Backlog Grooming

Ayush Jangra
Ayush Jangra

What is backlog grooming?

Backlog grooming is a process of reviewing your product backlog and refining it so that it accurately reflects what you need for your project. This allows you to easily see what needs to be done, when it needs to be done, and how many resources will be needed to complete each task.

Backlog grooming is a practice that helps you keep your product roadmap organized and up-to-date.

Backlog grooming is a way for a product owner or scrum master to determine what stories need to be completed for the next sprint. The product owner will help prioritize and remove unnecessary stories from the backlog in order to focus on the most important features.

The goal of backlog grooming is to ensure that each story has enough information and detail that can be estimated accurately. This ensures that there are no surprises when it comes time to review your progress with stakeholders.

It involves working with your team to review each feature on the backlog and decide which ones are most important for development now, so your team can make sure they're working on what matters most.

What is a Product Backlog?

A Product Backlog is an ordered list of features and tasks that comprise the work necessary to create a product. The Product Owner prioritizes the items in the backlog so that the most valuable features are implemented first.

The product backlog is the prioritized list of features, enhancements, and fixes that your team wants to work on in the future.

It's also called a "to-do" list because it contains everything you need to do to develop your product. The backlog is a working document that gets updated as you progress through each sprint.

As your product grows, so does your backlog. It's important to keep an eye on it and make sure that you're not adding too many new items without finishing ones from previous sprints. That way, you can stay focused on delivering valuable features for your users instead of getting sidetracked by too many competing priorities or tasks at once.

If you use Scrum or agile development methodologies for creating your product roadmap, then it's likely that at least one person on your team, a product owner or Scrum master, will be responsible for grooming (or managing) your backlog.

Product owners are responsible for making sure that all members of their team have access to relevant information during each meeting so they can make informed decisions about what needs to be done next.

Different types of backlog

There are several different types of backlogs, including:

1. Product backlog

A list of all the work to be done in a project, ordered by priority. It also includes an estimation of how long each item will take to complete. The product backlog is a list of all the features, enhancements, and bug fixes that need to be done on your website or app. It's called the "product" backlog because it's typically just for one product or application at a time.

2. Design backlog

The design backlog contains all the UI/UX designs needed for each feature on your website or app. Typically, this will include wireframes or low-fidelity mockups of each screen and page so that developers know what they're working with when they start building.

3. Release backlog

The release backlog is made up of all the tasks that need to be completed before you can launch a new feature or update your website or app. This type of backlog is often referred to as an "enhancement" backlog because its purpose is not just for bug fixes it also includes adding new features and making changes to existing ones.

4. Development backlog

The development backlog is the set of tasks that developers will complete to build your product. This type of backlog usually includes many more details than a release backlog, which makes it easier for developers to work from when they begin building features.

What are the benefits of backlog grooming?

The main reason why backlog grooming is so important is that it helps ensure that your team always has something meaningful to work on whether that means creating new features or fixing bugs or doing anything else that needs doing!

Backlog grooming helps improve the efficiency of agile product teams by making sure items on the backlog are actionable, visible, and valuable.

Grooming your backlog might seem like something you can skip over if you're in a hurry to get started, but it's actually an essential part of making sure your team has everything they need to succeed.

Here are some reasons to adopt backlog grooming:

Helps improve efficiency

Efficient teams make better decisions than inefficient ones. By organizing your product backlog properly, you'll be able to find what you need quickly and accurately even when you're under pressure from management or clients!

Increased transparency

When your team has an accurate picture of what they're working on, they'll be able to make better decisions about how to prioritize their time and resources. This will help them avoid overcommitting themselves without realizing it or under-committing themselves at the expense of other important tasks that need attention.

Helps improve quality

Product backlog grooming will help you find the right items for your product so that you don't end up with an overlarge or underdeveloped product. This can also help improve the quality of your project by making sure all critical tasks are accounted for and no one is left out.

Improves visibility

Your team will have a better sense of what's going on across departments if everyone knows where things are on their own lists. This means less time spent searching for information or asking questions about who did what last week (or yesterday!).

Helps prevent scope creep

If you're constantly adding new tasks to your backlog, it's easy to lose track of what needs to be done and when. By grooming the list, you can ensure that the work is prioritized by business value and impact (instead of just when it was written).

When should backlog grooming occur in Agile?

As a rule of thumb, you should groom your backlog at least once a quarter. This ensures that any work that’s been missed or hasn’t been completed is brought back into focus before it becomes too far off-track.

You can also hold regular grooming sessions every two weeks if you find your team is having trouble staying on task.

The key is to create a solid plan for your backlog, then follow it as closely as possible. By grooming your backlog regularly, you can ensure that all of the work gets done and that projects are completed on time without losing sight of the big picture.

How to improve the backlog grooming process?

Good product teams are always looking for ways to improve their processes. One of the best ways to do this is by grooming your backlog or prioritizing and organizing your ideas into a set of manageable tasks.

Here are some tips for how you can improve your own backlogs:

1. Review your past sprints

Look at what you've completed in previous sprints, and make sure those items are reflected in your current backlog. If something was left off because it wasn't finished or is no longer relevant, remove it from the list!

2. Create user stories

Create short stories about your users that describe what they want or need from your product (this can be done collaboratively with members of your team). This will help you identify what's truly valuable to customers so that you know what items should be included in the product backlog.

