How to Run Better Sprints: Sprint Planning Checklist & Instructions
By: Hajime Estanislao, PMP; Editor: Geram Lompon; Reviewed: Alvin Villanueva, PMP
Ever walked into a sprint planning meeting only to find half the team unprepared, the backlog a mess, and no one aligned on what the sprint should deliver?
Even the most seasoned Agile teams can falter when expectations are unclear and goals are not well-defined.
That’s where a well-structured sprint planning checklist makes all the difference. Whether you’re running your first sprint or coordinating multiple Scrum teams, a clear step-by-step guide helps you catch the details you might otherwise miss, avoid repetitive debates, and prevent last-minute scrambles. Most importantly, it keeps everyone aligned and ready to move forward.
The checklist supports the daily work of Agile teams. It covers everything from reviewing team capacity and preparing the new sprint and backlog to confirming shared understanding and capturing feedback from the previous sprint. It is practical, straightforward, and based on the way software development teams operate.
Download your free copy of the Sprint Planning Checklist & Instructions from ROSEMET and bring clarity, consistency, and structure to your next sprint planning session. It’s ready when you are.
What is Sprint Planning?
Sprint planning is a collaborative meeting held at the beginning of each sprint in Scrum-based projects. It brings together the Scrum team, the product owner, and the Scrum master to decide what to complete in the upcoming sprint.
The team reviews the product backlog, selects a set of user stories or backlog items, and defines a clear sprint goal that guides their focus for the next sprint’s worth cycle.
Why Sprint Planning Matters in Project Management
In Agile
It enables the team to gather feedback from the sprint review and sprint retrospective, and make adjustments based on the results of the previous sprint.
Whether working with a two-week sprint or a longer iteration, this meeting creates a shared understanding of what can reasonably be delivered. It helps manage expectations and provides a reference point for the team to monitor progress throughout the sprint.
Why a Checklist Supports Effective Sprint Planning
A sprint planning checklist is a practical guide to keep the session focused and productive. It reminds the Scrum Master, Product Owner, and team members of the relevant tasks to prepare, conduct, and complete the sprint planning meeting together.
Without a checklist, teams risk overlooking key details such as confirming team availability, reviewing the sprint backlog, or considering feedback from past sprints.
Through a structured list, agile teams are more likely to stay on track, maintain clarity, and emerge with a solid plan that reflects both team velocity and business priorities. It helps avoid unrealistic expectations and supports consistent sprint commitments across software development teams.
Parts of a Sprint Planning Checklist
Below are the typical components of a sprint planning checklist, organized into sections that align with the progression of sprint planning. These parts are adjusted based on team maturity, sprint length, or tools used:
Pre-Planning Preparation
Before the team meets, confirm that the product backlog is prioritized and refined. The product owner should review and organize backlog items based on business value, customer feedback, and team input. Items intended for the next sprint should already be estimated using story points or another method so the team can make decisions efficiently during the planning session.
Next, the Scrum Master or team lead should gather details on the team’s capacity for the sprint. It includes who is available, how many hours they can realistically contribute, and whether there are any vacations or outside commitments that may affect their availability. Reviewing the velocity from previous sprints will also help anchor expectations.
Lastly, take time to review notes from the last sprint review and retrospective and identify any issues, blockers, or risks that may affect planning.
Factors to consider:
- The product backlog is prioritized and refined.
- Backlog items are clear and estimated (e.g., story points).
- Team availability and capacity for the sprint are known.
- Review Past sprint velocity.
- Note sprint review and retrospective feedback.
- Document any known blockers or dependencies.
- Consult relevant stakeholders if needed.
Meeting Setup
Once the backlog and availability are in order, it’s time to prepare the environment for a productive planning session. Confirm that the Scrum team—including the product owner, scrum master, and all development team members—has the meeting time reserved, ideally in a time-boxed format (e.g., up to 8 hours for a one-month sprint, shorter for shorter sprints).
If the team is remote or hybrid, test and share links to the necessary collaboration tools—video conferencing, shared whiteboards, or planning software like Jira, Trello, or Azure DevOps. Ensure the sprint goal template, past sprint metrics, and backlog items are accessible and ready for reference. This step minimizes delays and keeps everyone focused from the start.
Factors to consider:
- Invite the Scrum team to a time-boxed session.
- Prepare remote collaboration tools or physical boards.
- The Sprint goal framework/template is ready.
- Planning tools are open and shared.
During the Planning Meeting
You can begin the session with the product owner describing the sprint goal and providing context about business priorities, customer needs, or product direction. The team should then walk through the top items in the backlog, asking questions, clarifying the scope, and aligning expectations. Discuss and negotiate the valuable, feasible, and things the team can realistically commit to.
