How To Run An Agile Sprint Planning Meeting + Agenda (2022)

Have you ever sat in a sprint planning meeting that seems to drag on and ultimately doesn’t result in anything much—except for dread of the next one? I have. And I want to change that.

The sprint planning session is an important ceremony for teams to conduct in order to create good work.

In this article, I am going to unpack this particular meeting and offer up some helpful tips to make your next agile sprint planning meeting more efficient, effective, and less dreadful.

We’ll cover:

  • A sprint planning template download
  • What a sprint planning meeting is
  • Why you should run a sprint planning meeting
  • How to run a sprint planning meeting

After going through this, you will be armed with more information to make a bigger impact in less time at the next sprint planning meeting that you run. Let’s dive in.

Sprint Planning Meeting Agenda Template

Get your template here and use the insights in this article to fill it out and get it ready for use in your next sprint planning meeting.

How To Run An Agile Sprint Planning Meeting + Agenda (1)

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What Is A Sprint Planning Meeting?

A sprint planning meeting is one of the Scrum ceremonies widely adopted by teams who utilize sprints to mark when work “begins” and “ends.” It is designed to answer the questions, What can be delivered in this next sprint? And how will we accomplish that work?

(Video) How To Run A Sprint Planning Meeting | Sprint Planning Meeting Explained

To put it simply, the sprint planning meeting should provide structure, set expectations, and define the backlog for the upcoming sprint.

There are several people involved in these meetings, and it is a very collaborative effort. Let’s break down what each role does.

The 3 scrum roles: product owner, scrum master, development team

The ScrumMaster

The ScrumMaster facilitates the sprint planning meeting and ensures that meeting rooms are booked, supplies are available, people are prepared, and all video conferencing and other connectivity details are ready to go. In terms of scheduling, the ScrumMaster should be timeboxing this meeting according to the length of the sprint. For example, if the team is working in 2 week sprints, the sprint planning meeting should between 2-4 hours. The ScrumMaster must manage time appropriately to make sure that there is complete alignment on the sprint goal before the meeting wraps up.

The Product Owner

The Product Owner is responsible for ensuring that all items in the backlog are prepared before the meeting. They must clarify details on each product backlog item and be a resource to the team when asking questions around use case or acceptance criteria. This is arguably the most important meeting for a Product Owner & one they must set aside plenty of time for to prepare.

The Development Team

Obviously, the people doing the work will need to be in the sprint planning meeting. Designers, developers, test engineers—anyone who will contribute to the work product—needs to be in attendance and actively participate in this meeting so that they can walk away with a solid understanding of what’s expected of them and what is priority to work on over the next sprint.

Keep in mind that teams get better at sprint planning with time. If a team is newly formed (or new to the agile methodology), there may not be as much shared understanding on how much can get done within each sprint. Later, we’ll talk about calculating velocity. Just keep in mind that mature teams tend to do better at this. There’s an element of constant improvement with agile, so give yourself some grace if your first sprint planning meeting did not go as well as you had hoped!

Why Should You Run A Sprint Planning Meeting?

Why run a sprint planning meeting? Because it is a great opportunity to get the whole team together and collaborate to establish what everyone is responsible for over the next sprint! From a personal perspective it was difficult for our team to identify what exactly they were working on each sprint, and – more importantly why – before we adopted this agile practice. Since then, it’s been much easier for our team to work together and feel more confident about what we’re supposed to deliver.

A team that knows its exact goals is a happy team. According to Christina Hartman, PMP, PMI-ACP, the basic benefits of sprint planning include:

  • Collaboration and team building
  • Common understanding of the product
  • Task discovery
  • Task sign Up
  • Task prioritization
  • Task estimation
  • Knowledge and skill set improvement
  • Different perspectives
  • Promotes Just In Time (JIT) planning

Below, we’ll talk about just a few of the biggest benefits of sprint planning meetings.

1. Brings Definition To Your Goals

If you are a ScrumMaster (or similar DPM role) on a team that is delivering development work and utilizing agile methodologies, you should be running a sprint planning meeting. These meetings help set your team up for success because it allows everyone to understand exactly what the goal is for each sprint of work.

