How To Utilize the SCRUM Method
How to Utilize the SCRUM Method
January 2025 - Paige Leishman - 5 min read
Let's be real for a moment. We've all been there staring at a complex group project, feeling like you're navigating a maze while your teammates seem to be on completely different wavelengths. The feeling that there is a lack of transparency and communication as the deadline gets closer and closer. Or the feeling that you’re working in a silo. You’re virtually all doing your own thing and just duck taping the end results all together. These feelings are enough to make even the most confident team member break into a sweat.
But what if I told you there's a game-changing approach that can transform your team's collaboration from chaotic to clear? SCRUM is the project management methodology that's about to become your new best friend. In this blog, I'll layout the SCRUM process, showing you how this powerful framework can help teams work smarter, communicate better, and deliver results. Whether you're a seasoned professional or a project management newbie, get ready to revolutionize the way you approach teamwork.
Step 1: Create your team’s product backlog
In a fast-paced project, creating a solid foundation for your team's workflow is crucial. Enter the Kanban: a digital canvas where ideas, tasks, and goals come to life. Platforms like Trello have made it easier than ever to implement this approach, allowing teams to create dedicated columns that serve as a dynamic to-do list.
The first column in your Kanban is dedicated to the “Product Backlog”. It is essential to keep this backlog up-to-date and chronologically organized to ensure that your team always tackles the most pressing tasks first. When it's time to kick off a sprint, team members can seamlessly pull tasks from this list to the "Sprint Backlog," focusing on what they believe can be accomplished within the sprint's timeframe. It's like having a roadmap that evolves with your project, guiding your team towards success one task at a time.
Create 5 bins at the top of your Kanban and label them in the following order (Look at image above!)
a. Product Backlog
b. Sprint Backlog
c. Work in Progress
d. Pending
e. Done
Ideate all the tasks needed in order to complete the project
During the beginning of each Sprint, pull tasks from the Product Backlog and into the Sprint Backlog. (Make sure the tasks you pull can be completed within the timeframe of the Sprint).
This visual roadmap breaks down the project into manageable chunks, making the path forward clear. By implementing this strategy, you'll not only reduce procrastination but also reduce deadline anxiety for your entire team.
Step 2: Conduct a Sprint Planning Meeting
Now that you've got your product backlog in order, it's time to dive into a sprint planning meeting. During this meeting, you'll zero in on what needs to be done and cherry-pick tasks from that well-curated Product Backlog. Don't be afraid to break those larger tasks down into bite-sized pieces. Make the tasks more approachable for you and your team. Next, arrange these mini-tasks in a logical order, creating a play-by-play for your sprint.
And remember, planning isn't just important – it's an investment. Dedicate one hour of planning for each week of work. So, if you're gearing up for a two-week sprint, block out two solid hours for planning. Your future self will thank you for this upfront effort.
Step 3: Execute the Sprint
After the Sprint Planning Meeting, the team should have a clear understanding of their tasks and how to complete them. Ideally, no new tasks should be added to the Sprint Backlog once it's established. Each day, team members should update their progress on the Kanban board. This might involve moving a task into the "Work in Progress" column or shifting a card to "Pending" with a brief explanation of what they're waiting on.
These daily updates serve two primary purposes: they provide visual tracking of project progress and keep everyone informed. Team members can also share updates during daily standup meetings, creating multiple touchpoints for communication and collaboration. The goal is to maintain transparency and ensure everyone is aligned on the sprint's objectives and current status.
Here’s how to conduct a standup meeting:
Have each member standup in a circle
Have one person at random start by sharing what they last did
Then have them share what they plan on doing
Lastly, have them share any blockers they’re experiencing
Repeat this process with each team member and be sure to write down any blockers. Take the time to address each blocker and collaboratively seek solutions
Step 4: Post Sprint Meeting
In the SCRUM framework, the Sprint Review is a crucial meeting where the team presents the work completed during the previous sprint. It's more than just an internal team check-in—stakeholders and project participants are also invited to attend. During this session, team members demonstrate the features and deliverables they've created, giving everyone a chance to see the actual progress and provide immediate feedback. Think of it like a professional show and tell, where the work is front and center, and open communication is the key goal.
The Sprint Retrospective is a dedicated meeting where team members reflect on their recent work process. It's an opportunity for the team to discuss what's working well and what could be improved, typically using tools like sticky notes to capture insights. Unlike other sprint meetings, this session is for the team only, focusing on internal collaboration and finding ways to work more effectively together in future sprints. Using the “Start”, “Stop”, “Do More” method can help your team identify easily what is working and what can be improved.
Final Thoughts
Remember, adopting SCRUM isn't about perfection from day one. It's about embracing a process that allows your team to learn, adapt, and grow with each sprint. As you start implementing these practices—from creating your product backlog to conducting sprint reviews and retrospectives—you'll likely encounter challenges. But that's part of the beauty of SCRUM is that it’s designed to highlight issues so you can iterate your process and improve it each sprint.
