May 13, 2021
0 min read

Agile meetings: Types, goals, and benefits

Agile meetings: Types, goals, and benefits.png

How many meetings are there in agile?

Agile Development came about as a response to slow and cumbersome traditional software development methodologies. Developers wanted a more nimble, user-focused model. They wanted to make changes and create software that met stakeholder requirements quickly and precisely.

Agile development focuses on the needs of the customer and end-users. The development cycle is a transparent process. The process fosters stakeholder involvement and participation at every step. 

Agile developers use scrum to organize their teams and process. According to scrum.com, “the fundamental unit of Scrum is a small team of people, a Scrum Team. The Scrum Team consists of one Scrum Master, one Product Owner, and Developers.” The scrum team schedules several meetings to keep focus. Scrum uses short work intervals, called sprints, to tackle a part of a project. The team sets a finite timeline to complete the sprint.

Related post: Scrum vs. Extreme Programming (XP): What’s the difference?

Kanban gives teams a visual way to improve their workflow. Kanban originated in Japan after World War Two. Japanese managers, inspired by supermarkets, wanted a way to simplify inventory. They noticed that in a supermarket customers took only what they needed. They wanted to apply the same principle to manufacturing, keeping stock only of what they needed at the moment. Kanban aims to have inventory match actual consumption.

In software development, teams use Kanban to organize their resources and present their projects with complete transparency. They post work items on a Kanban board for all to see.

What are other tools that help teams to deliver more effectively? Find out in our "11 Agile tools each team should know about" article.

Agile methodology usually encourages six different meeting types:

1. Sprint planning meeting

The first meeting in the sprint cycle they set is the sprint planning meeting. The team decides what tasks to tackle in the sprint. They decide what backlog items to tackle. Sprint planning meetings should not take longer than one hour for each week of the sprint.


Set sprint goals and define backlog items


Product owner, scrum master, and scrum team


No more than two hours per week of the sprint


Opens communication channels, sets goals and commitment to effective collaboration

During the sprint planning meeting, the product owner explains high-priority features. They will also describe user stories the team will address during the sprint. The whole team and stakeholders should openly communicate goals and limitations.

Tips for sprint planning meetings:

  • Timebox! Set a time limit for the meeting and stick to it

  • Scrum teams should set realistic goals and openly communicate them to stakeholders

  • Agree on what “done” looks like for the items in the sprint

  • Estimate User Story Points using different approaches

2. Daily scrum meeting

Another scrum meeting happens daily. These daily scrum meetings should take very little time, they are often referred to as stand-up meetings. In these meetings the scrum team answers three questions:

  • What did the team do yesterday?

  • What will the team do today?

  • Are there any roadblocks in the way?


Gives teams time to meet and review progress toward the sprint goal. They also will identify any possible roadblocks or sprint bottlenecks


Scrum master and team, Product owners, and stakeholders as needed


15 minutes


Allows team to sync up, builds trust, and allows for adjustments within the sprint

During daily scrum meetings the team gathers at the scrum board. Each team member gives a progress report. They discuss their previous day's work, what they will do for this day, and any problems. The scrum master helps the team find solutions to any problems.

Tips for daily standup meetings:

  • The daily stand-up should be time-boxed

  • Should be held at the same place or location and time every day

  • Each member of the team should participate

3. Sprint review

Development teams using scrum also have a sprint review meeting. In the sprint review meeting, the team discusses the sprint, what went well and what they want to improve upon. They give stakeholders a view of their process. They demonstrate new features created in the sprint.  They will also define the product backlog.


Present results of the sprint


Scrum master and team, Product owners and stakeholders


No longer than 4 hours


Engages stakeholders and teams, builds team collaboration, maximizes quality

In a sprint review, the whole team and stakeholders meet to discuss the sprint goal. The team gives a presentation highlighting completed tasks, new features, and bug fixes.

Tips for a great Sprint review:

  • Timebox, don't let the meeting go on past time! (Notice the theme coming up here again)

  • Prepare for the meeting, but only about an hour should be necessary

  • Focus on user experience and value, don't get abstract

Read our Sprint Reviews and Sprint Retrospectives: What’s the Difference? article to learn more about sprint review.