You’ll define two major things during sprint planning:

A sprint goal

This is a short (1-2 sentence) description of what the team is going to complete over the course of the sprint. The team writes it together and publishes it so that people can refer back to it at any time. The sprint goal is also a quick and easy statement for stakeholders to read and understand what the team is working on, without having to go into the weeds of the backlog. The sprint goal is the measuring stick used at the end of each sprint that helps answer the question: Was this last sprint successful? One example of a sprint goal could be: Build feature X to coincide with holiday launch (signaling that a feature delivery by a certain milestone is the main sprint goal).

A sprint backlog

This is a list of the product backlog items that the team selects and commits to working on during the sprint. It also includes all the necessary tasks required to deliver the work. Each task should also be estimated. The great team at Mountain Goat Software has a video course on scrum foundations & explains how the sprint backlog ought to come together during sprint planning.

(Video) Sprint Planning Meetings - Agile Coach (2019)

It’s easy for sprints to go off the rails without a shared understanding of what should be accomplished. The sprint planning meeting is your means to an end to get there.

2. Brings Alignment And Buy-In From Your Team

Keep in mind that it is a collaborative, team effort to arrive at the outputs you’ll have by the end of a sprint planning meeting. The team decides how much gets done during a sprint, not an overpowering Product Owner or an outside stakeholder. Your team members gain a sense of empowerment by taking charge of their flow of work. They also benefit from better alignment with others by having the time to talk about how their work will fit together over the next sprint.

3. Provides A Reference Point For Measuring Velocity

You should also run a sprint planning event if you know how much your team can accomplish during a sprint. This is commonly referred to as velocity or sprint velocity and is established after a team has been working together for a bit. According to Scrum Inc.,

Velocity is a measure of the amount of work a Team can tackle during a single Sprint and is the key metric in Scrum.

It’s calculated at the end of a sprint by adding up all of the completed user story point estimations and averaged out over the course of several sprints.

For example, if in Sprint 1 the team completed 25 story points, in Sprint 2 they completed 35, and in Sprint 3 they completed 30, the team velocity would be 30. 25 + 35 + 30 = 90/3 = 30.

Moving forward, the scrum team would know that, on average, they complete 30 story points per sprint and could use this as a guide when going through the backlog items in sprint planning. As mentioned above, the team decides what they want to bite off each sprint, so if they want to shoot for 40 story points, and everyone agrees, the sprint backlog could add up to more story points than their velocity. The inverse could also be true.

Velocity will ebb and flow over time, but a mature agile team’s velocity will start to trend upward as they get more and more used to working together and on the product. Velocity is a key number for the Product Owner to keep in mind as they work to figure out how many sprints it will take to release the next version of the product.

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How Do You Run a Sprint Planning Meeting?

Here is a visual aid to illustrate how this sprint meeting should go:

How To Run An Agile Sprint Planning Meeting + Agenda (3)

Before we get into the steps of this meeting, some preliminary work needs to get done. Arguably the most important part of a sprint planning meeting is the preparation that must be done before the meeting starts.

(Video) How to facilitate a sprint planning meeting.

Sprint Planning Meeting Prep

Backlog prep

In the weeks or days leading up to sprint planning, the Product Owner must ensure that all items in the backlog that could be considered for the sprint (features, bugs, optimizations, stakeholder feedback, etc.) meet the team’s definition of ready. This means that items are organized, dependencies identified or removed, test cases are written, acceptance criteria is listed, and all descriptions are set. Without this prep work, the sprint planning meeting is less efficient and more time-consuming for everyone.

Measure user stories

The Product Owner, with the help of the team, also needs to ensure that each user story is the right size, not too large or small, to be thoughtfully considered during sprint planning. The team will have a better idea of this the longer they work together.

Examine the team’s commitment

Take a look at the calendar for everyone’s availability. Are there holidays coming up? Will your lead dev be out on vacation? Have a good idea of how much time people will be available over the next sprint.

Establish your velocity, or how you’ll measure it

This is unique to every team. If you have an average amount of work that’s typically completed in each sprint, use that as your measuring stick of how much can get done while planning the sprint. If you’re working to establish this for a newly formed team, be sure to track how many story points are completed and accepted sprint over sprint.

Gauge your capacity

This is another measurement that’s related to the pieces above. If your team is not fully dedicated to one product – or might be pulled away to work on other things – be sure to take that into consideration when planning out the sprint.

