Before the meeting

Everyone in the cell

  • Participate in the asynchronous grooming session to help groom the team's stories for the upcoming sprint.
  • Ensure that any "spillover" tickets (not in "External Review", "Deployed & Delivered", or "Done" by end of sprint) have a comment clarifying their status, a new deadline up to the end of the week, an accurate "Remaining Estimate". Check the sprint planning dashboard for any red "(+X!)" on your line, which indicates missing remaining estimates. You can hover over the "(+X!)" to see the list of ticket numbers you need to review.
  • Check that the "committed" and "goal" columns match your expectations, and that you have affected all your hours for the upcoming sprint.

Grooming session

The Sprint Manager create the sprint grooming session in JIRA after the epic owners put tasks into the upcoming sprint for their projects. An email with a link is sent out when the session opens. For each task: Read through the description Decide whether you can take it If you do want it, it's ok to spend a bit more time investigating If you have questions, put them in comments on the ticket Assign points as described in the process section) Use the "estimate comments" box to qualify estimates Choose ? if you have no idea how many points A little green (/) will appear next to your picture up top when you are done

Complete the estimation session before Monday, if possible, or before the meeting at the latest. Stay conscious of time budgets and try not to log more than a few minutes per task to do these estimates.

Meeting lead

  • Confirm who is scheduled to lead the meeting, and who is writing down minutes in the minutes document.
  • Assign the sprint firefighter and discovery duty tasks to the new assignees.
  • Ensure almost all tasks are ready and flagged as green (groomed, assigned & with reviewer) before the meeting starts.

Meeting agenda

  • Welcome any new team members and do a round of introductions if necessary.

If it is the beginning of a new sprint:

  • Review past sprint, person by person.
  • Use each person's quick filter in JIRA, one at a time.
  • Quickly mention any major accomplishments, interesting tickets, lessons learned, or problems encountered that are worth sharing with the team.
  • If there is any spillover, explain what's left to be done and what we could have done differently to avoid the spillover.
  • Review upcoming holidays / time off.
  • Check any stories in the upcoming sprint which have a yellow marker:
  • It indicates missing assignments or estimation - solve these issues to get everything to green or purple, as well as any open question about the tickets. Let the person taking notes do the required changes in JIRA.
  • Ensure the people on firefighting and discovery duty have extra tickets assigned:
  • They should be either in stretch goals or in the next sprint, in case there isn't enough discovery duty/firefighting work.
  • These tickets should have a green marker, ie be fully groomed and have a reviewer assigned.
  • Check for unassigned epics.

If it is the middle of a sprint:

  • (If scheduled): tech talk or demos. See all-hands meetings and tech talks below.
  • Ask if people anticipate not being able to finish some of their stories, or finishing early. Reassign work to ensure everything gets finished in time.
  • Review work assignments for people who have been off for the first week of the sprint.

And always, to finish:

  • Announcements.
  • Kudos.
  • Open discussion. (Mid-sprint meetings only)

All-hands meetings and tech talks

From time to time we get together and do tech talks, to share knowledge and as an opportunity to meet members of the other cells. These all-hands meetings follow a special procedure: On the day of a mid-sprint meeting, we all join the same meeting instead of a cell-specific meeting, then go through any important announcements and the tech talk together, and right after finishing we move on to our cell-specific mid-sprint meetings and continue as usual.

An all-hands meeting will be scheduled when there's something we want to discuss at the team level, or when there's a tech talk. To schedule a tech talk, create a ticket in your own cell to prepare it, then discuss in the tech talks thread a date that works for all cells (it must be on the same day as a mid-sprint meeting).

The meeting room to use for the all-hands meeting can be the cell-specific room to which the person giving the tech talk belongs.

After the meeting

If it's the beginning of a new sprint, the meeting lead should also:

  1. Important Move any unassigned tasks which won't be done in Sprint N+1 into Sprint N+2.
  2. Complete Sprint N.
  3. View Sprint N. Click the Complete Sprint link at the top of the page.
  4. A dialog will pop up to ask you where you want to move the unfinished tasks. Select the Sprint N+1, and click Complete.
  5. Take a moment to admire the burndown chart, in all its misrepresented glory.
  6. Start Sprint N+1.
  7. Return to the Backlog view.
  8. Move Sprint N+1 to the top of the page by moving the Long External Review/Blocked sprint down (via ... > Move sprint down). This also puts the Start Sprint button onto Sprint N+1.
  9. Click on the Start Sprint button to start Sprint N+1.