# What Is Backlog Refinement? Meetings, Timing, Tips

> Master backlog refinement. Define, estimate, and prioritize backlog items, run effective sessions, and get ready for sprint planning.

Source: https://asana.com/resources/backlog-refinement

## What s backlog refinement? Meetings, timing, tips

#### SummaryPicture yourself in the kitchen, about to make dinner. You open the fridge and realize you're missing some key ingredients because you didn't check ahead of time. Now, making dinner feels a lot harder than you expected.

This idea is similar to Agile backlog refinement. If you don't organize your product backlog, your next sprint may not go smoothly. In this article, you'll find out what backlog refinement is, how it's different from sprint planning, what happens in a refinement meeting, and some practical tips to keep your backlog in order.

## What is backlog refinement?

Backlog refinement means regularly reviewing, prioritizing, and clarifying items in your product backlog so they're ready for future sprints. This practice, sometimes called backlog grooming, helps your team start each sprint with actionable tasks.

Refining your backlog stops tickets from piling up. Try to review your backlog once every sprint, during your sprint review and before sprint planning.

Typically, the [product manager](/resources/product-owner) facilitates refinement by organizing the product backlog. Key activities include:
- **Prioritizing:** Rank tickets based on sprint goals and business value with a [priority matrix](/resources/priority-matrix).
- **Clarifying:** Add detailed [user stories](/resources/user-stories) and acceptance criteria to vague tickets.
- **Consolidating:** Merge duplicates and group related tickets together.
- **Breaking down:** Split large tasks into smaller, sprint-sized pieces.
- **Estimating:** Use [story points](/resources/story-points) to gauge the effort required for each task.
- **Validating:** Confirm each item meets the "definition of ready" before sprint planning.

## Backlog grooming vs. backlog refinement

Although the words are different, backlog refinement and backlog grooming mean the same thing. The term 'grooming' comes from gardening, where you trim extra branches to keep a plant healthy and neat.

Recently, people have moved away from using the word 'grooming' because of its negative meaning. Now, 'refinement' is the preferred term in Agile, but you might still see both words used.

## Why maintaining a backlog is important

Just as you take your car for regular check-ups, it's important to regularly review your product backlog. This involves checking all the tickets to see which ones add the most value and which are unnecessary. Keeping your backlog up to date helps your team start work with all the information they need.

Backlog refinement makes sprint planning smoother. It's like chopping vegetables before a busy dinner service—it gets everything ready so your team doesn't waste time looking for what they need when the sprint starts.

Whenever you can, include your teammates in backlog maintenance. This way, everyone understands how it works, knows what to expect next, and has time to plan how they'll handle each task.
- [Read: What is an Agile epic? Do you need one?](/resources/agile-epic)

## Backlog refinement vs. sprint planning

Both backlog refinement and sprint planning are important in Agile, but they have different roles. Refinement gets items ready for future sprints, while sprint planning is when your team commits to certain tasks.

**Purpose**
- **Backlog refinement:** Prepare and clarify backlog items
- **Sprint planning:** Commit to specific sprint work

**Timing**
- **Backlog refinement:** Ongoing throughout the sprint
- **Sprint planning:** Once at the start of each sprint

**Focus**
- **Backlog refinement:** Future sprints
- **Sprint planning:** Upcoming sprint only

**Outcome**
- **Backlog refinement:** Well-defined, estimated backlog items
- **Sprint planning:** [Sprint backlog](/resources/sprint-backlog) with team commitment

Well-refined backlogs make [sprint planning sessions](/resources/sprint-planning-meeting) shorter and more productive because your team already understands the work they're selecting.

## What happens during a backlog refinement meeting

In a backlog refinement meeting, your team reviews and gets backlog items ready for upcoming sprints. Here’s what usually happens:
- **Review upcoming items:** The product owner presents items for the next one to two sprints and answers clarifying questions.
- **Break down large items:** Split user stories or tasks that are too large into smaller, sprint-sized pieces.
- **Estimate effort:** Use story points or other techniques to agree on the effort required for each item.
- **Identify dependencies:** Flag items that depend on other work being completed first.
- **Update acceptance criteria:** Refine the definition of done so everyone knows what success looks like.
- **Reprioritize as needed:** Adjust the backlog order based on new information or changing business needs.

