and questioning. Capture all assumptions on a whiteboard or in a shared document. Ensure everyone has the opportunity to contribute.

Breaks are important to keep participants engaged and focused.

Participants collaborate to prioritize the identified assumptions based on their potential impact and uncertainty.

Facilitator Notes:

Guide the group through a prioritization framework such as the Riskiest Assumption Test (RAT). Help the group achieve consensus, but ensure minority opinions are heard and considered.

For the highest priority assumptions, the group forms hypotheses and designs experiments or research to test these hypotheses.

Facilitator Notes:

Facilitate a structured discussion to ensure that hypotheses are specific, testable, and linked to measurable outcomes. Encourage creativity in designing experiments or research.

Review outcomes of the workshop, discuss next steps, and assign action items.

Facilitator Notes:

Summarize the workshop's key insights and decisions. Assign specific tasks and deadlines to participants. Discuss the next steps in the product development process.

Close the workshop and gather feedback from participants.

Facilitator Notes:

Thank participants for their contributions. Ask for feedback on the workshop to improve future sessions. Encourage participants to stay engaged in the process.

Brief introductions of attendees, overview of the workshop agenda, and objectives.

Facilitator Notes:

Ensure participants feel comfortable and welcomed. Clearly explain the purpose and goals of the workshop.

Recap of the ideas generated from previous workshops and the results of assumption validations to provide context for this workshop.

Facilitator Notes:

Ensure everyone is aligned on the ideas being pursued. Answer any questions and clarify any points of confusion.

Introduction to the chosen prioritization framework (MoSCoW, RICE, Kano Model, etc.) including its benefits and how to use it.

Facilitator Notes:

Explain the chosen framework clearly. Provide examples to ensure everyone understands how it works.

Participants use the chosen framework to prioritize the ideas or features.

Facilitator Notes:

Ensure everyone has the opportunity to contribute. Guide the group toward consensus but ensure minority opinions are heard and considered.

Breaks are important to keep participants engaged and focused.

Participants review and discuss the prioritized list of ideas or features.

Facilitator Notes:

Facilitate a respectful and constructive discussion. Clarify any points of confusion and answer questions.

Based on the prioritized list, the group collaboratively develops a rough product roadmap.

Facilitator Notes:

Guide the group in considering factors like dependencies, resource allocation, and timelines in the roadmap development.

Review outcomes of the workshop, discuss next steps, and assign action items.

Facilitator Notes:

Summarize the workshop's key insights and decisions. Assign specific tasks and deadlines to participants. Discuss the next steps in the product development process.

Close the workshop and gather feedback from participants.

Facilitator Notes:

Thank participants for their contributions. Ask for feedback on the workshop to improve future sessions. Encourage participants to stay engaged in the process.

Brief introductions of attendees, overview of the workshop agenda, and objectives.

Facilitator Notes:

Ensure participants feel comfortable and welcomed. Clearly explain the purpose and goals of the workshop.

Recap of the prioritized features and product roadmap to provide context for this workshop.

Facilitator Notes:

Ensure everyone is aligned on the features to be prototyped. Answer any questions and clarify any points of confusion.

Introduction to the prototyping tools and techniques to be used, followed by the design of the low-fidelity prototype.

Facilitator Notes:

Guide the participants through the prototyping process. It's not about perfection, but testing ideas quickly and effectively.

Breaks are important to keep participants engaged and focused.

The group reviews the prototype and provides feedback. Participants should focus on usability, design choices, and alignment with user needs and business goals.

Facilitator Notes:

Facilitate a constructive feedback session. Encourage all participants to share their thoughts, but steer the conversation towards actionable improvements.

The group collaboratively iterates on the prototype based on the feedback received.

Facilitator Notes:

Encourage a mindset of experimentation and learning. Keep the process dynamic and responsive to feedback.

Review outcomes of the workshop, discuss next steps, and assign action items.

Facilitator Notes:

Summarize the workshop's key insights and decisions. Assign specific tasks and deadlines to participants. Discuss the next steps in the product development process.

Close the workshop and gather feedback from participants.

