michael-dam-mEZ3PoFGs_k-unsplash.jpg
blocshop
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.

purpose

Set sprint goals and define backlog items

attendees

Product owner, scrum master, and scrum team

duration

No more than two hours per week of the sprint

benefits

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?

purpose

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

attendees

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

duration

15 minutes

benefits

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.

purpose

Present results of the sprint

attendees

Scrum master and team, Product owners and stakeholders

duration

No longer than 4 hours

benefits

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.

purpose

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.

attendees

Scrum master and team, Product owner

duration

45 minutes to one hour

benefits

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.

purpose

Review completed sprint, decide on improvements needed for next sprint

attendees

Scrum master and team, Product owner if needed

duration

Maximum three hours for a one-month sprint

benefits

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.

purpose

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

attendees

Scrum master and team, Product owner and stakeholders  if needed

duration

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

benefits

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

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.

Software engineer hourly rates in 2021 (based on experience and location).png
November 22, 2021

Software engineer hourly rates in 2021 (based on experience and location)

Region influences salary more than any other factor. Taxes rates, cost of living, and government benefit programs affect the rates software developers charge. Software developers in the USA  and Canada earn more than software developers in other countries.

The best programming languages for app development in 2022.png
November 15, 2021

The best programming languages for app development in 2022

Software developers usually have three main ways to create an app. They can choose to code a native app, a hybrid app or a progressive web app. Developers create native apps to function on one specific platform, usually either iOS or Android. They create these apps using Swift or Objective C for iOS. For Android they use C++, Kotlin or several other languages. 

Cross-platform mobile app development: Tools & frameworks for 2022.png
November 09, 2021

Cross-platform mobile app development: Tools & frameworks for 2022

The cross-platform development project aims to create apps compatible with several operating systems. Cross-platform apps work on iOS, Android, and Windows. Cross-platform apps look and feel like apps developed specifically for the operating system.

App development cost breakdown in 2022.png
November 08, 2021

App development cost breakdown in 2022

Your business needs an app, but you aren’t sure about the cost of creating an app. Without some figures, you can’t even begin to estimate the potential budget, so let’s get you sorted with the information you need to make your app a reality.

unnamed.png
November 04, 2021

Web app development: a detailed guide

The best web apps give a responsive and engaging user experience through a browser instead of a single application. Think of web app development as a super-charged website. Web apps have many features of mobile apps coded for iOS or Android without the need to code for specific platforms. Developers create web apps using HTML, javascript, Python and CSS.

15 useful web app development tools for 2021.png
October 29, 2021

15 useful web app development tools for 2022

Web development vs app development: Choose the best for your business.png
October 19, 2021

Web development vs app development: Choose the best for your business

Outsource web development in 2021 and beyond: benefits & tips.png
October 15, 2021

Outsource web development in 2021 and beyond: benefits & tips

8 IT outsourcing trends in 2022.png
October 11, 2021

8 IT outsourcing trends in 2022

More and more firms choose to outsource their IT operations and functions. IT outsourcing grows each year. The Gartner report announced that firms spent $3.8 billion dollars on IT outsourcing in 2019. They expect that the trend will continue. Companies aiming for digital transformation need partners and tools. They need tools that they cannot build in-house with speed and accuracy. 

In-house development vs outsourcing software development.png
October 01, 2021

In-house development vs outsourcing software development

Every business starting software development must ask themselves what will serve them better, in-house or outsourcing? There is not a simple answer to the question. Making the choice to develop in-house or to outsource will have long-term consequences.

16 Software development project ideas.png
September 17, 2021

16 Software development project ideas

Every startup needs a great idea. Something unique and compelling. Startup businesses succeed when they find a customer need that they can fulfill. Startup businesses and independent software developers constantly search for just such needs.

Software development budget estimation.png
September 16, 2021

Software development budget estimation

An unlimited budget would make many teams very happy. But that approach has pitfalls. If the team works without much oversight or customer input, they may waste money. They might create features that the customers won’t use.

What are the differences between Agile and Waterfall?.png
September 07, 2021

What are the differences between Agile and Waterfall?

These days, most software development teams choose Agile methodology to organize their work. The Agile vs. Waterfall debate still rages, though. Many people question whether Agile works better than Waterfall in all circumstances. Does Agile deliver great ROI? Does Agile help teams work faster? Let’s take a close look at both Agile and Waterfall. We will examine the merits and drawbacks of each approach.

unnamed.png
September 06, 2021

Converting Story Points to Hours: Why Doesn't It Work?

In traditional software development, teams would describe the amount of work they had in hours. But Agile software development teams have a better way. Agile teams use Story Points to estimate the work they have ahead of them. Let’s take a closer look at Story Points and hours, and examine the benefits of Story Points.

Scrum vs. Extreme Programming (XP): What's the difference?.png
September 02, 2021

Scrum vs. Extreme Programming (XP): What's the difference?

We've covered the Software Development Life Cycle (SDLC) and the Agile development framework. Now it's time to look at different methodologies and approaches to their implementation. There are several, but we'll focus in this article on just two of them, Scrum and Extreme Programming (XP). We'll look at the differences between them and how they can even be used together for even better results.

The Scrum Sprint cycle explained.png
September 01, 2021

The Scrum Sprint cycle explained

Agile Scrum teams break down large development projects into small bursts of activity, called Sprints. A Sprint in Agile is a short, time-boxed period where a software development team completes work. They choose which items and fixes they will tackle in Sprint Planning Meetings. The Sprint cycle sits at the very center of Agile methodology. 

Use Cases vs. User Stories: relationships and differences.png
August 12, 2021

Use Cases vs. User Stories: relationships and differences

Product Backlog prioritization techniques & tips.png
July 27, 2021

Product Backlog prioritization techniques & tips

Software development project management guide.jpeg
July 26, 2021

Software development project management guide