Sprint Review Facilitation & Customization

The Scrum Sprint Review is a key Inspect & Adapt meeting where the Scrum Team discusses with Users, Customers, and Business stakeholders what was "Done" in the just completed Sprint. The Sprint Review meeting is short but must cover the agenda items listed below. The attendance by the Scrum Team is required. Attendance by stakeholders is optional but should be strongly encouraged for those key stakeholders most affected by the Sprint results. This article gives some advice on how to conduct the Sprint Review when stakeholders are unable to physically be present.

 

During the Sprint Review, the Scrum Team and stakeholders collaborate about what was done in the Sprint and the Product Backlog is amended if needed. Based on that and any changes to the Product Backlog during the Sprint, attendees collaborate on the next things that could be done. The Product Owner provides the stakeholders the likely completion date for the release based on the Development Team's velocity and work remaining in the Product Backlog. This is an informal meeting, and the presentation of the Sprint results is intended to elicit feedback and foster collaboration.

 

One hour Sprint Review Agenda includes the following elements:

• The Product Owner identifies what has been “Done” and what has not been “Done” (suggest 5 minutes)   
• The Development Team discusses what went well during the Sprint, what problems it ran into, and how those problems were solved  (suggest 10 minutes)
• The Development Team demonstrates the work that it has “Done” and answers questions about the Increment  (suggest 15 minutes)
• The Product Owner discusses the Product Backlog as it stands. He or she projects likely completion dates based on progress to date  (suggest 10 minutes)
• The entire group collaborates on what to do next, so that the Sprint Review provides valuable input to subsequent Sprint Planning Meetings  (suggest 20 minutes)

 

The feedback from the stakeholders, directed toward the Product Owner and Scrum team, is the most important thing to get out of the Sprint Review. The result of the Sprint Review is a revised Product Backlog that defines the probable Product Backlog items for the next Sprint. The Product Backlog may also be adjusted overall to meet new opportunities.

 

Customization for Stakeholders who cannot be physically present at the meeting

A Scrum Team strives to ensure the key stakeholders, as identified by the Product Owner, are in attendance at each Sprint Review. The key stakeholders identified may differ from Sprint to Sprint based upon the work selected in each Sprint, but it is important to the success of the project that those identified feel compelled to attend the Sprint Review when asked. When a stakeholder cannot be physically present at the Sprint Review meeting, the Scrum Team loses out on viewing subtle hints on the reception of their Sprint results and future Sprint plans. Stakeholder body language and tone are indispensable clues to the observant Scrum Team which can be lost when stakeholders are not with the team during the Sprint Review. Unfortunately the realities of the business means that stakeholders are distributed across several locations and cannot always be physically present at the Sprint Review. Below are the options in order of preference.

 

Telepresence:

 

Telepresence is the preferred method for stakeholder involvement in the Sprint Review when not able to physically attend. Scrum Master would schedule the telepresence rooms locally and at all remote locations if possible. The Sprint Review meeting should be conducted as if all people were in the same room.

 

Advantages:

• Stakeholder sees what those present in the meeting room see
• Stakeholder is not a disembodied voice but a real person
• Scrum Team and other meeting attendees can see and gage stakeholder's reactions to product demo and artifacts
• Scrum Team and other meeting attendees can see and gage stakeholder's reaction to comments, statements, and suggestions
• Facilitator of the Sprint Review can better steer the Sprint Review back to the Sprint Review agenda when necessary
Disadvantages:

• Difficult to overhear side conversations from remote stakeholders

Webex / LiveMeeting / Net Meeting / or other online collaboration tool:

 

Online collaboration tool is the preferred method for stakeholder involvement in the Sprint Review when not able to physically attend and access to a telepresence room isn't available.

 

Product Owner should specifically ask remote stakeholders for their input on the way forward for improving the product.

Advantages:

• Stakeholder most often see what those present in the meeting room see
• Stakeholders can follow and participate in discussions on the just completed work shown in the demonstration


Disadvantages:

• All stakeholders will need the same online collaboration tool installed and available
• Higher likelihood that remote stakeholders will talk over people in the meeting room
• Higher likelihood that people in the meeting room will talk over the remote stakeholders
• Easier to mis-read voice inflection and tone without seeing the body language
• Difficult to overhear side conversations

Speakerphone:

 

Using only a speakerphone (no video link or web sharing) is the last option available for stakeholders who don't have access to collaboration tools and no access to telepresence equipment.

 

To give the stakeholder a voice in the Sprint Review, the Scrum Master or Product Owner, as appropriate, would ask those who are remote to provide their input before the Sprint Review meeting so the Scrum Team and stakeholders at the meeting can review their input together. This way the remote teams know that their input counts and will heard by all people in the room.

 

Product Owner should specifically ask remote stakeholders for their input on the way forward for improving the product.

 

Advantages:

• Remote stakeholders have a proxy voice in the Sprint Review


Disadvantages:

• Speakerphone stakeholders will not see what's being presented
• Speakerphone stakeholders will find it difficult/impossible to follow discussions during the product demo and presentation of any related artifacts
• Speakerphone stakeholders may find it difficult to collaborate with those in the meeting room without seeing the Sprint results
• Higher likelihood that remote stakeholders will talk over people in the meeting room
• Higher likelihood that people in the meeting room will talk over the remote stakeholders
• Easier to mis-read voice inflection and tone without seeing the body language
• Difficult to overhear side conversations

 

 

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