Once the team has enough clarity, they can confirm their commitment by selecting backlog items for the sprint. Discuss each item, and the development team should revisit or confirm estimates, considering their current capacity and any known risks. The team may also break items into tasks or sub-tasks for clarity.
As planning wraps up, confirm that the sprint backlog is complete, the agreement of the sprint goal, and everyone is aligned.
Factors to consider:
- The product owner describes the sprint goal.
- The team reviews and discusses top backlog items.
- The team estimates the remaining effort if needed.
- The development team confirms what they can commit to.
- Finalize the Sprint backlog.
- Break down tasks or sub-tasks if needed.
- Discuss risks, assumptions, and dependencies.
- Record agreement on the sprint goal.
Post-Planning Activities
After the session, the sprint backlog should be finalized and published in a shared space where the entire team can see and work from a digital or physical board. If tasks were assigned, clarify ownership so nothing falls through the cracks.
The meeting notes or summaries are shared when decisions impact stakeholders or future sprints. Any follow-up actions, such as questions for a stakeholder or requests for support, should be documented and tracked. Lastly, confirm that the sprint board is ready for daily stand-ups, with everything up to date and visible.
Factors to consider:
- The Sprint backlog is published and visible to all team members.
- Meeting notes or summaries are shared.
- Task assignments and ownership are clarified.
- Follow-up actions are documented (e.g., questions for stakeholders)
- The Sprint board is updated and ready for the first stand-up.
Reasons Sprint Planning is Performed
Sprint planning plays a role in connecting product vision with actionable work. Without it, teams risk starting a sprint with unclear priorities, mismatched expectations, or over-committed workloads.
The planning session structures how the team approaches the next sprint, helping them select work that aligns with goals, available capacity, and lessons learned from the last two shorter sprints. It also allows team members to have input on the work ahead, increasing accountability and focus.
Why is Sprint Planning Performed?
- Aligns the entire Scrum team on the sprint goal.
- Helps the product owner communicate priorities from the product backlog.
- Brings visibility to team capacity and availability.
- Supports better effort estimation using tools like story points.
Leverage Knowledge:
Sprint planning provides a space to apply learning from the previous sprint and retrospectives.
It reduces misunderstandings through a shared work plan.
Allows the development team to assess technical feasibility and dependencies.
SMART Goals:
Sprint planning may incorporate the following: Specific, Measurable, Achievable, Relevant, and Time-bound.
It prevents setting unrealistic expectations for the upcoming sprint.
It creates a clear starting point for daily stand-ups and collaboration.
Sprint planning promotes transparency and ownership across the Scrum team members.
Checklist of People, Process, and Technology Related to Sprint Planning
To keep sprint planning sessions effective, predictable, and aligned with team goals, it helps to approach them through three practical lenses: People, Process, and Technology.
This structured approach keeps the conversation grounded, helps avoid common gaps in preparation and capacity planning, and ensures everyone involved is focused on what matters for the upcoming sprint.
Below is a checklist organized into three key areas. Each section includes a short explanation and a curated list of practical items that support better planning and outcomes.
People Checklist: “Get the Right Eyes in the Room”
Sprint planning starts with the people involved. Having the right individuals and preparing them creates the foundation for a successful sprint review feedback session. Everyone involved should understand their role, have access to the product backlog, and be available for discussion.
Confirm participation from all roles and ensure that everyone understands their responsibilities and expectations in advance.
People-powered:
The Product Owner has reviewed and prioritized the product backlog.
Scrum Master is ready to facilitate and time-box the session.
Development Team members are available and aware of their capacity.
Stakeholder Trusted:
Stakeholders (if invited) understand they are observers only.
A sponsor was consulted on strategic priorities.
Each team member has reviewed the outcomes of the previous sprint.
Cross-functional members are aligned and available for joint planning.
Collaborative:
Team members have identified any blockers or risks ahead of time.
Participants understand the sprint goal process.
Everyone involved has access to the same communication tools.
Process Checklist: “Set the Flow and Follow It”
Having a repeatable process reduces confusion and keeps planning sessions focused. This checklist represents a sequence that follows Scrum Guide recommendations while allowing flexibility for team dynamics.
Use this checklist to guide the flow of the sprint planning session, from reviewing context to committing to a sprint backlog.
Process-focused:
- Review the product vision or road map (as context).
- Summarize key outcomes and feedback from the previous sprint.
- Define or revisit the sprint goal.
- Review prioritized product backlog items.
- Clarify and estimate effort for selected backlog items (story point estimates).
Capacity and Risk Planning:
- Review team capacity for the upcoming sprint.
- Identify dependencies or risks.
