PI Planning Preparation Checklist

Identify the key stakeholders involved in the PI planning process. These are the individuals or groups who have a significant interest or influence in the planning outcomes. Consider both internal and external stakeholders. The identification of key stakeholders is crucial to ensure their active participation and alignment with the planning objectives.

Define the scope of the PI planning meeting to ensure a clear focus and purpose. Outline the main topics and objectives of the meeting. This will help the participants understand what needs to be achieved during the planning session and set their expectations accordingly.

Prepare the necessary presentation material to support the PI planning meeting. This may include slides, charts, graphs, or any visual aids that will help communicate the relevant information effectively. Consider the audience and their preferences when designing the presentation material.

Gather the previous sprint reports to review the team's progress and performance. These reports provide valuable insights into the team's productivity, velocity, and any potential issues or bottlenecks. Reviewing the previous sprint reports helps identify areas for improvement and informs the planning process.

Review the results and outcomes of the previous PI planning session. This includes the achievement of the planned objectives, the effectiveness of the planning process, and any lessons learned. Understanding the previous PI plan results helps in setting realistic goals and improving the planning approach for better outcomes.

Identify the potential risks and dependencies that may affect the successful execution of the PI plan. Consider both internal and external factors that may pose a threat or create dependencies. Understanding and mitigating these risks and dependencies is crucial for effective planning and smooth execution.

Collate the relevant backlog items that will be considered during the PI planning process. These items may include user stories, bugs, or any other work items that need to be prioritized and included in the planning discussion. Gathering the backlog items ensures that all necessary work is accounted for and aligned with the planning objectives.

Draft an agenda for the PI planning meeting to provide a structured framework for the discussions and activities. The agenda should include the key topics, time allocation for each agenda item, and the facilitator or presenter responsible for each session. A well-drafted agenda helps in maintaining focus and productivity during the planning meeting.

Coordinate with the team leads or representatives to gather their inputs and ensure their participation in the planning process. Team leads have valuable insights into the team's capabilities, priorities, and potential challenges. Engaging with team leads helps in aligning their expectations and ensuring a collaborative planning approach.

Book a suitable venue for the planning meeting or schedule a virtual meeting if the participants are located remotely. Consider factors such as availability, capacity, technical requirements, and any other logistical considerations. Booking a venue or scheduling a virtual meeting ensures a conducive environment for effective planning discussions.

Arrange the necessary tools and resources for collaborative planning discussions. These tools can be physical, such as whiteboards, sticky notes, and markers, or digital tools like online collaboration platforms, project management software, or video conferencing tools. Having the right tools in place enables effective communication and collaboration during the planning process.

Send out invitations to all the participants of the PI planning meeting. Include details such as the date, time, venue (if applicable), and any other pertinent information. Sending out invitations ensures that all relevant stakeholders are informed and can plan their availability accordingly.

Prepare pre-reading material that provides relevant background information and context for the planning meeting. This may include previous reports, market research, user feedback, or any other relevant documents. Distributing pre-reading material in advance allows participants to come prepared and facilitates more informed discussions during the planning meeting.

Test the audiovisual equipment or digital tools that will be used during the planning meeting. Check the functionality of microphones, projectors, screens, video conferencing software, and any other technical components to ensure a smooth and uninterrupted planning session. Testing the equipment beforehand minimizes potential disruptions during the meeting.

Set up the meeting venue or the digital platform for the planning meeting. Arrange the seating, signage, and any necessary equipment at the physical venue. In the case of a virtual meeting, ensure that the digital platform is ready for the participants to join, and all necessary settings are configured. Setting up the meeting venue or digital platform creates a conducive environment for productive planning discussions.

Prepare breakout rooms or dedicated channels for focused discussions during the planning meeting. Breakout rooms or channels allow participants to split into smaller groups to discuss specific topics or workstreams. Make sure the breakout rooms or channels are clearly defined and accessible to facilitate effective collaboration.

Finalize the agenda for the PI planning meeting based on the inputs and discussions. Share the final agenda with all the participants in advance to allow them to review and prepare accordingly. The finalized agenda sets clear expectations and helps participants stay focused and engaged throughout the planning meeting.

Prepare facilitator notes and guides to support the planning meeting facilitator. These notes should include instructions on how to guide the discussions, manage time, and navigate any potential challenges. The facilitator notes and guides ensure a smooth and effective planning meeting facilitation.