How to perform Sprint Planning with Jira - Part 3: Using time with sub-tasks, Pros and Cons
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- Опубликовано: 25 июл 2024
- This is the third part in our series on Sprint Planning with Jira. In this video we focus on how to use a time-based approach with sub-tasks to determina Scrum teams Sprint Plan, covering the following topics:
- Determining a team's capacity in terms of time
- Using sub-tasks and time estimates to determine a Sprint Plan
- Measuring a teams workload using time to avoid under/over commitment
- Pros and Cons with this approach
➡️ CAPACITY PLANNING SPREADSHEET
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Get the Sprint Capacity Planning Spreadsheet here!
axisagileapps.com/capacitypla...
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JQL FOR FILTER
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Project = "[YOUR PROJECT NAME HERE]" AND sprint in futureSprints()
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⏰ TIMESTAMPS
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0:00 Using time and sub-tasks to determine a teams Sprint Plan
1:28 Determining a team's capacity using time
4:17 Using the AxisAgile Apps Sprint Capacity Planning spreadsheet
10:27 The Sprint Planning process using sub-tasks and time
15:54 Tips and tricks when it comes to sub-task creation
20:17 Determining the team's workload in Jira
26:35 Wrapping up Sprint Planning
28:15 Pros and Cons
30:51 Tips for teams that are uncomfortable with time estimation
33:42 Conclusion
🔗 MENTIONED LINKS
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Sprint Planning with Jira - Part 1: • How to perform Sprint ...
Sprint Planning with Jira - Part 2: • How to perform Sprint ...
Sprint Planning with Jira - Part 4: • How to automatically c...
Get your Product Backlog in Jira Right!: • Get your Product Backl...
➡️ ONTO THE NEXT VIDEO!
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Sample Data for your Jira Product Backlog: • Kick-start your Jira P...
ℹ️ MORE ABOUT RICHARD & AXISAGILE APPS:
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#jira #scrum #agile 
Хобби
Thank you for your videos! using story points for estimation and time for tasks only is a good conversation starter, some people might not like time estimation but it is just for planning and not for estimation. It all depends on your approach!
Thanks Bisi! Great points :)
Hi Richard, I am going through all your videos and they are super easy to understand and very helpful, especially the capacity planner. Thanks a ton!!!!🤗
Hi Ashwini, it's a pleasure! Thanks for watching and supporting the channel :)
Another excellent video. Thank you!🤟
Our pleasure! :) Thanks again @scoogsy
Really clear and well explained! Great channel and video
Thank you AnimeEmpress1! :)
Thank you so much for sharing! Really helpful
Our pleasure Tomilola! Thanks for the feedback :)
Fantastic. I am using the time sheet now. Thanks for this wonderful series.
My pleasure!! hope it helps :)
Appreciate your Valuable Guidance , Thanks !! 🙂
My pleasure!
Excellent training!
Thank you! :)
Awesome!
Thank you! Cheers!
Thank you so much for your help
My pleasure :)
Hi Richard brother, first 3 videoes was really useful, appreciate the way of explanation and presentation. Thanks a lot for that. Could you please let me know when you want to publish part4 and remaining video. Awaiting for that. Thanks again. Sherif
Glad it was helpful! The last part of our video series on Sprint Planning was the automation of sub-tasks, you can find the video here:
ruclips.net/video/DQqOtep5d6U/видео.html
We'll provide more tips on Sprint Planning in future, but for the next few videos we'll be focusing on reporting and stakeholder management :)
Good job, Well done
Thanks again Arash!
Thank you for your videos, they are really well educating! Does someone know why Jira shows "No data available" at the Workload Pie, although all other diagrams show.
Hi Polina, sorry for the delayed reply. Perhaps check that your Jira Filter (JQL) is returning some results. Just click on the "Filters" menu at the top of the screen, then "View all filters" and select your filter from the list. After clicking on it, it should show you a list of issues.
Great stuff
Thanks Nathan!
I love you man! thank you! your videos are extremely helpful! and I sent your request to give me access to your capacity planning spreadsheet! I hope you give me access! Thank you again for all you do!!!