By the end of the meeting, the most important items in your backlog should be ready for the next sprint, with a few questions left to answer.

The timing and frequency of backlog refinement depend on your sprint length and workload. Here are general guidelines:
- **Timing:** For two-week sprints, hold refinement mid-sprint to prepare for what's next.
- **Duration:** Dedicate about 10% of sprint capacity to refinement, roughly one hour per week.
- **Frequency:** Some teams prefer shorter, more frequent sessions; others opt for a single longer meeting.

The key is consistency. Treat refinement as [continuous improvement](/resources/continuous-improvement) to prevent backlog clutter and keep your team aligned on priorities.

If your sprint planning meetings take too long or your team often has questions about backlog items, it might be time to refine your backlog more often.

## Who is in charge of backlog refinement?

Traditionally, Agile project management includes a product leader or owner who organizes the product backlog. In some forms of Agile, like [Scrum](/resources/what-is-scrum), the [Scrum master](/resources/scrum-master) is the one responsible for refining the backlog.

Talk with your team to figure out the best process for your needs. Sometimes, you can assign backlog refinement tasks to team members who focus on certain parts of the sprint.
- [建立產品待辦項目範本](/templates/product-backlog)

## 3 tips to keep your backlog organized

Keeping your backlog organized can be simple. Here are a few tips to help you maintain it:

### 1. Create a DEEP product backlog

Product management expert [Roman Pichler](https://www.romanpichler.com/blog/make-the-product-backlog-deep/) recommends making your product backlog DEEP:
- **Detailed appropriately:** Each item has enough context for a developer to complete it without additional questions.
- **Emergent:** The backlog constantly evolves as needs change; nothing is permanent.
- **Estimated:** Every ticket includes an effort estimate, typically using story points or time.
- **Prioritized:** Tasks are ordered by importance, with sprint-relevant items at the top.

### 2. Keep task dependencies in mind

When prioritizing tasks, check whether certain tickets [depend on others](/resources/project-dependencies). A dependency is a task that can't start until another task is complete.

Make sure to clearly label dependencies so your team doesn't start work that's blocked. This keeps things moving smoothly and avoids delays.

### 3. Streamline meetings

Invite only the stakeholders who are involved in the upcoming sprint, usually the product manager and the team members working on the tickets.

If you need more information from other teams or stakeholders, collect it separately. This way, your refinement session stays focused and efficient.

## Easily maintain your backlog with work management software

Refine your backlog with collaborative software that your entire team can access. Software like [Asana](/product) keeps your sprint structured, clarifies owners and deadlines for every task, and makes important details easy to find.

With features like custom fields, dependencies, and multiple project views, you can organize your backlog in a way that works for your team. Ready to streamline your backlog refinement process? [Get started](/create-account) with Asana today.

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## Frequently asked questions about backlog refinement

#### How long should a backlog refinement meeting last?

Most teams find one to two hours per two-week sprint is sufficient. If sessions run longer, try more frequent, shorter meetings.

#### How much of your sprint capacity should you dedicate to refinement?

Allocate about 10% of your team's sprint capacity to refinement activities as part of your [capacity planning](/templates/capacity-planning), enough to keep your backlog healthy without taking too much time from sprint work.

#### What is the definition of ready in backlog refinement?

The definition of ready is a set of criteria, such as clear acceptance criteria, effort estimates, and identified dependencies, that a backlog item must meet before it can be pulled into a sprint.

#### Can backlog refinement happen without a meeting?

Yes. Team members can review and comment on backlog items asynchronously in your work management tool, then hold a brief sync to finalize priorities.

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Picture yourself in the kitchen, about to make dinner. You open the fridge and realize you're missing some key ingredients because you didn't check ahead of time. Now, making dinn ...