Facilitator Notes:

Thank participants for their contributions. Ask for feedback on the workshop to improve future sessions. Encourage participants to stay engaged in the process.

Start the workshop by welcoming all participants and introducing the purpose of the project review meeting. Encourage everyone to briefly introduce themselves and their role in the project.

Tips : Ensure everyone has the opportunity to speak and set a positive tone for the rest of the workshop.

Outcome : Participants feel welcomed and have a clear understanding of who is attending the meeting.

Provide an overview of the current status of the project, including any completed tasks and milestones achieved. Discuss the progress made since the last review meeting and highlight any challenges faced.

Tips : Use visual aids such as charts or graphs to illustrate progress and engage participants in the discussion.

Outcome : Participants have a clear understanding of where the project stands and what has been accomplished.

Identify and discuss the key milestones and deliverables of the project. Ensure that all participants are aligned on the timeline and expectations for each milestone.

Tips : Encourage open communication and address any discrepancies in milestone understanding.

Outcome : Participants have a shared understanding of the project timeline and deliverables.

Review the project metrics and key performance indicators (KPIs) to assess the project's performance. Discuss any trends or insights revealed by the data.

Tips : Prepare visual representations of the metrics for easier understanding and facilitate a data-driven discussion.

Outcome : Participants gain insights into the project's performance based on data analysis.

Identify and discuss potential risks and issues that may impact the project's success. Brainstorm mitigation strategies and assign responsibilities for risk management.

Tips : Encourage a proactive approach to risk management and foster a collaborative discussion on risk mitigation strategies.

Outcome : Participants are aware of project risks and have a plan to address them.

Summarize the key action items and follow-up tasks resulting from the project review meeting. Assign responsibilities and set deadlines for completion.

Tips : Ensure action items are specific, measurable, achievable, relevant, and time-bound (SMART) to facilitate accountability.

Outcome : Clear action items are defined, and participants know their roles in moving the project forward.

Start the workshop by welcoming all participants and introducing the purpose of the meeting. Encourage everyone to briefly introduce themselves and their role within the organization.

Tips : Be mindful of time and ensure that introductions are kept brief. Use icebreaker questions to help participants feel more at ease.

Outcome : Establish a comfortable and inclusive atmosphere for the workshop. Ensure that all participants are familiar with each other and understand the context of the meeting.

Allow each project owner to present their project proposal or request to the group. Provide a structured format for presentations, including key information such as project scope, objectives, and expected outcomes.

Tips : Encourage presenters to focus on key points and avoid getting too detailed. Allocate equal time for each presentation to maintain fairness.

Outcome : Ensure that all participants have a clear understanding of the projects being proposed and the potential impact on the organization.

Facilitate a discussion on the benefits, costs, and risks associated with each project proposal. Encourage participants to ask questions and provide their insights on the potential impact of each project.

Tips : Use visual aids such as charts or graphs to help illustrate the potential benefits, costs, and risks of each project. Encourage open and honest discussions.

Outcome : Gain a comprehensive understanding of the pros and cons of each project to inform the prioritization process.

Guide a conversation on how each project aligns with the organization's strategic objectives and goals. Discuss the relevance of each project in relation to the overall strategic direction.

Tips : Encourage participants to provide specific examples of how each project contributes to the organization's strategic objectives. Keep the discussion focused on alignment.

Outcome : Ensure that projects selected for prioritization are in line with the organization's strategic priorities.

Facilitate a structured process for ranking and prioritizing the projects based on the evaluation criteria discussed earlier. Encourage participants to collaborate and negotiate to reach a consensus on the priority order.

Tips : Use tools such as voting systems or ranking matrices to facilitate the prioritization process. Ensure that all voices are heard during the decision-making.

Outcome : Establish a clear ranking of projects based on their benefits, costs, risks, and alignment with strategic objectives.

Conclude the workshop by making final decisions on the approval or rejection of each project proposal. Ensure that the rationale for each decision is clearly communicated to all participants.

Tips : Be transparent about the decision-making process and provide feedback to project owners on the outcome of their proposals. Encourage a constructive and respectful discussion.