Thanks Nawid! With the Capacity Planning Spreadsheet you will need to make a copy before modifying it, as it is read-only. You can do this by logging in with your Google account and clicking 'File' and then 'Make a copy'. If you have any troubles let me know :)
@@AxisAgileApps I got it! Thank you so much! If you have more spread sheets for other ceremonies or any sheet or form that will help me as a scrum master please share cause I would definitely need it!!!
Thank you again!!
Great Video, what happen when you have high performing team who doesn't require or do sub task, when doing sprint planning?
Hey Tosin, if you haven't seen it, check out the second video in this series on Sprint Planning which goes through the process without creating sub-tasks: ruclips.net/video/bvKDldShE8A/видео.html
Thanks for watching! :)
How do you reconcile the story points on the parent story with the time estimates on its sub-tasks? Is there a relationship between the two or should there be one in order for both metrics to work together?
Hi Aleem, good question. I typically don't try to reconcile the Story Points on the parent story with the time estimates on the sub-tasks. I use the time estimates on the sub-tasks (Sprint Backlog level) to determine what can get done within the Sprint. I.e, I use it for short-term forecasting.
And I use the Story Points (Product Backlog level) to determine what can get done within a release. I.e, I use it for long-term forecasting.
With that said, I do compare the team's average Velocity with what they have planned for the Sprint (using time estimates on sub-tasks) as a sanity check. If there is a large discrepancy then I discuss it with the team.
Thanks
Thanks Santosh!
Maybe if set up common understanding with developers and clients on difference in meaning between estimation and commitment, that would help both sides to feel more relaxed. What do you think?
Absolutely, good point Mateja. I always like to ensure everyone understands that it is an estimate and not a guarantee.
Thank you so much for sharing this..I'm not able to get the spreadsheet.is there any other way I can get it pls?
Hi Ann,
Did you receive the link in the email?
If so, when you open the link to the Capacity Planning Spreadsheet you will need to make a copy before modifying it, as it is read-only. You can do this by logging in with your Google account and clicking 'File' and then 'Make a copy'.
If you have any issues let me know :)
Thanks,
Richard
Hi, please do we also create subtask when using velocity-based capacity planning or subtask are meant to be use only in time based approach since the original estimate is in time?.
Hi @erhkpage6864, you can certainly use sub-tasks when using a Velocity-based approach as well. The advantage of sub-tasks is that they allow a single Product Backlog item (PBI) to be assigned to multiple people, and have greater transparency over the distribution of work to complete a PBI.
So, the answer of how to manage capacity in Jira is "you can't". Not without extensions/plug-ins built by someone else?
Hi Mark, sorry about the delayed reply! Yes that's right, Jira doesn't provide an ability to manage capacity but there's several third party apps on the Marketplace which can help with doing so.
This may be covered in a video I haven't gotten to yet, but when breaking out subtasks, how do you ensure that one developer does not get overloaded with too much work? My team sets points to each of the subtasks so that we know how much each individual contributor is taking on during a sprint. I didn't see anything like that in this explanation though, so I'm curious what your recommendation is.
Hi Brian, great question! I didn't mention it explicitly in the video but I use the Capacity Spreadsheet to do this.
If you watch from 25:37 (ruclips.net/video/94sqZadKOFI/видео.html) you'll see that I add the hours allocated to the bottom section, and what happens is the "Hours Remaining" box will turn red if a person is over-allocated. If you're interested you can download and check this out on the spreadsheet: axisagileapps.com/capacityplanningspreadsheet/
Hope it helps and let me know if you have any other questions :)
Thanks!
Richard
Hi, i have a question. for the filter- you used "sandbox" sorry what does that mean and where you got it from
Hi Ruth, that was the name of my project in Jira (i.e. Project="My sandbox"). You'll need to substitute this with the name of your project. I like to use the word "sandbox" for projects that I'm using to experiment with, and play with features.
Where does the word come from? You might call it a "Sand pit" instead, but it's typically a box filled with sand that kids play around in :) For example check out this link heavy.com/toys/best-kids-sandboxes/
Hope that makes sense, and thanks for watching! :)
Thank you for always sharing. Please do video on time tracking, time log/work log, time spent vs time remaining and tempo. Much appreciated
Thanks Dayo! We’ll add that one the the video backlog :)
Hi Dayo, do you have a copy of the capacity spread sheet ?