Related Read: 10 Best Capacity Planning Software For Project Managers In 2022

Create A Sprint Planning Meeting Agenda

Create an agenda and distribute it to your team. You can save time by adapting this sprint planning template.

Sprint planning meeting template example

One other thing to consider is how much time to schedule for the sprint planning meeting. As mentioned above, the length of sprint planning is typically a function of how long the team’s sprints are. As Mitch Lacey & Associates explain, “for a one month or four-week sprint this meeting should last eight hours. For a two-week sprint, plan for about four hours. As a general rule of thumb, multiply the number of weeks in your sprint by two hours to get your total sprint planning meeting length.”

Assuming all of that is taken care of, you are ready to dive into your sprint planning meeting!

During The Sprint Planning Meeting

Leading Agile has a great sprint planning meeting agenda for the sprint planning process. We dive into a bit more detail and show you what the steps look like:

Remind the team of the big picture or goal

It’s critical to set the stage for the team and the meeting itself by articulating aspirations, goals, or visions for the project. Everyone is working hard for a reason.

Discuss any new information that may impact the plan

Chances are, the ScrumMaster, Product Owner, or other team member has received updates from outside stakeholders since the last time the team planned a sprint. It’s important to review any new information from the market or customers that help to set context for what the upcoming sprint will look like.

Present the velocity to be used for this release

Make sure the team is aware of current velocity so they can be informed as they select stories to attack over the next sprint. It’s always easier to have this in the back of your head instead of relying on a gut feeling.

(Video) Sprint Planning Meeting Explained | Know all about Sprint Planning Meeting

Confirm team capacity

Vacations, holidays, competing projects. All of these should be addressed so the team has an accurate idea of how much dedication they’ll have to this sprint.

Confirm any currently known issues and concerns and record as appropriate

The team likely has feedback on things they’ve run into when completing the past sprint. These could be reasons why they couldn’t complete some stories or a new update that threw a wrench in the plan. Stuff happens! Be sure to address these with the team at large.

Review the definition of DONE and make any appropriate updates based on technology, skill, or team member changes since the last sprint

The only way someone knows if something is complete is if there is a clear description of what “done” means. Give the team what they need to grade their completion! Also, team members may have been moved around or added since the last sprint. Address this and make changes accordingly.

Present product backlog items to consider for the sprint backlog

Now the team can review the proposed backlog. These were prepared by the Product Owner and organized by value. It should be roughly the size of two sprint’s worth of work, just in case the team has questions about how this work will relate to future work.

Determine the needs, sign up for work, and estimate the work owned

This is where the true collaboration and negotiation comes in. Let the team review each item to see who will own what. If items are not estimated already, estimate them to get a sense of how many can be selected for a sprint. As a ScrumMaster, make sure you have an eye on the clock.

Product Owner answers clarifying questions and elaborates acceptance criteria

As you go through each item in the backlog, the team will need to discuss and ask questions. The Product Owner is the one who should serve as a resource to the team. The goal is to identify exactly what each person is working on and how they are going to get the work done.

Confirm any new issues and concerns raised during meeting and record

If anything else came up during sprint planning that wasn’t already on the radar, find a space to record those and identify action items.

Confirm any assumptions or dependencies discovered during planning and record

Similarly, the ScrumMaster should be noting any other related impacts that may arise from the sprint plan getting put together. This could have a result on a later sprint.

ScrumMaster calls for a group consensus on the plan

Once the sprint backlog has been identified, the ScrumMaster asks the whole group if they are aligned on the plan. Review it against your current velocity and capacity. Review it against the overall product vision. Ask every person if they’re comfortable with it.

Team and Product Owner signal if this is the best plan they can make given what they know right now

Hopefully, everyone is aligned and feels confident they can deliver that chunk of work based on what they know today. Inevitably, things will change, but if the team feels confident in accomplishing the sprint goal, your work there is done (for now).

Get back to work

Let the team work! Everyone should have plenty to work on after sprint planning and might want to go back to their stations to dive into more details or start collaborating on some user stories together. You’ll be able to check in with the team at the daily standuptomorrow.

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How To Run An Agile Sprint Planning Meeting + Agenda (5)

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What Do You Think?