Outcome : Finalize the prioritization process and provide closure on the project selection decisions.

Start the workshop by welcoming all participants and introducing the purpose of the governance board meetings. Encourage participants to briefly introduce themselves and their roles within the organization.

Tips : Ensure to create a welcoming atmosphere to encourage open communication and collaboration among participants.

Outcome : Participants feel welcomed and have a clear understanding of who is attending the meeting.

Discuss and review the existing project management policies and procedures within the organization. Highlight key points and address any questions or concerns from the participants.

Tips : Prepare visual aids or handouts to help participants better understand the policies and procedures.

Outcome : Participants have a clear understanding of the project management policies and procedures in place.

Engage participants in a discussion about the project selection criteria and guidelines. Encourage feedback and suggestions for improvement to ensure alignment with organizational goals.

Tips : Facilitate an open discussion and encourage all participants to share their perspectives.

Outcome : Consensus on project selection criteria and guidelines that align with organizational objectives.

Present and discuss project charters, budgets, and resource plans for approval by the governance board. Ensure that all necessary information is provided for informed decision-making.

Tips : Prepare clear and concise documentation to facilitate the approval process.

Outcome : Approved project charters, budgets, and resource plans for upcoming projects.

Review the identified project risks and mitigation strategies. Discuss any updates or changes since the last meeting and ensure that risk management plans are in place.

Tips : Encourage proactive discussion on potential risks and effective mitigation strategies.

Outcome : Updated understanding of project risks and mitigation strategies to ensure project success.

Address any escalated project issues or conflicts that require decision-making by the governance board. Facilitate a constructive discussion to reach resolutions and ensure project continuity.

Tips : Maintain a neutral stance and guide the discussion towards productive outcomes.

Outcome : Resolved escalated project issues or conflicts with clear decisions and action plans.

Start the workshop by welcoming all participants and introducing the purpose of the compliance review meeting. Encourage participants to briefly introduce themselves and their roles within the organization.

Tips : Ensure to create a welcoming and inclusive environment for all participants. Keep introductions brief to stay on schedule.

Outcome : Participants feel welcomed and have a clear understanding of the workshop's objectives.

Provide an overview of the relevant regulatory requirements and compliance standards that the organization needs to adhere to. Discuss the importance of compliance in the industry and the potential consequences of non-compliance.

Tips : Use real-life examples or case studies to make the information more relatable. Encourage questions and discussions to ensure comprehension.

Outcome : Participants have a clear understanding of the regulatory landscape and compliance standards relevant to the organization.

Guide participants through an assessment of the project's compliance with organizational policies. Provide a checklist or framework for participants to evaluate the project's adherence to internal policies and procedures.

Tips : Encourage open and honest discussions during the assessment. Provide support and clarification on any policy-related questions.

Outcome : Participants have assessed the project's compliance status and identified areas of alignment or non-compliance with organizational policies.

Facilitate a discussion to identify any compliance gaps or issues discovered during the assessment. Encourage participants to share their observations and insights on areas where the project may not be fully compliant.

Tips : Create a safe space for participants to voice concerns without fear of judgment. Use visual aids or charts to document identified gaps.

Outcome : Participants have identified specific compliance gaps or issues that need to be addressed within the project.

Lead a discussion on potential corrective actions and remediation plans to address the identified compliance gaps. Encourage participants to brainstorm solutions and develop a plan of action to improve compliance.

Tips : Foster a collaborative environment for idea generation. Assign roles or responsibilities to ensure accountability for implementing corrective actions.

Outcome : Participants have outlined actionable steps to address compliance gaps and have a clear remediation plan in place.

Review any previous compliance issues that were discussed in past meetings and provide updates on the status of remediation efforts. Discuss any challenges or successes encountered in addressing previous compliance issues.

Tips : Encourage transparency in reporting progress on previous compliance issues. Celebrate successes and acknowledge efforts made in addressing past challenges.

Outcome : Participants have a status update on previous compliance issues and understand the progress made in resolving them.

Start the meeting by welcoming all participants and facilitating introductions. Encourage participants to briefly share their name, role, and expectations for the meeting.

