Backlog grooming – an agile guide.

Adobe for Business Team

07-30-2025

Man learns about backlog grooming on his laptop.

Without an effective backlog grooming process, teams risk a backlog susceptible to disorganization, resulting in decreased collaboration and project delays. Learning how to run practical backlog grooming sessions can lead to more productive engagements and help keep your team aligned, ensuring that valuable time is spent on work that truly matters. This practice is fundamental to Agile methodologies, acting as a proactive measure to maintain order, clarity, and focus within product development cycles.

This article will provide a comprehensive guide to understanding and implementing effective backlog grooming. This post will cover:

What is backlog grooming?

Backlog grooming, also known as backlog refinement, is a session in which project managers and other stakeholders communicate, analyze, and prioritize backlog items. Commonly referred to as backlog refinement, or backlog management, backlog grooming aims to keep the backlog up to date and ensure that items are ready for impending sprints.

Backlog refinement meetings offer a chance for a cross-functional team to review the progress of products in development. When done effectively and on the right cadence, these sessions can help prevent the backlog from growing into an overwhelming amount of content.

The goal of backlog grooming.

The primary goals of backlog grooming are to review outstanding user stories in the backlog, verify that they're correctly prioritized, and ensure they’re ready for sprint preparations. At the end of the session, you should have an organized and prioritized list of user stories.

Many agile practitioners say that a DEEP product backlog is the key outcome of a backlog refinement session. The DEEP acronym highlights some critical traits associated with the product backlog:

The goal of backlog grooming. Detailed appropriately, emergent, estimated, and prioritized.

Benefits of backlog grooming.

Consistent and effective backlog refinement provides numerous benefits that ripple throughout the Agile team and the broader organization, significantly impacting project outcomes and overall productivity. These advantages range from enhanced operational efficiency to improved team dynamics and product quality.

Here are several ways your team can benefit from backlog grooming:

Collectively, these benefits directly contribute to a more agile and responsive organization. This, in turn, can lead to a faster time-to-market for valuable features, providing a significant competitive advantage in today's fast-paced business environment. Thus, backlog refinement is not merely an internal operational improvement; it's a strategic enabler for achieving broader business objectives.

Who owns the backlog grooming process.

The product owner or product manager should own the backlog grooming process — but they may not solely be responsible for hosting backlog grooming sessions, depending on the hierarchical structure of your organization. The Scrum Master, a project manager, or a different team member could also lead these sessions.

An even more important component of the process is ensuring your designated team members have the skills necessary to manage backlog grooming. The designated person's conduct during the sessions will determine the future productivity and success of the projects. You can experiment with different roles before deciding who’s the best fit to lead the refinement session.

Regardless of who facilitates explicitly, the core responsibilities associated with owning and running the backlog refinement process include:

Ultimately, the individual leading the refinement process must possess strong communication, moderation, and organizational skills to steer the team towards a well-understood and actionable backlog.

Who should attend backlog grooming sessions.

These events are meant to be collaborative, so the entire cross-functional team should be represented at refinement sessions.

But at a minimum, the following people need to be involved in backlog grooming sessions:

The key is to invite only those people who are critical to the task at hand, as too many collaborators and ideas can overwhelm the session. Additionally, be sure to have conversations with stakeholders before backlog refinement, rather than during the sessions.

Backlog refinement best practices.

While individual business needs may vary, there are some best practices you can follow to maximize the team’s time and effort. High-performing Agile teams adopt a set of best practices to ensure these sessions are consistently valuable and drive real results. These practices cover everything from preparation to defining work items and the techniques used to manage them.

Assign responsibilities.

Effective backlog refinement doesn't just happen; it begins well before the scheduled meeting time. Failure to prepare adequately is a common reason for inefficient and unproductive sessions. When all attendees invest time in preparation, the refinement meeting transforms from a passive information download session into an active, collaborative working session.

This shift enables the team to delve deeper into discussions, problem-solving, and decision-making, rather than wasting valuable meeting time on disseminating basic information. The focus moves from merely learning about items to actively refining items, which is the core purpose of the gathering.

Structure a backlog clearly.

A monolithic, disorganized backlog can quickly become unwieldy and a source of confusion. High-performing teams understand the importance of structuring their backlog for clarity and manageability.

Categorizing backlogs effectively serves as a form of information architecture for the product development process. It reduces cognitive overload for the team and allows different stakeholders to concentrate on the sections most relevant to their roles.

Break down large items.

A common challenge in backlog management is dealing with significant, complex features or requirements, often referred to as epics. A key best practice in refinement is to break these epics down into smaller, more manageable user stories that can be completed within a single sprint.

The act of breaking down epics is not merely an exercise in making work appear smaller; it is a critical step in de-risking development and enabling actual iterative progress. Each smaller story represents a testable increment in functionality.

Manage dependencies.

Few backlog items exist in complete isolation. Identifying and managing dependencies between user stories or tasks is a crucial aspect of refining the backlog.

Avoid common challenges.

To maximize the benefits of backlog refinement, it's essential to recognize and address the common pitfalls that can derail the process.

Challenge - Unplanned backlog sessions: One of the most frequent issues is neglecting to hold regular refinement sessions or conducting them without a clear plan or agenda. This can lead to a stale backlog and inefficient meetings.

Solution: Establish a regular, recurring cadence for refinement sessions (e.g., weekly or bi-weekly) and ensure each session has a prepared agenda with specific items targeted for discussion.

Challenge - Undefined goals and scope of user stories: Vague backlog items, lack of clear goals, or have poorly defined scope can lead to confusion, extended discussions, and difficulty in estimation.

Solution: Ensure each story has a clear purpose and value proposition. Apply the INVEST criteria to assess story quality and work towards meeting a team-defined “Definition of Ready" (DoR) before considering an item sprint-ready.

Challenge - Lack of prioritization or ignoring dependencies: An unprioritized backlog, or one where dependencies are not identified and managed, can result in teams working on low-value items or frequently encountering blockages.

Solution: Employ a consistent and transparent prioritization method. Actively identify dependencies during refinement and ensure the Product Owner sequences work accordingly.

Workfront: A solution for effective backlog grooming.

Workfront helps teams create high-quality work together with speed and efficiency. It offers highly visual collaboration tools and automation features that streamline review workflows, all within a centralized location. This ensures everyone has equal, real-time visibility into the status of a project and its constituent parts, including the backlog of items being prepared for future work.

Avoiding common pitfalls requires discipline and a commitment to the principles outlined. The adoption of suitable collaboration and project management tools, like Workfront, can further empower teams by providing the necessary infrastructure for visibility, communication, and workflow management.

To explore how Workfront can support your team's backlog grooming and overall project management needs, watch the overview video.

https://business.adobe.com/fragments/resources/cards/thank-you-collections/workfront