4. Backlog refining /grooming meeting

Next, the team will have a meeting to refine the backlog. This meeting gives the team a chance to review items on the backlog. They do this to ensure the backlog contains the right items. They also prioritize the backlog items, making sure items that are at the top of the backlog are ready for delivery. The team uses various backlog prioritization techniques during these meetings.


To review items on the backlog to ensure the backlog contains the appropriate items, that are prioritized, and items that are at the top of the backlog are ready for delivery.


Scrum master and team, Product owner


45 minutes to one hour


Clearly defines requirements, makes sure backlog contains the most relevant items, saves time during future sprint planning meetings

Backlog grooming meetings happen regularly. During the meeting, the team refines the user stories to remove those that are irrelevant. They will also add new stories as needed. They also correct time estimates.

Tips for backlog grooming meetings:

  • Define action items

  • Define risks and unknows

  • Set a meeting goal

Learn more on The Importance of Backlog Grooming in Agile.

5. Sprint retrospective

After backlog grooming, the team will have a sprint retrospective. In the sprint retrospective, the team discusses the completed sprint and determines any changes to improve the next sprint.


Review completed sprint, decide on improvements needed for next sprint


Scrum master and team, Product owner if needed


Maximum three hours for a one-month sprint


Time for reflection on process and work style. Teams can find paths to improvement. Gives teams a greater sense of ownership. Promotes teams' self-management

During a sprint retrospective, the team examines the completed sprint. They discuss what went well and what they need to prepare for in the next sprint. They review backlog items completed and bugs that they have fixed.

Tips for a great sprint retrospective meeting:

  • Keep to the facts

  • Communicate with honesty and kindness

  • Keep the comments constructive

6. Release planning meeting

Teams set up release planning meetings to sketch out an overview of items they hope to accomplish. They use the meeting to set delivery schedules and long-term goals. This meeting is a great time for product owners to communicate their expectations. It’s also a great time for developers to set reasonable expectations on workflow.


Set an overall plan for future sprints, set long-term goals


Scrum master and team, Product owner and stakeholders  if needed


One or two days, as needed depending on length of the spring


Lets the team define a common vision, sets cross-team dependencies, lets teams make informed decisions based on capacity and ability

During a release planning meeting, the development team and scrum master set long-term goals. The scrum master will guide the team to make estimates on future sprints. They will make changes to their goals based on user stories and changes in a team capacity.

Read our Epic, Story, and Tasks in Agile article to understand more about how user stories affect the team's estimates on future sprints.

Tips for a great release planning meeting:

  • Define what "done" looks like for the backlog items

  • Stakeholders must be present and engaged

  • Set the agenda in advance

  • Set a limit for release deadlines

Here at Blocshop, we organize our agile teams using Scrum. Our meetings give results, using the time efficiently. Our teams understand how to build a sprint that delivers results on time and on budget. If you’d like to learn more about how Blocshop could help your business using agile, please do get in touch!

Learn more from our insights

June 20, 2024

Generative AI used for data conversions and reformatting

How to use generative AI for data conversion, addressing integrity, hallucinations, privacy, and compliance issues with effective validation and monitoring strategies.

DALL·E 2024-05-30 09.37.01 - An illustration suitable for an article about ISO 20022. The scene should feature a modern, sleek representation of the ISO 20022 logo in the center. .webp
May 28, 2024

ISO 20022 Explained: A Comprehensive Guide for Financial Institution Managers

What is ISO 20022? How does it affect companies and institutions in the fintech and banking industry and how to prepare for its adoption? All explained in this article.

DALL·E 2024-05-22 20.55.08 - A detailed and high-quality DSLR photo of a person using a laptop to shop online, showing personalized product recommendations on the screen. The back.webp
May 16, 2024

Key AI Trends in E-commerce and Overview of AI integrations for E-commerce Platforms in 2024

Transform your e-commerce platform with AI tools for personalization, analytics, chatbots, search, and fraud detection. Boost sales and improve customer experiences.

eIDAS mark.png
May 09, 2024

Digital Identity and Payment Services in the EU in 2024: Key Updates

eIDAS 2.0 and PSD3 are set to enhance how digital identities and payment services are managed across the European Union in 2024. Here’s an overview of how each framework contributes to the digital landscape of the EU, what to expect, and how to prepare.

eIDAS 2 in fintech and open banking EU market.png
May 06, 2024

What is eIDAS 2.0 and EU Digital Identity Wallet and how will it change the EU digital market

Learn how eIDAS 2.0 and the EU Digital Identity Wallet will transform digital transactions and identity management across the European Union.

best large language models for ERP systems.png
March 31, 2024

Language Models Best Suited for Integration into ERPs

Four prominent large language models stand out for their compatibility and effectiveness in ERP system processes and automation. See what they are.