Tips : Ensure everyone has a chance to speak during introductions. Use a round-robin format to make sure all voices are heard.

Outcome : Participants will feel welcomed and have a better understanding of who is in the meeting.

Provide an overview of the current project status, including key milestones, achievements, and challenges. Allow time for questions and clarifications from the committee members.

Tips : Prepare visual aids such as charts or graphs to present project data effectively.

Outcome : Committee members will have a clear understanding of the project's progress and performance.

Facilitate a discussion on the strategic direction of the project and how it aligns with the organization's goals. Encourage committee members to share their insights and perspectives on the alignment.

Tips : Use open-ended questions to stimulate discussion and encourage diverse viewpoints.

Outcome : Committee members will have a shared understanding of how the project aligns with the organization's strategic goals.

Address any conflicts or issues that have arisen during the project. Facilitate a constructive discussion to find solutions and reach consensus among committee members.

Tips : Encourage active listening and respectful communication during conflict resolution.

Outcome : Committee members will work together to resolve project conflicts and issues effectively.

Discuss resource allocation and prioritize decisions for the project. Consider factors such as budget constraints, timelines, and stakeholder needs in the decision-making process.

Tips : Use decision-making tools such as a priority matrix to facilitate the discussion and decision-making process.

Outcome : Committee members will make informed decisions on resource allocation and project priorities.

Present any major project changes or decisions that require approval from the steering committee. Allow time for discussion and questions before seeking approval.

Tips : Clearly outline the rationale and implications of the proposed changes or decisions to facilitate the approval process.

Outcome : Committee members will provide approval for major project changes or decisions.

Start the workshop by welcoming all participants and introducing the purpose of the project kickoff meeting. Briefly explain the agenda and objectives of the workshop.

Tips : Encourage participants to introduce themselves and create a welcoming atmosphere. Keep the introduction concise to stay on schedule.

Outcome : Participants will feel welcomed and have a clear understanding of the purpose of the meeting.

Provide a high-level overview of the project, including its background, goals, and key deliverables. Discuss the importance of the project in the context of the organization's objectives.

Tips : Use visuals such as slides or diagrams to help convey information effectively. Encourage questions for clarification.

Outcome : Participants will have a clear understanding of the project's purpose and significance.

Outline the roles and responsibilities of each team member involved in the project. Clarify reporting structures and communication channels to ensure smooth collaboration.

Tips : Encourage open communication and address any potential confusion or overlap in roles. Emphasize the importance of teamwork.

Outcome : Participants will understand their roles and responsibilities within the project team.

Define the project scope, including boundaries, deliverables, and exclusions. Discuss the objectives that the project aims to achieve and how success will be measured.

Tips : Use examples or case studies to illustrate the project scope. Ensure alignment between project scope and objectives.

Outcome : Participants will have a clear understanding of what is included and excluded in the project scope, as well as the project objectives.

Present the project plan, including key milestones, tasks, dependencies, and timelines. Discuss the critical path and any potential risks or constraints that may impact the timeline.

Tips : Use project management tools like Gantt charts to visualize the project plan. Encourage feedback on the feasibility of the timeline.

Outcome : Participants will be familiar with the project plan and timeline, understanding the sequence of activities and dependencies.

Develop a communication plan that outlines how project information will be shared, who the key stakeholders are, and the frequency and mode of communication. Discuss the importance of effective communication in project success.

Tips : Involve key stakeholders in the development of the communication plan. Emphasize the importance of regular updates and feedback loops.

Outcome : Participants will have a clear communication plan to ensure effective information sharing throughout the project.

Identify potential risks that may impact the project's success and develop strategies to mitigate or manage these risks. Discuss the importance of proactive risk management in project planning.

Tips : Encourage a proactive approach to risk management and involve the project team in identifying and addressing risks.

Outcome : Participants will be aware of potential project risks and have strategies in place to address them.

Open the floor for any questions, clarifications, or discussions related to the project. Encourage an open and transparent dialogue to address any concerns or uncertainties.

Tips : Moderate the discussion to ensure all participants have a chance to speak. Take note of any action items or follow-up questions.

