In Scrum, a product backlog refers to a list of high-priority features, fixes, and enhancements for the development team. A properly prioritized backlog makes release and iteration planning a lot easier and highlights the things the agile team intends to work on. The product backlog covers everything, including internal work users may never notice.
Individual work items that constitute the product backlog are referred to as product backlog items and are expressed as user stories. That said, the list is flexible and evolving. It allows for change in line with information gleaned from stakeholders, customers, or the marketplace. In the Scrum framework, the product backlog is among the three artifacts that represent work or value. The product backlog artifact is connected to the product goal to order work that must be done to meet the goal.
Once the Scrum team declares a product backlog item as done, it means that the item meets the specific acceptance criteria. These are set in the definition of done and acceptance criteria. It indicates the item is ready for use and release. The definition of done criteria guarantees consistency, transparency, and quality in the Scrum team's work.
Definition of product backlog in Scrum
A backlog is an evolving document that represents what is desired in a product. It relies on user stories to describe the desired function for each item in the document. The user stories are in a simple format that captures what needs to happen.
During a project, new items may be included in the backlog while existing ones are reprioritized or removed. A transparent backlog ensures the entire team clearly understands the vision of the product. This way, the team makes informed decisions when carrying out sprint planning and execution.
Scrum framework basics
Scrum, an agile framework, provides a collaborative and flexible technique for project management. The approach fosters adaptive planning, continuous improvement, and iterative development. In other words, Scrum encourages a team to work on achieving a common goal. Besides, Scrum emphasizes transparency, adaptation, and inspection. According to Forbes, Scrum creates a disciplined process for ensuring incremental progress while removing bottlenecks that slow software development.
With Scrum, the organization of work is in small, timed iterations known as sprints. In each sprint, the Scrum team works on delivering a potentially shippable product increment. The development of the increment relies on the prioritized backlog.
Each sprint begins with a sprint planning meeting. In the meeting, the team selects the items to focus on in the sprint. The development team breaks down the items into smaller tasks with a time estimate. Eventually, the team commits to complete the items in the sprint.
During the sprint, the agile team holds a daily Scrum stand-up meeting to play the day's work. Also, the meeting helps the team discuss progress and establish any obstacles. Once the sprint is over, the team performs a sprint review to showcase the complete work to stakeholders for feedback. The feedback then informs the refining and reprioritizing of the backlog.
The backlog acts as the foundation for iteration planning. It includes all the work items like user stories, design changes, bugs, technical debt, action items, and customer requests, among others. This way, all the work items are part of the discussion for each iteration. Scrum team members can even make a trade-off with the product owner before starting an iteration. That said, the product owner dictates the priority of the backlog items, while the development team dictates the velocity through the backlog.
Who comes up with the definition of done and acceptance criteria
Usually, a Scrum team consists of the Scrum master, development team, and product owner, who collaborate to create the definition of done. Also, the team agrees on a shared understanding of a product backlog item and what it means to meet the quality standards and acceptance criteria.
The product owner is responsible for prioritizing and maintaining the product backlog. Also, the owner ensures work happens accordingly and gets the team members closer to the product goal. Instead of individual stakeholders requesting Scrum team members to work on something, they must go through the product owner. Decisions by the product owner about the content and order of the product backlog should be recognized and respected.
Involving the product owner is essential in setting the formal description of 'done'. The owner provides valuable insights into their expectations and the stakeholder requirements. This ensures the definition of done aligns with the business objectives and goals.
The Scrum master plays an essential role in helping everyone appreciate the role of the product owner in the product backlog. Also, the Scrum master facilitates discussions and agreement in the definition of done. As such, they ensure the team appreciates the significance of 'done' and proactively support the team in abiding by the set standards. In addition, the Scrum master helps establish and solve challenges or obstacles that may prevent the Scrum team's ability to attain 'done' status.
When setting the criteria for 'done', the development team, has an active role. These bring experience and expertise by recommending quality standards crucial to the delivery of a high-quality product. What's more, the development team is responsible for meeting the acceptance criteria in the development process.
The definition of done
In Scrum, the definition of done is an essential concept that establishes what constitutes a complete product backlog item. The definition of done fosters transparency by ensuring everyone in the Scrum team understands that each complete task is part of the whole. Also, the definition of done serves several purposes:
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Guarantees quality by setting standards
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Decreases misunderstandings and ambiguity
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Useful in managing stakeholder expectations
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Fosters consistency in work
Essential components
Although key components in the definition of done may vary based on the organization and project, there are common elements. These are:
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Code completion. This demands writing and review of all the necessary code.
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Testing. It revolves around performing unit tests, user acceptance tests, and integration tests and passing.
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Documentation. This requires updating the necessary documentation like API references or user guides.
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Performance criteria. Each item must meet the set performance standards.