3. Break down user stories into tasks

Once you've created your user stories, break them down into small, actionable tasks. This can be done by asking questions like:

  • What needs to happen?

  • Who's responsible for completing the task?

  • When should it be done?

  • How will we know when it's finished?

4. Prioritize your backlog

Now that you have a list of items in your product backlog, prioritize them based on what will benefit users the most. You can use a method like MoSCoW prioritization or the Eisenhower Decision Matrix to help you decide what should be done first.

5. Create a backlog refinement meeting

Once your product backlog is prioritized, bring stakeholders together for an initial discussion about what needs to be done next. This will help ensure that everyone is on the same page when it comes to product development.

As you can imagine, with this kind of system in place, there are several ways for things to go wrong:

  • The task isn't actually something that needs doing it's just something someone thought would be cool or fun.

  • The task has been completed but still remains in the backlog because no one knows what should come next.

  • The task isn't really important enough to warrant prioritization over other tasks, so it gets pushed back until later (or never).

These issues can cause problems when trying to get work done efficiently and effectively. The first step toward fixing them is through backlog grooming, a process where all members of your team meet periodically during which they discuss their backlogs and decide what to work on next.

The backlog grooming process is not only useful for improving your team's focus, but it's also an opportunity for you and other leaders in your organization to learn more about what people are doing and how they're working together.

What are the backlog grooming meeting deliverables?

The product backlog grooming meeting is a crucial part of the Scrum and agile process. The goal of this meeting is to ensure that the team's product backlog is always up to date, organized, and ready to be worked on.

This can be a challenging task, as there are many different types of product backlogs, so it's important for teams and companies to figure out what works best for them.

Some common deliverables from this meeting include:

  • A clearer understanding of what's in the product backlog

  • An inventory of items that need to be taken care of or removed from the product backlog

  • A prioritized list of features that need attention immediately

How long should a backlog refinement meeting be?

The answer is… it depends.

In fact, it depends on a lot of things. The size of your team and organization, the complexity of your product, and how much time you have to devote to backlog grooming all of these things affect how long your backlog refinement sessions should be.

But if you're looking for some general guidance related to this question, here are some tips:

  • Smaller teams should dedicate 15 minutes per week per team member to backlog grooming. This is a good starting point for teams with fewer than 10 members. If you have more than 10 people on your team, or if you have very large projects that take longer to complete, consider dedicating 20 minutes per week per team member instead.

  • Larger teams (those with more than 20 members) should dedicate 30 minutes per week per team member for backlog grooming time. If your project is especially complex or requires more planning time than usual, consider dedicating 40 minutes per week per member instead.

There are a few reasons why you might want to run longer meetings:

  • If there are people who aren't usually on the call who want to pitch in and help

  • If you're making big changes to the backlog that could have unintended consequences

  • If you need to hire people or buy software for this project, which can take time

If you're using Scrum or Agile methodologies, then your backlog refinement meetings should be somewhere between 15-30 minutes. In this case, you'll want to schedule them more frequently perhaps once every week or two weeks to ensure that you're keeping up with any changes that need to be made.

If you're using traditional software development methodologies (such as waterfall methodology), then you may want to schedule your backlog refinement meetings once every two weeks. This way, everyone has enough time to work on their tasks before coming together again.

Backlog grooming best practices

Backlog grooming is an essential practice for agile teams. It's the process of taking your prioritized product backlog and refining it into a list of well-defined user stories that can be implemented in the next sprint.

The goal of backlog grooming is to create a set of user stories that are small enough to be completed in one sprint, yet big enough to provide value to the product.

Here are some effective backlog grooming best practices:

  • Groom your backlog in a team meeting. This will help ensure that everyone has the same understanding of what’s being built and why it needs to be built.

  • Prioritize each user story based on business value and technical complexity, then identify any dependencies between them.

  • Eliminate low-value stories from the backlog by either reprioritizing them or removing them altogether.

  • Identify any stories that have been sitting on the backlog for a long time. These are candidates for being reprioritized or removed from the backlog altogether.

  • Evaluate user stories against product vision and strategy. If they don’t align with either, then they shouldn’t be part of your roadmap.


In a nutshell, backlog grooming is the process of reviewing and refining the items on your product backlog.

The goal is to make sure that each item on the product backlog has a clear description and definition of scope, as well as a set of acceptance criteria by which it will be measured when it's done.

Essentially, this means that when you're finished with backlog grooming, every item on your product backlog should be clearly defined and ready for development.


How does the product manager help with backlogs?

The product manager is an essential part of the scrum or agile product team. They are responsible for prioritizing features and releases, as well as communicating with the customer in order to identify and solve problems.

They also help with backlog grooming, which is when the team works together to organize and prioritize their ideas for new features. This process involves making sure each idea has a set of criteria that will help measure its success or failure.

By working together with their development team, they can create a clear picture of what needs to be done and when it needs to happen.

Who grooms the backlog in agile development?

A product owner can create a release backlog from user stories, bugs, and other issues. The product owner may then prioritize this list based on business goals or customer requests.

A scrum master might create an issues list by asking team members if they have any problems with the current product or service. The team then prioritizes which issues should be addressed first and why.

There are many ways to groom your backlogs:

  • You can use a Kanban board to visually track your work

  • You can use a product roadmap to show what features are planned for future releases

  • You can use user stories, a short descriptions of specific things users want to do with your product or service, to describe the requirements in more detail.

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