Outcome : Participants will have the opportunity to seek clarification and discuss any issues or concerns openly.

Summarize the key takeaways from the workshop and outline the next steps and action items. Assign responsibilities and deadlines for each action item to ensure accountability.

Tips : Ensure action items are specific, measurable, achievable, relevant, and time-bound (SMART). Follow up with participants after the workshop to track progress.

Outcome : Participants will have a clear understanding of the next steps and their individual responsibilities post-workshop.

Start the workshop by welcoming all participants and facilitating introductions. Encourage participants to briefly share their roles and expectations for the portfolio review meetings.

Tips : Ensure everyone has a chance to speak during introductions. Use icebreaker questions to help break the ice and create a relaxed atmosphere.

Outcome : Participants feel comfortable and familiar with each other, setting a positive tone for the rest of the workshop.

Present an overview of the organization's project portfolio, including the current projects, their status, and alignment with strategic goals. Discuss the key metrics used to evaluate project performance.

Tips : Use visual aids such as charts or graphs to make the information more digestible. Encourage questions and discussions to ensure clarity.

Outcome : Participants have a clear understanding of the existing project portfolio and its alignment with organizational objectives.

Facilitate a discussion on prioritizing projects based on strategic objectives. Encourage participants to consider factors such as ROI, resource requirements, and alignment with organizational goals.

Tips : Use a prioritization matrix or voting system to involve all participants in the decision-making process. Ensure that the discussion remains focused on strategic objectives.

Outcome : Agreement on the priority order of projects based on strategic importance and resource availability.

Discuss resource allocation strategies and capacity planning to ensure that projects have the necessary resources for successful execution. Identify potential resource constraints and explore solutions.

Tips : Encourage open communication about resource availability and constraints. Consider using resource management tools to facilitate the planning process.

Outcome : A plan for allocating resources effectively across projects and addressing any capacity constraints.

Review project dependencies and interdependencies to identify potential risks and bottlenecks. Discuss strategies for managing dependencies and ensuring project success.

Tips : Encourage project managers to provide insights on dependencies. Use visual aids such as dependency maps to visualize complex relationships.

Outcome : Identification of project dependencies and a plan for mitigating risks associated with interdependencies.

Facilitate a decision-making process on new project proposals or changes to existing projects. Consider factors such as strategic alignment, resource availability, and potential impact on existing projects.

Tips : Encourage a structured decision-making process with defined criteria for evaluating new projects. Ensure that decisions are documented and communicated effectively.

Outcome : Clear decisions on whether to approve new project proposals or changes to existing projects, based on strategic considerations and resource constraints.

⤴️ SPRINT PLANNING MONDAY TEMPLATE 10am to 5pm

Monday's structured discussions create a path for the sprint week. In the morning, you'll start at the end and agree to a long-term goal. Next, you'll make a map of the challenge. In the afternoon, you'll ask the experts at your company to share what they know. Finally, you'll pick a target: an ambitious but manageable piece of the problem that you can solve in one week.

⤴️ SPRINT PLANNING TUESDAY TEMPLATE 10am to 5pm

On Tuesday, you'll come up with solutions. The day starts with inspiration: a review of existing ideas to remix and improve.

Then, in the afternoon, each person will sketch, following a four-step process that emphasizes critical thinking over artistry. Later in the week, the best of these sketches will form the plan for your prototype and test. We hope you had a good night's sleep and a balanced breakfast, because Tuesday is an important day.

⤴️ SPRINT PLANNING WEDNESDAY TEMPLATE 10am to 5pm

By Wednesday morning, you and your team will have a stack of solutions. That's great, but it's also a problem. You can't prototype and test them all - you need one solid plan.

In the morning, you'll critique each solution, and decide which ones have the best chance of achieving your long-term goal.

Then, in the afternoon, you'll take the winning scenes from your sketches and weave them into a storyboard: a step-by-step plan for your prototype.

⤴️ SPRINT PLANNING THURSDAY TEMPLATE 10am to 5pm

On Wednesday, you and your team created a storyboard. On Thursday, you'll adopt a "fake it" philosophy to turn that storyboard into a realistic prototype. In the next chapters, we'll explain the mindset, strategy, and tools that make it possible to build that prototype in just seven hours.