PSD3 in open banking Blocshop.png
April 23, 2024

PSD2 vs. PSD3: The Evolution of Payment Services Regulation

What is PSD3 in open banking? See how PSD3 compares to PSD2 and what should banks and fintech businesses do to ensure regulatory compliance in the EU market.

April 14, 2024

Enhancing ERP Systems with AI Chatbots

Explore how AI chatbots can transform ERP systems, enhancing efficiency, decision-making, and user interaction.

eIDAS in fintech and open banking EU market.png
April 29, 2024

eIDAS: The regulation helping secure Europe's digital future

See how eIDAS enhances EU digital transactions with secure identity verification, supporting e-commerce and public services across Europe.

hybrid ERPs.png
March 21, 2024

Hybrid ERP: An Innovative Approach to Enterprise Resource Planning

Hybrid ERP is a blend of cloud and on-premise solutions. With expertise in both, Blocshop is uniquely positioned to help you with hybrid ERP development and implementation.

0-4 cover.png
October 03, 2023

IT Staffing: Individual Hiring vs. Specialized Developer Teams

Should you hire individual developers or go for a specialized, custom-built developer team?

July 17, 2023

ChatGPT-3.5: An Overview and Limitations

In this article, we'll take a closer look at the capabilities and limitations of ChatGPT-3.5, providing you with a comprehensive overview of what it can do and what its boundaries are. So, let's delve into the inner workings of this large language model.

gpt4 vs gpt3-5 and the key differnces.png
June 15, 2023

A Deep Dive into GPT-4 vs GPT-3.5 Differences and Ability to Revolutionize Software Development

There are key differences between ChatGPT-3.5 and ChatGPT-4 that software developers and companies procuring software solutions alike should be aware of. Let's see how these differences affect the output generated by these models on specific examples.

May 09, 2023

AI-powered software development: What CTOs need to know in 2023

As technology continues to evolve at a rapid pace in 2023 and beyond, CTOs must stay ahead of the curve by utilizing predictive analytics, automated testing processes, and deployment solutions.

May 05, 2023

How Artificial Intelligence is changing web development

AI technology is now being used in many different industries, including web development. It’s important to understand the impact that AI can have on web development as it can help companies to create more efficient and user-friendly websites.

May 05, 2023

How AI-powered software development is changing the role of the CTO

As AI-powered software development becomes increasingly commonplace, CTOs must prepare themselves to take on a new set of responsibilities that require more than just technical know-how.

April 17, 2023

How to build a minimum viable product (MVP)

The MVP is the version of a new product that allows Blocshop and your team to collect the maximum amount of validated learning about customers with the least amount of effort. The essence of your core idea is delivered as a barebones solution. The solutions is, however, sufficient for usage by early adopters. As a product, it has tangible qulities that express a look and feel.

March 21, 2023

10 AI tools for developers you should know about in 2023

For developers, programmers, and data scientists, AI coding solutions can free up thinking time, allowing such professionals to focus on the fundamentals of their projects, and complete such projects much faster.

February 14, 2023

17 Ideas for Web Apps in 2023

Gazillions of web apps and ideas for web apps are floating around the metaverse - so creating one that properly represents a unique brand is a huge challenge. Our list provides a number of areas of simple app ideas to help businesses transform their online presence through a web app.

Top 15 micro-SaaS ideas for your startup in 2023.png
December 06, 2021

Top 15 micro-SaaS ideas for your startup in 2022

What exactly do we mean by micro SaaS? Micro Saas solutions use a web browser or mobile app interface. Micro SaaS solutions usually come about through the effort of an individual or very small team. It aims to solve precise problems. Micro SaaS projects have small budgets and overhead. Customers use Micro SaaS solutions on a monthly or yearly subscription basis. Micro SaaS projects target a small niche of the consumer market.