The sprint planning meeting can seem very overwhelming, but if enough prep is done and the team is ready to tackle a sprint together, it is the most effective element in the scrum ceremony arsenal. If you’re still asking yourself if your team is ready for one of these, keep in mind that you should run a sprint planning meeting if you have a backlog of work, are a part of an agile team that is dedicated to building a product, and are already utilizing some agile processes to get the work done.

(Video) Sprint Planning Meeting Explained | Sprint Planning in Agile | Invensis Learning

I’m curious to know if anyone else has tips up their sleeve to make the sprint planning meeting even better! Leave a comment below and let’s learn from one another.

FAQs

What should be the agenda for sprint planning meeting? ›

Every sprint planning meeting agenda should include discussions about the ultimate objective of the sprint and the team's capacity, followed by a granular look at the sprint backlog, before you start slotting tasks into the sprint.

What are the questions the sprint planning answers? ›

Common Questions About Sprint Planning, Answered
  • Topic One: Why is this sprint valuable? The Product Owner proposes how the product could increase its value and utility in the current sprint. ...
  • Topic Two: What can be done this sprint? ...
  • Topic Three: How will the chosen work get done?
6 Feb 2022

What are the two most important deliverables from a sprint planning meeting? ›

Sprint planning involves two key tasks: grooming the backlog and deciding which work to complete in the upcoming sprint.

What three main topics does the sprint planning meeting cover? ›

Sprint Planning addresses the following topics:
  • Topic One: Why is this Sprint valuable?
  • Topic Two: What can be Done this Sprint?
  • Topic Three: How will the chosen work get done?

What should you not do during sprint planning? ›

3 Things to Stop Doing During Sprint Planning
  • Resizing Carry-Over Product Backlog Items (PBIs) When work is carried over from one sprint to the next, teams often spend a lot of time trying to resize the PBI(s) to accommodate remaining work—but they shouldn't. ...
  • Assigning Tasks. ...
  • Filling Up the Entire Capacity of the Team.

What questions should I ask at a sprint planning meeting? ›

Sprint planning questions

What did we learn at sprint review and sprint retrospective that needs to be considered in our planning conversations today? What is at the top of the product backlog? What do we need to know about these backlog items in order to fully commit to getting them done in the upcoming sprint?

What are three sprint planning mistakes that need to avoid? ›

6 sprint planning mistakes you should avoid doing
  • Not setting a sprint goal.
  • Failing to prepare the product backlog.
  • Having no agenda for sprint planning.
  • Focusing too much on velocity.
  • Forbidding changes to the sprint plan.
  • Neglecting to double-check the sprint resources.
  • Conclusion.

What are the two main artifacts of a sprint planning meeting? ›

There are two defined artifacts that result from a sprint planning meeting: A sprint goal. A sprint backlog.

WHO should facilitate the sprint planning meeting? ›

Sprint planning is a collaborative effort involving a ScrumMaster, who facilitates the meeting, a Product Owner, who clarifies the details of the product backlog items and their respective acceptance criteria, and the Entire Agile Team, who define the work and effort necessary to meet their sprint commitment.

What are the major ingredients in sprint planning? ›

What are the elements of a sprint planning agenda?
  • Sprint goal. Consider putting your sprint goal as one of the leading items on your agenda. ...
  • Story points. ...
  • Velocity. ...
  • Capacity. ...
  • Product backlog. ...
  • Considerations. ...
  • Scrum master. ...
  • Product owner.

WHO should facilitate sprint planning? ›

A scrum master or coach typically facilitates sprint planning in order to ensure that the discussion is effective and that there is agreement to the sprint goal and that the appropriate product backlog items are included in the sprint backlog.