⤴️ SPRINT PLANNING FRIDAY TEMPLATE 9am to 5pm

Sprints begin with a big challenge, an excellent team - and not much else. By Friday of your sprint week, you've created promising solutions, chosen the best, and built a best, realistic prototype. That alone would make for an impressively productive week.

But Friday, you'll take it one step further as you interview customers and learn by watching them react to your prototype. This test makes the entire sprint worthwhile: At the end of the day, you'll know how far you have to go, and you'll know just what to do next.

We encourage you to read the book... or at least, browse the website thesprintbook.com

Notes

• Start at 10am

• Schedules are approximate. Don't worry if you run behind. Remember to take breaks every sixty to ninety minutes (or around 11:30 a.m. and 3:30 p.m. each day).

Key Ideas

• Start at the end. Start by imagining your end result and risks along the way. Then work backward to figure out the steps you'll need to get there. (here)

• Nobody knows everything. Not even the Decider. All the knowledge on your sprint team is locked away in each person's brain. To solve your big problem, you'll need to unlock that knowledge and build a shared understanding. (here)

• Reframe problems as opportunities. Listen carefully for problems and use "How might we" phrasing to turn them into opportunities.

Facilitator Tips

• Ask for permission. Ask the group for permission to facilitate. Explain that you'll try to keep things moving, which will make the sprint more efficient for everyone. (here)

• ABC: Always be capturing. Synthesize the team's discussion into notes on the whiteboard. Improvise when needed. Keep asking, "How should I capture that?"

• Ask obvious questions. Pretend to be naive. Ask "Why?" a lot.

• Take care of the humans. Keep your team energized. Take breaks every sixty to ninety minutes. Remind people to snack and to eat a light lunch.

• Decide and move on. Slow decisions sap energy and threaten the sprint timeline. If the group sinks into a long debate, ask the Decider to make a call.

Write this checklist on a whiteboard.

When you're done, check off this first item.
See how easy that was? Keep checking off items throughout the day.

Introductions

If some people don't know one another, do a round of introductions.
Point out the Facilitator and the Decider and describe their roles.

Explain the sprint

Introduce the five-day sprint process (you can use the slide deck on thesprintbook.com). Run through this checklist and briefly describe each activity.

Set a long-term goal. Get optimistic. Ask:

• Why are we doing this project?

• Where do we want to be in six months, a year, or even five years from now?

• Write the long-term goal on a whiteboard.

List sprint questions. Get pessimistic. Ask:

• How could we fail?

• Turn these fears into questions you could answer this week. List them on a whiteboard.

Make a map.

List customers and key players on the left. Draw the ending, with your completed goal, on the right.

Finally, make a flowchart in between showing how customers interact with your product. Keep it simple: five to fifteen steps.

Eat together if you can (it's fun).

Remind your team to choose a light lunch to maintain energy in the afternoon.

There are snacks if you get hungry later.

Ask the Experts.

Interview experts on your sprint team and guests from the outside. Aim for fifteen to thirty minutes each.

Ask about the vision, customer research, how things work, and previous efforts. Pretend you're a reporter

Update long-term goal, questions, and map as you go.

Explain How Might We notes.

Distribute whiteboard markers and sticky notes.

Reframe problems as opportunities. Start with the letters "HMW" on the top left corner. Write one idea per sticky note. Make a stack as you go.

Organize How Might We notes.

Stick all the How Might We notes onto a wall in any order. Move similar ideas next to one another. Label themes as they emerge. Don't perfect it. Stop after about ten minutes.

Vote on How Might We notes

Each person has two votes, can vote on his or her own notes, or even the same note twice. Move winners onto your map.

Pick a target

Circle your most important customer and one target moment on the map. The team can weigh in, but the Decider makes the call.

Lightning Demos. Look at great solutions from a range of companies, including yours.

Three minutes per demo. Capture good ideas with a quick drawing on the whiteboard.

