Meeting agenda templates

Sprint Retro Meeting Agenda

1. Set the stage

Purpose: Focus: Length of meeting: 

• Create or use a working agreement (spend no more than 15 minutes)

• Review the improvements or experiments from the past Retrospective

• Warm-up and do a quick check in (can use an ice-breaker)

2. Gather and share data Start with the hard data: events like changes in the team or milestones, metrics like velocity, throughput, etc. Create a timeline of events from the team’s input. Then ask the team to interpret the data and comment on it.

3. Generate insights What helped the team succeed and what brought them down? Let any team members share their insights, or use a model like “stop-start-continue.” 

4. Decide what to do next After seeing the big picture, let the team group the post-its per topic and vote on the most important ones. Then plan experiments and actions to take in the next sprint.

5. Close the retrospective Gather feedback at the end of the meeting and assign action items. 

Source: Maria Chec

Sprint Demo Meeting Agenda

1. Present the sprint goal

• What is the goal of the sprint? How do you emphasize during your presentation?

2. Review of what’s done and what hasn’t been done Give a high-level overview of what has been achieved and how it ties into the Sprint planning or previous demos (did you achieve what you said you would last time?)

• What was done in the sprint?

• What hasn’t been completed yet?

3. Demo the work Tell a story from the particular persona or user role. Stakeholders want to see the value of your product. Try to structure the demo into a series of scenarios or scripts that minimize context switching. 

• What are the general themes in the work you completed?

• How does your work tie into the broader sprint goals?

4. Ask questions and share observations

• What can be seen in the demo?

• Any feedback?

5. Review key metrics

• Key Metric 1

• Key Metric 2

6. Review the timeline and priorities At the end of each scenario (as well as the demo as a whole), point to the future directions for the work so that the stakeholders know what to expect next time.

Source: Paweł Łubiarz

Backlog Refinement Meeting Agenda

• Discuss each item’s user story

  • What needs to be done to satisfy the acceptance criteria?

• Decompose each project item appropriately Your sprint time-box should be enough time to realistically complete your items. If your user story is complex, break it down into smaller, precise parts for easy estimation. 

  • How can we break these down into smaller tasks?

  • Will the acceptance criteria be satisfied upon execution of each task?

  • Will the user story be satisfied upon execution of each task?

• Prioritize what needs to be done  Discuss an item from the backlog and have the team mentally assign story points to the item. Everyone shows their cards, revealing their estimation. Discuss concerns and repeat this process until a consensus is reached.

• Influence estimation with trade-offs Discuss concerns and repeat this process until a consensus is reached. If an agreement can’t be reached, consider removing the backlog item from the current agenda.

• Follow up with additional questions Ask stakeholders open questions to get necessary details in preparation for the next backlog grooming meeting.

Source: Adapted from Altexsoft

Sprint Review Agenda

1. Set the stage for the meeting

• If there are any new participants, give a short introduction before you begin.

• What was concluded in the last review? What are the goals for this review?

2. Share an overview of the completed tasks

• What tasks got completed?

• How do these tasks relate to your overall sprint goal?

3. Demo and review of value delivered The development team shows a working model of their product to the audience. 

• Is the product functional?

• Can you demonstrate its business value?

4. Feedback from stakeholders on product increment Stakeholders assess the presentation against the original sprint goal and provide any feedback they have.

• Did the increments meet the users needs? 

• Did it create value? 

• Did it account for internal dependencies and improved functionalities?

5. Share what’s planned for the next sprint The product owner announces the focus of upcoming sprints and accepts input on what to prioritize going forward.

6. Celebrate the end of the sprint The meeting comes to a close with informal chats and appreciation for work done.

Source: Adapted from OeLean

Sprint planning meeting agenda

Introduction and purpose (~5 mins)

• Introduce team members

• State the meeting’s purpose

Goal setting (~5 mins)

• Define goals and objectives

Team capacity and velocity (~10 mins)

• Determine team capacity

• Determine team velocity

Sprint backlog (~30 mins)

• Examine the current backlog of user stories

• Decide the sprint’s priorities

• Make sure each team member understands what each user story entails

Wrap-up and action items (~10 mins)

• Do a brief wrap-up of what the key goals are and what the action plan is.

• Set clear action items and ensure everyone understands what has to be done

For [name] [role]

• [ ] Action Item 1

• [ ] Action Item 2

For [name] [role]

• [ ] Action item 1

• [ ] Action item 2