What are the 3 stages of agile planning? ›

The 3 Stages of Agile Teams – Which Agile Stage Is Your Team At?
  • Survival. The first stage in becoming an agile team is survival mode. ...
  • Learning. In the learning stage, teams are one step ahead of those in survival mode. ...
  • Self-Sufficient Agile Team.
2 Jun 2016

What are the 5 recommended parts of the sprint retrospective meeting? ›

Five Steps To Improving Your Sprint Retrospective Meetings, Verified By A Scrum Master
  • Step 1: Set the Stage for Your Sprint Retrospective. ...
  • Step 2: Ask Your Team To Gather Previous Sprint Data. ...
  • Step 3: Generating Insights From The Sprint Retrospective. ...
  • Step 4: Decide On The Next Steps For Your Agile Sprint.
26 Aug 2015

What are the 4 sprint ceremonies? ›

The four Scrum ceremonies are:
  • Sprint planning.
  • Daily stand-up.
  • Sprint review.
  • Sprint retrospective.
18 Mar 2022

What is the hardest part of sprint planning? ›

1. Setting unrealistic expectations by overcommitting to overeager product owners. Sprint planning meetings are productive sessions, until the product owner starts making unreasonable demands from the team. This usually happens when product owners try to accommodate every single request from the project stakeholders.

What is a common sprint review mistake? ›

Showing stories that are not finished

There is no value for the stakeholders in showing features that are almost done. They will most probably have to be shown again during the next sprint review, so keep them for that one and keep this review meeting focused on the real value.

What is done during sprint planning? ›

In the Scrum agile framework, a sprint planning meeting is an event that establishes the product development goal and plan for the upcoming sprint, based on the team's review of its product backlog.

What are the 3 questions in daily scrum meeting? ›

During the daily scrum, each team member answers the following three questions: What did you do yesterday? What will you do today? Are there any impediments in your way?

What are the three questions that need to be answered at the sprint retrospective? ›

Valuable Retrospective Questions

What helps you to be successful as a team? How did you do this sprint? Where and when did it go wrong in this sprint?

What are the six basic rules of sprint? ›

Keep the shoulders square.
  • Pull the knees straight up, and do not allow them to angle towards the midline of the body.
  • Run by striking the ground directly below the hips, particularly when accelerating.
  • Run on the balls of the feet. Don't be flat footed and noisy. If I can hear you coming, then you're too slow.
4 Dec 2016

What comes first sprint planning or refinement? ›

The purpose of refinement is to ensure that work is ready for Sprint Planning at some future point. That's when it's time for the team to plan what work will be brought into progress and how they will implement that work to meet a Sprint Goal.

What are 3 common mistakes in sprinting? ›

Once they become mindful of what the issue is, we start corrective drills. The three most common mistakes I see are poor running posture, faulty arm action, and improper leg cycling.

What are the activities in first sprint planning meeting? ›

Running your first Sprint Planning meeting
  • Selecting items from the Backlog. ...
  • Estimating the availability of the team. ...
  • Estimating time to complete each Backlog item. ...
  • Self-organization. ...
  • Tracking progress. ...
  • During the Sprint. ...
  • Adapting to changes. ...
  • After the sprint.
11 Jan 2017

What are the 7 scrum artifacts? ›

The scrum framework consists of artifacts, roles and ceremonies. These elements help product and software development teams manage their work.
...
The Seven Scrum Artifacts
  • Product Vision. ...
  • Product Backlog. ...
  • Sprint Vision. ...
  • Sprint Backlog. ...
  • Definition of Done (DOD) ...
  • Product Increment. ...
  • Burndown Chart.
3 Mar 2022

What are the 4 pillars of scrum? ›

These events work because they implement the empirical Scrum pillars of transparency, inspection, and adaptation.
  • Transparency. ...
  • Inspection. ...
  • Adaptation. ...
  • Developers. ...
  • Product Owner. ...
  • Scrum Master. ...
  • The Sprint. ...
  • Sprint Planning.

What are the sprint planning inputs? ›

According to the scrum guide, there are 4 inputs for this event: Product Backlog, the latest product Increment, projected capacity of the Development Team during the Sprint, and past performance of the Development Team.

Are stakeholders allowed in sprint planning? ›

"The Key Stakeholders are allowed to participate only in the Sprint Review meeting. However, any member of the Scrum Team can interact with them any time."

What is a key deliverable of sprint planning? ›

13) Which of the following is a key deliverable of Sprint Planning? Ans: The Sprint Backlog.

What is discussed in sprint planning meeting? ›

A sprint planning meeting is a working session for scrum teams to align on what will be accomplished during the next sprint and how the work will be completed. The development team and product owner collaborate to prioritize work and regroup around sprint goals.