Divide or swarm. Decide who will sketch which part of the map. If you're targeting a big chunk of the map in your sprint, divide it up and assign someone to each section.

Recruit Customers for Friday's Test (all afternoon)

• Put someone in charge of recruiting. It will take an extra one or two hours of work each day during the sprint.

• Recruit on Craigslist. Post a generic ad that will appeal to a wide audience. Offer compensation (we use a $100 gift card). Link to the screener survey.

• Write a screener survey. Ask questions that will help you identify your target customers, but don't reveal who you're looking for.

• Recruit customers through your network. If you need experts or existing customers, use your network to find customers.

• Follow up with email and phone calls. Throughout the week, make contact with each customer to make sure he or she shows up on Friday.

The Four-Step Sketch. Briefly explain the four steps. Everyone sketches. When you're done, place the sketches in a pile and save them for tomorrow.

The 4 Step Sketch in a nutshell :

1. Notes. Twenty minutes. Silently walk around the room and gather notes.

2. Ideas. Twenty minutes. Privately jot down some rough ideas. Circle the most promising ones.

3. Crazy 8s. Eight minutes. Fold a sheet of paper to create eight frames. Sketch a variation of one of your best ideas in each frame. Spend one minute per sketch.

4. Solution sketch. Thirty to ninety minutes. Create a three-panel storyboard by sketching in three sticky notes on a sheet of paper. Make it self-explanatory. Keep it anonymous. Ugly is okay. Words matter. Give it a catchy title.

Key Ideas

• Remix and improve. Every great invention is built on existing ideas.

• Anyone can sketch. Most solution sketches are just rectangles and words.

• Concrete beats abstract. Use sketches to turn abstract ideas into concrete solutions that can be assessed by others.

• Work alone together. Group brainstorms don't work. Instead, give each person time to develop solutions on his or her own.

Silently walk around the room and gather notes

Privately jot down some rough ideas. Circle the most promising ones.

Fold a sheet of paper to create eight frames. Sketch a variation of one of your best ideas in each frame.

Spend one minute per sketch.

Thirty to ninety minutes.

Create a three-panel storyboard by sketching in three sticky notes on a sheet of paper. Make it self-explanatory.
Keep it anonymous. Ugly is okay. Words matter. Give it a catchy title.

Follow these five steps to choose the strongest solutions :

• Art museum. Tape the solution sketches to the wall in one long row.

• Heat map. Have each person review the sketches silently and put one to three small dot stickers beside every part he or she likes.
  Speed critique. Three minutes per sketch. As a group, discuss the highlights of each solution. Capture standout ideas and important objections. At the end, ask the sketcher if the group missed anything.

• Straw poll. Each person silently chooses a favorite idea. All at once, each person places one large dot sticker to register his or her (nonbinding) vote.

• Supervote. Give the Decider three large dot stickers and write her initials on the sticker. Explain that you'll prototype and test the solutions the Decider chooses.

• Divide winners from "maybe-laters." Move the sketches with supervotes together.

• Rumble or all-in-one. Decide if the winners can fit into one prototype, or if conflicting ideas require two or three competing prototypes in a Rumble.

• Fake brand names. If you're doing a Rumble, use a Note-and-Vote to choose fake brand names. (here)
  Note-and-Vote. Use this technique whenever you need to quickly gather ideas from the group and narrow down to a decision.

  Ask people to write ideas individually, then list them on a whiteboard, vote, and let the Decider pick the winner.

Make a storyboard. Use a storyboard to plan your prototype. (here)

• Draw a grid. About fifteen squares on a whiteboard.

• Choose an opening scene. Think of how customers normally encounter your product or service. Keep your opening scene simple: web search, magazine article, store shelf, etc.

• Fill out the storyboard. Move existing sketches to the storyboard when you can.
  Draw when you can't, but don't write together. Include just enough detail to help the team prototype on Thursday. When in doubt, take risks. The finished story should be five to fifteen steps.

Facilitator Tip :

Don't drain the battery. Each decision takes energy. When tough decisions appear, defer to the Decider. For small decisions, defer until tomorrow. Don't let new abstract ideas sneak in. Work with what you have.