What Meetings Should We Put in Place For Sprints?


One the key tools that we use when we work an Scrum / agile / lean implementation is the notion of a “cadence”. See What is the Benefit of Having a Cadence of Meetings Etc? for more on why this is important.

The following notes gives you some ideas of what your calendar for a team would look like for a “normal” sprint, and what meetings you should consider.


Note that there are a couple of assumptions here:

  • Make sure that you understand the purpose of the meeting so that the meeting ends up having value. There is nothing worse than setting up a series of meetings and people just go through the motions.
  • Some of these, like the Sprint Planning, the Daily Scrum, the Sprint Review and Retrospective are pretty much “standard Scrum”. Others a “good ideas”. Even if you are not doing Scrum, you will often find the meetings still make sense. Use what makes sense in your situation.
  • If you are starting out with a new implementation, you might want to look at setting up all these meetings and then paring back (or trying new meetings) as you learn. For these situations it is usually better to learn by doing deciding upfront “we aren't going to need / do that”.
  • The setup specifies “max” time for the meeting. This is your time box. You don't have to use all the time. Its OK to reduce the time if you have completed the result.
  • The setup shows a standard two week Sprint. Your Sprint might be longer / shorter. Adjust your time boxes and calendar accordingly:-)

Ceremonies / Meetings

Meeting Cadence Length Purpose Comments
Sprint Planning First day of the Sprint Max 4 hours Team makes a reasonable commitment to complete a set of work by the end of the Sprint For the next Sprint, this can be scheduled either on the same day or the day after the Demo and Retro depending the timing of the demo. See How Do We Run Our First Sprint Planning Meeting? for more information.
Daily Scrum Every day of the Sprint Max 15 mins Team synchronizes their efforts in order to meet Sprint Goals See What is the Purpose of a Daily Scrum Meeting? for more information.
Mid-Sprint Review Middle day of the Sprint Max 1 hour Team determines whether they are on course or whether they need to adjust Often combined with Backlog Refinement
Backlog Refinement Middle day of the Sprint Max 2 hours Team looks ahead to next Sprint to see if they are ready for Sprint Planning Often combined with Mid-Sprint Review
Sprint Review or Demonstration Last day of Sprint Max 2 hours Team provides “objective milestone” of progress and gets feedback from stakeholders Create specific meeting that includes your stakeholders. See How Do We Run Our First Sprint Review? for more information.
Sprint Retrospective Last day of Sprint Max 2 hours Team reflects on how to become more effective and adjusts its behavior accordingly After the Demonstration so you can incorporate stakeholder feedback in your Retrospective. See How Do We Run Our First Sprint Retrospective? for more information.

Calendar of Events

The following calendar shows the basic setup for a Sprint of 2 weeks.

Note that we try to set up Sprint so they start / end in the middle of the week. If you set things up so they start / end around the weekend, you will find:

  1. Events will often have to be delayed by long weekend holidays
  2. Your team will do non-sustainable things like “working weekends” to meet objectives
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  • Last modified: 2018/12/29 13:21
  • by Hans Samios