Who decides what work to do in a sprint? ›

Sprint planning is a collaborative event where the team answers two basic questions: What work can get done in this sprint and how will the chosen work get done? Choosing the right work items for a sprint is a collaborative effort between the product owner, scrum master, and development team.

What is discussed in sprint planning meeting? ›

Sprint planning is an event in scrum that kicks off the sprint. The purpose of sprint planning is to define what can be delivered in the sprint and how that work will be achieved. Sprint planning is done in collaboration with the whole scrum team.

What questions should I ask at a sprint planning meeting? ›

Sprint planning questions

What did we learn at sprint review and sprint retrospective that needs to be considered in our planning conversations today? What is at the top of the product backlog? What do we need to know about these backlog items in order to fully commit to getting them done in the upcoming sprint?

What does sprint planning include? ›

Sprint planning is an event in the Scrum framework where the team determines the product backlog items they will work on during that sprint and discusses their initial plan for completing those product backlog items.

What are the activities in first sprint planning meeting? ›

Running your first Sprint Planning meeting
  • Selecting items from the Backlog. ...
  • Estimating the availability of the team. ...
  • Estimating time to complete each Backlog item. ...
  • Self-organization. ...
  • Tracking progress. ...
  • During the Sprint. ...
  • Adapting to changes. ...
  • After the sprint.
11 Jan 2017

What should you not do during sprint planning? ›

3 Things to Stop Doing During Sprint Planning
  • Resizing Carry-Over Product Backlog Items (PBIs) When work is carried over from one sprint to the next, teams often spend a lot of time trying to resize the PBI(s) to accommodate remaining work—but they shouldn't. ...
  • Assigning Tasks. ...
  • Filling Up the Entire Capacity of the Team.

What are the two main artifacts of a sprint planning meeting? ›

There are two defined artifacts that result from a sprint planning meeting: A sprint goal. A sprint backlog.

What should not happen in a sprint planning meeting? ›

6 common mistakes when doing Sprint Planning
  • Sprint Goal as an afterthought or no Sprint Goal at all. ...
  • Not allowing changes during the Sprint. ...
  • Ironing out all details of the Sprint Plan. ...
  • Not planning the most valuable thing due to uncertainty or fear of failure. ...
  • Making sure everybody is busy or focusing too much on velocity.
1 Oct 2019

What are three sprint planning mistakes that need to avoid? ›

6 sprint planning mistakes you should avoid doing
  • Not setting a sprint goal.
  • Failing to prepare the product backlog.
  • Having no agenda for sprint planning.
  • Focusing too much on velocity.
  • Forbidding changes to the sprint plan.
  • Neglecting to double-check the sprint resources.
  • Conclusion.

What are the 3 questions in daily scrum meeting? ›

During the daily scrum, each team member answers the following three questions: What did you do yesterday? What will you do today? Are there any impediments in your way?

What are the three questions that need to be answered at the sprint retrospective? ›

Valuable Retrospective Questions

What helps you to be successful as a team? How did you do this sprint? Where and when did it go wrong in this sprint?

What is a key deliverable of sprint planning? ›

13) Which of the following is a key deliverable of Sprint Planning? Ans: The Sprint Backlog.

How long should a sprint planning session be? ›

According to the Scrum Guide: The Sprint Planning Meeting is time-boxed to eight hours for a one-month Sprint. For shorter Sprints, the event is proportionately shorter. For example, two-week Sprints have four-hour Sprint Planning Meetings.

WHO should facilitate the sprint planning meeting? ›

Sprint planning is a collaborative effort involving a ScrumMaster, who facilitates the meeting, a Product Owner, who clarifies the details of the product backlog items and their respective acceptance criteria, and the Entire Agile Team, who define the work and effort necessary to meet their sprint commitment.

Videos

1. Sprint Planning Meeting by Agile Digest
(Agile Digest)
2. sprint planning meeting simulation I sprint planning demo I sprint planning using jira
(CareersTalk)
3. 3 Quick Tips to Master Sprint Planning meeting & Start Seeing Results
(Georg Fasching - Team Genius)
4. 2 Steps to Master Agile Scrum Sprint Planning: Template, Checklist & Tips (YOU Might Not Know THIS)
(Your Agile Coach)
5. YDS: What Does a Scrum Master Do During Sprint Planning?
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6. Sprint Planning with Jira
(Scrum.org)

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