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📅 Ceremonies & Cadence

All recurring meetings, frequency, duration, and participants

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Complete Meeting Schedule

Activity Frequency Duration Participants
Stakeholder Refinement Bi-weekly 1-2 hrs PO, FL, TL, Stakeholders
Design Review Weekly 1 hr PO, FL, TL, UX/UI
PRD Creation Per feature 2-4 hrs PO, FL, TL, Stakeholders
PRD Review/Sign-off Per feature 1 hr PO, FL, TL, Stakeholders, QA Lead
Sprint Planning Every 2 weeks 2-4 hrs FL, TL, SM, PC, Full Team
Daily Standup Daily 15 min SM, PC, Dev Team, QA
Scrum of Scrums Weekly 30 min FL, TL, all Scrum Masters
Technical Sync Weekly 1 hr TL, Senior Devs from each team
Backlog Refinement Mid-sprint 1-2 hrs PO, SM, PC, Full Team
Sprint Review Every 2 weeks 1-2 hrs FL, TL, PC, Team + Stakeholders
Retrospective Every 2 weeks 1 hr SM, PC, Team
Release Coordination End of sprint 1 hr FL, TL, all SMs, QA Leads
Bug Triage Daily 30 min Support Lead, TL (as needed)
RCA Meeting Per P0 bug 1 hr TL, Developer, QA Lead, PM
Monthly Quality Review Monthly 1 hr FL, TL, QA Lead, DevOps Lead

Legend: FL = Functional Lead, TL = Technical Lead, SM = Scrum Master, PC = Project Coordinator, PO = Product Owner

Sprint Ceremonies Detail

Sprint Planning

When: Day 1 of Sprint

Duration: 2-4 hours

Attendees: PO, Functional Lead, Technical Lead, Scrum Master, PC, Dev Team, QA

Agenda

  1. PO presents prioritized backlog items with designs and PRDs
  2. Team discusses technical approach and dependencies
  3. Stories broken into tasks and estimated
  4. Team commits to Sprint Goal and Sprint Backlog
  5. Capacity confirmed (PTO, meetings)

Daily Standup

When: Every day, same time

Duration: 15 minutes (strict)

Attendees: Scrum Master, PC, Dev Team, QA

Format

Each member answers: What did I complete? What will I work on? Any blockers?

Rules: Start on time. Detailed discussions taken offline. SM tracks blockers.

Backlog Refinement

When: Mid-sprint (Day 4-5)

Duration: 1-2 hours

Purpose: Prepare items for NEXT sprint

Agenda

  • Review upcoming backlog items
  • Clarify requirements, review designs
  • Initial estimation and story splitting
  • Identify technical spikes needed

Sprint Review / Demo

When: Day 10 (last day of sprint)

Duration: 1-2 hours

Attendees: PO, Leads, Team, Stakeholders

Agenda

  • Demo completed features
  • Gather stakeholder feedback
  • PO accepts/rejects stories
  • Discuss backlog adjustments

Retrospective

When: Day 10 (after Review)

Duration: 1 hour

Attendees: Scrum Master, PC, Dev Team, QA

Format

  • What went well? - Celebrate successes
  • What needs improvement? - Identify pain points
  • Action items - 2-3 improvements for next sprint

Cross-Team Ceremonies

Scrum of Scrums

When: Weekly

Duration: 30 minutes

Attendees: Functional Lead, Technical Lead, all Scrum Masters

Purpose: Sync across teams, identify dependencies, resolve blockers

Format: Each SM shares: progress, blockers, dependencies on other teams

Technical Sync

When: Weekly

Duration: 1 hour

Attendees: Technical Lead, Senior Devs from each team

Purpose: Architecture alignment, shared components, technical debt

Release Coordination

When: End of Sprint

Duration: 1 hour

Attendees: Functional Lead, Technical Lead, all Scrum Masters, QA Leads

Purpose: Coordinate multi-team releases, integration testing sign-off

Two-Week Sprint Calendar

Day Morning Afternoon
Day 1 (Mon) Sprint Planning (2-4 hrs) Development begins
Day 2-3 Daily Standup (15 min) Development
Day 4 (Thu) Daily Standup Scrum of Scrums (30 min)
Day 5 (Fri) Daily Standup, Backlog Refinement Development
Day 6-7 Daily Standup Development, QA testing
Day 8-9 Daily Standup Development wrap-up, QA testing
Day 10 (Fri) Sprint Review (1-2 hrs) Retrospective (1 hr), Release Coordination