Agile Meetings and How to Manage them

We take part in various projects at work and we work as a team with our colleagues for a certain period of time. Generally, a project is divided into multiple subtasks and each subtask is assigned to one person by the team leader. This ensures that the progress of the project is clear, smooth and effective. However, this process alone does not guarantee the success of a project. You need to have regular meetings to ensure quality, on-time delivery, and ultimately success. by executing meetings, what is the overall status of the project, status of each subtask, challenges faced by team members, new ideas/alternative approaches for the project, etc. Don’t turn into a chat session. So, how to organize such a productive meeting? Of course, there are different ways to run meetings. Such a meeting is an agile framework that helps increase the productivity of the team. Let’s take a quick look at this:

What are Agile Meetings?

Agile meetings were originally created as part of software development. Recently, however, this meeting has become a part of project management in all businesses. So what is agile meeting?

Agile meetings are held taking into account a set of principles that are summarized in a manifesto. In general, agile involves working in a shorter sprint, providing updates, scheduling tasks, discussing. feedback Sharing of client and other important information about the project. So, instead of tackling a project all at once, it’s all about iterative development.

Who is attending the meeting:

Generally, when organizing a meeting, you first determine the people who will attend the meeting. Similarly, for agile meetings we have a list of attendees who can be a part of these meetings:

1. Product Owner:

An integral part of the team is the Product Owner as they make sure the scope, costs and deadlines are met. It is the product owner’s responsibility to maximize product value by representing stakeholders, prioritizing backlog, empowering the team, and maintaining Agile and Scrum processes.

The product owner is responsible

  • Managing stakeholders and creating value.
  • Managing effective communication between the development team and stakeholders
  • Providing the product vision to the development team
  • Resolving conflicts and managing situations or escalation with stakeholders or development team members
  • Backlog item prioritization
  • Educating the development team on Scrum values, principles and processes
  • Educating stakeholders on the benefits of Scrum

A product owner, also known as a product manager, is someone who receives progress updates from the team, makes suggestions on ways to continue the project, and collaborates with the team to complete the project effectively and with quality.

2. Project Manager:

The project manager is motivated, organized and goal oriented. Understands which projects are common, as well as his strategic role in how organizations succeed, learn and change. It is the job of a project manager to start, plan, design and manage a project from start to finish.

The duties of a Project Manager include:

  • Planning, organizing and completing a project
  • Financial Reporting
  • Prepare project initiation document
  • Management of resources
  • Risk management
  • Change Management
  • planning
  • Cost estimation and budget development
  • Documentation quality control
  • Monitoring key performance indicators
  • Management of vendors
  • Managing reports and other important documents

3. Development team:

The development team consists of members who develop products or provide services in a company. A well known thing is that the development team in a software company is the team that develops applications/software tools. This team provides valuable information when they are involved in the meeting. They are also the team that really moves the project forward. Therefore, all members of this team should attend the meeting.

4. Scrum Master:

A Scrum master is a meeting leader who ensures that all team members in the meeting follow the Scrum methodology practices. They also help the team focus on meeting topics, answer questions, and provide guidance on the Scrum process.

5. Investors:

These are people who are interested but not directly involved in the progress of the project. This includes managers looking at how efficiently and effectively the teams are working, investors/clients putting money into the project or company, etc. from the development team. This is because they are interested in learning more about their company and discovering new ways to accomplish tasks.

Agile meeting types:

There are four main types of agile meetings listed below:

1. Sprint planning:

Sprint planning is usually done at the beginning of a sprint. In this meeting, the project leader prioritizes the task the team will focus on and complete in the sprint. The team then plans the duration of each mission, setting the goals for each mission and ways to achieve the goals. Because of these discussions, sprint planning takes place for a longer period of up to four hours.

2. Daily stand up:

In the agile framework, the most frequent and also the shortest meeting are daily stand-up meetings. In the daily stand-up, details about a project such as a task completed yesterday, a task planned for today, difficulties faced by team members while performing the task, etc. discussed with each team member. This also keeps the project up-to-date for the sprint. Doing a daily stand-up can also prevent problems and increase the productivity time of the sprint. Daily stand-up can take about 15-20 minutes shorter.

3. Sprint review:

This meeting is held to review and showcase the achievements of all team members. In the review, each team member can showcase the task they completed during the sprint. This is also an opportunity to provide feedback. A meeting leader may also invite interested parties and product owners to conduct quick reviews so that the team can discuss how the task accomplished fits within the project guidelines. The sprint review is usually done at the end of each sprint or after project milestones have been reached. Sprint reviews can be formal or ad hoc at the team’s choice. In general, this review usually takes between one and two hours.

4. Sprint retrospective:

The sprint retrospective is held so that the team involved in the sprint has a chance to discuss it in detail. The team discusses what was successful during the sprint and what areas could benefit from improvement. This provides an idea for the team to determine how to perform future sprints that can increase productivity and prevent problems. Sometimes even interested parties and product owners can offer insights at this meeting, such as ways the team can take to improve workflow and other processes. The sprint retrospective usually takes place at the end of a sprint and can last an hour and a half.

How to manage agile meetings:

Managing a meeting effectively is quite a challenge. Such agile meetings need to be managed effectively. So how is this done? Not just agile meetings, the following tips will be appropriate for running any meeting:

(i) Fix and focus the subjects:

Whenever you hold a meeting, focus on a few specific topics first. This saves time for all members attending the meeting and also helps the team concentrate on the important issues. Therefore, try to avoid discussions/topics that detract from the focus of the meeting topic.

(ii) Provide feedback:

Be sure to review completed tasks frequently and provide positive feedback to motivate team members. Constructive feedback can also be provided in case improvement is needed. This can enable team members to develop further. Doing this often can build a strong working relationship.

(iii) Fix the target:

Developing goals for any meeting is crucial. This can help you identify topics to focus on in the meeting. In the meeting, they can prepare questions according to goals and topics, review tasks, etc.

(iv) Listen:

Listening is an important part of communication. It is important that you listen, especially in meetings. Therefore, patiently listen to what each team member has to say. Similarly, when you ask a question, wait for a response from the team members and then speak. This includes team members’ challenges, thoughts, solving a problem, further improvement, etc., while running the project. It can help you understand.

Although there are many ways to run agile meetings, we have provided a quick overview of agile meetings and how to run and manage the meeting effectively and easily.


Hello, I am the author of an article entitled Agile Meetings and How to Manage them which was published on January 20, 2023 at Best CRM Software

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