- Finalize the sprint backlog and confirm commitment.
- Document any known impediments.
- Conclude with a brief summary and confirm a shared understanding.
Technology Checklist: “Use the Tools That Keep You Moving”
Technology supports transparency and coordination across distributed or in-person teams. From backlog grooming to estimation and sprint tracking, the right tools keep teams aligned and planning consistent.
Select and prepare digital tools or physical aids that support visibility, estimation, and collaborative input during the planning process.
Technology enabled:
The product backlog is up to date in the project management system.
The Sprint planning board or workspace is now ready for review (either physical or digital).
Estimation tools are accessible (e.g., Planning Poker apps).
A team capacity tracker is available (e.g., spreadsheets or plugins).
Information Radiator:
Sprint velocity from past sprints is visible to the team.
Test video conferencing tools if your team is working remotely.
Shared calendars reflect team availability for the sprint.
Learning from Retrospective:
Document the Sprint goal in a visible team space.
Notes from the sprint review and retrospective are available.
Confirm access to shared files or documentation for all team members.
Considerations For Successfully Performing a Sprint Planning
Sprint planning is more than just filling up the team’s to-do list; it is about making thoughtful decisions that reflect business goals and the team’s reality.
One important consideration is determining the capacity to avoid over-committing. Examining past velocity, current capacity, and external obligations enables teams to commit to a realistic scope for the upcoming sprint.
Another factor is clarity. When the set of product backlogs or items is unclear or too large, then the planning sessions can stall. Breaking down user stories into manageable pieces, discussing acceptance criteria, and asking clarifying questions helps the entire Scrum team gain a shared understanding.
The team benefits from collaborative planning. While the product owner proposes priorities and the Scrum Master facilitates, the development team determines what is feasible.
Creating space for honest input and discussion improves the plan’s quality and sets the tone for a more focused and productive sprint.
Taking it to the Next Level: Rolling Wave Planning
For teams managing multiple projects or navigating shifting requirements, rolling wave planning offers an extension to sprint planning.
This approach involves planning in layers with details of the immediate work ahead and broader outlines for future efforts. It mirrors the iterative rhythm of agile sprint planning by focusing on where it is most needed while remaining adaptable to change.
Like sprint planning, rolling wave planning is structured around short planning cycles, continuous feedback, and real-time adjustments.
The difference lies in scale and timing. While sprint planning focuses on the next two to eight hours or four weeks, rolling wave planning looks further ahead, mapping high-level features and milestones for months and gradually refining them as information becomes available.
Tailoring is key, especially in complex environments with different project types. For example, one team might follow a strict Scrum process with two-week sprints, while another may work on a longer product cycle or combine Agile with other delivery methods.
By applying the rolling wave concept, project managers can coordinate across diverse workflows, maintain visibility, and adjust plans without having to start from scratch each sprint.
Change Leadership and Management
Enhance leadership and management support for effective sprint planning by helping teams adapt to evolving priorities and maintain alignment with broader organizational goals. Change leadership focuses on setting direction and fostering a mindset that welcomes feedback and iteration. During sprint planning, strong leadership helps the team see how the sprint goal contributes to the overall product vision and encourages open, focused discussions about what should be delivered next.
Change management, on the other hand, is about guiding the team through specific shifts—whether in priorities, tools, or expectations. It plays a key role when new backlog items emerge, stakeholder input alters direction, or the team adopts new practices. By managing communication, documenting decisions, and supporting transitions, change management ensures that sprint planning sessions remain structured even amid uncertainty.
Together, these disciplines help create a planning environment that is responsive without being chaotic. Teams are better prepared to handle shifting requirements, align around meaningful goals, and make steady progress without losing focus or clarity.
Wrapping Up: Sprint Planning Checklist & Instructions
Sprint planning shapes the direction of every sprint. By focusing on people, processes, and technology and using a structured checklist, teams can plan with more clarity, alignment, and confidence. Whether working with a dedicated Scrum team, managing across multiple projects, or refining your approach through rolling wave planning, a repeatable planning routine helps keep priorities clear and commitments realistic.
To make your planning sessions easy to manage, we have created a Sprint Planning Checklist to bring the steps and considerations outlined in this article. You can download it as a ready-to-use resource from ROSEMET to support your next planning session.
Download your free copy of the Sprint Planning Checklist and start planning your next sprint with focus and structure.
Reference:
Project Management Institute. (2021). A guide to the
Project Management Institute, & Agile Alliance. (2020). Agile practice guide (Updated ed.).
Schwaber, K., & Sutherland, J. (2020). The Scrum guide: The definitive guide to Scrum: The rules of the game. https://scrumguides.org
