Agile events

Agile events are structured meetings that help teams plan, coordinate, and improve their work in an agile way.

You might hear these events called ‘tools and techniques’, ‘agile ceremonies’ or ‘artefacts.’

A sprint is a set period of time (usually 1 to 4 weeks) when a team works on a specific set of tasks or goals for their project. Each sprint includes:

• Sprint planning
• Daily stand-ups
• Sprint review
• Sprint retrospective
• Backlog refinement (this is not an event, but an ongoing team activity)

Sprint planning meetings help the team decide what to work on during the sprint and how they’ll achieve the sprint goal.

How to run a sprint planning meeting

You should:

• hold it at the start of each sprint with the whole team, including the Product Owner and, if needed, others such as the Service Owner
• ensure the backlog is ready and prioritised (the Product Owner presents the highest-priority items)
• discuss the value of the work you’ll do in the sprint
• collaborate together on a sprint goal
• discuss what can be achieved and commit to a set of items (sometimes called ‘epics’)
• break down selected items into tasks, if needed
• agree on a plan for the sprint

Keep the meeting focused. The length of the meeting will depend on how long your sprint is.

Daily stand-ups are quick meetings facilitated by the team that keep the team aligned on the sprint goal and highlight any blockers that need resolving.

How to run a daily stand-up

You should:

• hold it at the same time and place every day
• keep it to 15 minutes

Team members should use this time to report things that are needed to align the team on the goals of the sprint.

The Delivery Manager tracks blockers and works to resolve them during the sprint.

Sprint reviews give the team the chance to show stakeholders what has been delivered and get feedback.

How to run a sprint review

You should:

• hold the review at the end of each sprint and invite the team and stakeholders
• let the team show any completed work
• get stakeholders to provide feedback and ask questions
• discuss what went well and what could be improved for the next sprint
• make it interactive and encourage participation

Sprint retrospectives are reflective meetings where the team discusses what went well, what did not and ways to improve. They are often called ‘retros’.

How to run a retrospective

You should:

• hold it at the end of the sprint with the whole team
• start by reviewing what went well, what did not and what could be improved
• use a structured approach, like Start, Stop, Continue
• agree on a couple of actions the team can take to improve in the next sprint
• create an environment which encourages open, honest conversation

Backlog refinement is an ongoing process that keeps the backlog ready for future sprints by updating and prioritising tasks.

How to run backlog refinement

You should:

• schedule regular sessions, typically once per sprint, and invite the team and the Product Owner 
• review upcoming items in the backlog
• clarify requirements and break down large tasks, if needed
• re-prioritise where necessary
• encourage the team to ask questions and ensure that items are clear and ready for the next sprint

Using the right technology makes Agile events more effective. By integrating widely available tools into your Agile events, your team can stay aligned, engaged, and productive, even when working remotely.

Virtual meeting platforms

Tools like Microsoft Teams or Zoom can help with virtual meetings. Use features like screen sharing, breakout rooms, and chat to keep events structured and collaborative. Breakout rooms are useful during sprint retrospectives for smaller group discussions.

Task management tools

Jira, Trello, or other backlog management tools can help manage sprint items. During sprint planning, sprint reviews, and backlog refinement, review and update tasks to keep everyone aligned.

Documentation platforms

Use tools like Confluence or Microsoft OneNote to document key decisions, outcomes, and feedback. After sprint reviews and retrospectives, capture notes and action points here.

Interactive whiteboards

Mural, Microsoft Whiteboard, or other collaborative tools can support visual workflows, brainstorming, and task breakdowns during sprint planning or retrospectives. These tools are especially useful for creative problem-solving.

Every project is different, and it's important to remember that you don’t have to rigidly stick to the information provided here. Agile practices are not one-size-fits-all. They can be tailored to fit the needs of your team and project.

For example:

• Some projects may not require a daily stand-up meeting – the team can decide on the frequency that is most suitable for your team’s workflow
• Backlog refinement may not be relevant in every case. If your project has a stable and clear backlog, you might find that less frequent reviews are needed.

The best approach to Agile events is to choose the elements that work best for you. Focus on the practices that enhance collaboration, communication, and productivity for your team. You do not have to implement every aspect of Agile.