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Security requirements. It requires implementation and verification of the necessary security measures.
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Compliance. The item must adhere to the relevant industry regulations or standards.
The definition of done applies to the product increment rather than an individual product backlog item. Thus, the Scrum team has to collaborate to create the definition of done. Also, the definition of done requires regular review and updates as part of the continuous improvement efforts by the Scrum team.
Criteria for the definition of done items
Although the set criteria for done varies from one team or project to another some elements often feature in the definition. These include thorough code review, documentation, user acceptance testing, integration testing, unit testing, and meeting coding standards.
Code review
Code review entails peer review and collaboration to ensure the code is of high quality and adheres to best practices. Also, it must meet the coding standards of the team. This eases the identification of potential issues or improvements early in development. Eventually, it decreases the risk of defects and improves the quality of the code.
Unit testing
When it comes to unit testing, it requires carrying out tests to establish the behavior of each unit of code like method or function. Carrying out unit tests helps identify bugs early and avoid regression when the code changes. Also, it provides a safety net for refactoring or changing existing code.
Integration testing
With integration testing, the focus is on how the different modules or components of the system interact. The goal is to ensure the integration functions accordingly and the individual task per component works seamlessly. Performing integration testing is useful in uncovering issues that may arise because of integrating different components.
User acceptance testing
Carrying out user acceptance testing ensures the product meets end-user needs and expectations. The testing is done in a real-world scenario by simulating user interactions to verify that it behaves as it should. It is useful in validating the product against using the perspective of the user. Also, this testing provides valuable feedback for improvements.
Documentation
Proper documentation ensures the product is easy to understand and maintain. Technical documentation like API documentation helps developers have a shared understanding of the design and function of the system. On the other hand, user documentation like help manuals and user guides help users use the product effectively.
Meeting coding standards
Adhering to coding standards helps maintain the codebase's consistency and readability. Coding standards establish best practices and guidelines that ensure the code is easy to understand and maintainable. These include aspects like code structure, code formatting, and naming conventions.
The role of "done" in Scrum
Done in Scrum projects represents the completion of a product backlog item. It is an indication that the item was fully developed, tested, and met the set quality standards. The Scrum team focuses on attaining "done" status for each item. This way, each increment is of high quality and offers business value.
Once an item is done, it transcends completion. It is a signal that the item went through rigorous testing and met the set acceptance criteria. Done is not a mere checkbox. Rather it is a dedication to excellence and a measure of the entire Scrum team's commitment to delivering value.
In Scrum, "done" indicates progress in a project. A well-crafted definition of done ensures the agile software development team can measure their velocity and plan future sprints. It guarantees transparency and lets stakeholders understand what has been achieved and what is in the pipeline.
The effect of attaining "done" status in Scrum
Once a backlog item achieves "done" status, it has attained the state of completeness. As such, it can be released to stakeholders and end users. This allows stakeholders to see tangible progress in each sprint. Also, it fosters the timely integration of feedback and refinement of requirements.
Attaining the done status for every item, the team ensures high-quality work for each increment it delivers. Each item goes through a stringent test environment to ensure it meets the end-user expectations and is compatible with the project goals.
In addition, the concept of "done" fosters continuous improvement in the team. The team members regularly reflect on the definition of done and look for ways to enhance it. As such, the team can improve the development process resulting in the delivery of better results. The iterative approach promotes a culture of learning. This enables the Scrum team to respond effectively to changes in requirements while consistently delivering high-value increments.
Challenges and solutions in establishing when a backlog item is done
The Scrum team may clearly understand the importance of done and acceptance criteria. However, establishing if a backlog item has attained this status can pose challenges. Some of the challenges include:
Addressing ambiguity in the definition of done
Sometimes, product development may introduce ambiguity, making it challenging to define precise acceptance criteria for 'done'. That said, the Scrum team must establish and handle the gray areas. This ensures the definition of done considers all the necessary aspects and creates clear guidelines.
Dealing with hindrances in the definition of done
An obstacle may arise if the Scrum team members do not have a single interpretation of the definition of done. Different interpretations result in inconsistencies and undercut the quality of the delivered increment. Fortunately, open communication in the team and other teams helps address such obstacles. In return, it helps foster a single understanding that aligns with the definition of done.
The definition of done in the Scrum framework demands shared understanding and collaboration across multiple Scrum teams to set the 'done' criteria. By focusing on the importance of attaining the 'done' status for each item, the agile team ensures the delivery of high-quality increments.
Final thoughts
When a backlog item in Scrum is done, it meets the set definition of done and acceptance criteria and is ready for use. The Scrum team and the product owner achieve this by setting a solid definition of done, clear acceptance criteria, and sticking to high-quality standards. Once an item achieves the 'done' status, it is a clear indicator of progress in a Scrum project.