@@lolaaj574 is it for this video or the one l created myself...which one are you after??
Hi dayo, did you figure this out yet? Tracking time (time spent Vs time remaining)
@@lolaaj574 yes l figured out cos l use this in my work place.
How do you set up the link pages to the confluence page? The step needs to be explained.
Hi Grace! Good question, you can see an explanation here: ruclips.net/video/moSvlJxf6S8/видео.htmlfeature=shared&t=602
Let me know if you have any other questions :)
Thanks!
Richard
Please Can I get a direct link to download the sprint planning spreadsheet. The link in the description has not worked for me
Hi Stanley, sorry about that! We have fixed the link in the description, but to save you from going back to it you can click here: axisagileapps.com/capacityplanningspreadsheet/
thank you very much really you are a good teacher 😊✌
You are welcome! Thanks Mahdi :)
What should be my estimation approach, if I'm adopting sprint approach with a brand new team having no previous experience with Agile Scrum ?? Most of them are rather not comfortable with Story Point concept itself.
Hi Amit, great question. With a new team I always suggest being clear on why your asking them for estimates, and what's in it for them. The big benefits for your team are:
1) To help them create a more realistic plan for the Sprint, and there will be less stress/pressure on them.
2) To help them manage expectations with stakeholders, building trust and confidence.
Once they understand the benefits, then it's important to make the team feel comfortable with providing estimates. I suggest letting the team know it's ok to get the estimates wrong but they should aim to learn, and get better at estimation each Sprint.
I hope that advice helps, and let me know if you have any other questions :)
Richard
Good afternoon brother, I have been testing the spreadsheet and I have 2 questions.
1. I noticed that the column for Person 3 has some problems first the allocated time and remaining time do not adjust accordingly when tasks are assigned to person 3 please can you check if this is a bug. Secondly, when I add additional columns for more team members the calculations do not work. Please how can I add more members and still have the automated calculations. Thanks
Hey Samuel!
The spreadsheet uses the "SUM" function to total the hours. You'll notice this when you click on the cell and it will have a function like "=SUM(F4:F18)". It sounds like you might be new to Google Spreadsheets, so my suggestion is to checkout some of the tutorials online and you'll be able to update and customise the spreadsheet. Don't worry, it's pretty easy to get the hang of :) To get you started, here's a good link describing how the "SUM" function in Google Spreadsheets work:
www.lifewire.com/how-to-quickly-sum-columns-or-rows-of-numbers-3123871
Hope it helps!
Richard
Hi Sam,could you pls send me the spreadsheet as I am having problems getting it from here..thank you
Hi, thanks for an awesome video. I downloaded the template but I can't use it because it is on view-only mode and it asked me to contact the owner for access to edit. I have since done that but no reply from the owner please can you help?
Hi Samuel,
Thanks for letting us know. We replied to your request via email, perhaps it went to your spam folder?
With the Capacity Planning Spreadsheet you will need to make a copy before modifying it, as it is read-only. You can do this by logging in with your Google account and clicking 'File' and then 'Make a copy'.
If you have any issues let me know :)
Thanks!
Richard
Thanks for this reply but I just got more confused
Thank you so much brother I have figured it out. You are a life saver. Please I have another question if I want to add more sub-tasks how do I generate more rows? Thanks again
Please brother can you reply, thanks
Hi Samuel, sorry for the delayed reply. To add more sub-tasks on the Google Spreadsheet I typically highlight the row by clicking on the row number (left side), right click and then select "+1 row below". However I know that explanation can be confusing without some images, so you can also checkout this link which shares a few different ways rows can be added:
www.spreadstack.com/insert-multiple-rows-in-google-sheets/
If you need any more help, just let me know! :)
Good afternoon brother, please I have a question. I noticed that when I share the capacity planning spreadsheet all the changes disappear and it goes back to the default figures. How can I resolve this? Secondly, if I share this spreadsheet with my team members how can they all make changes on the same spreadsheets
Hi Samuel, that’s strange, the changes should not disappear. How did you share it?
The Capacity Planning Spreadsheet is a GoogleDoc, so you can use the following instructions from Google on how to share it with your team:
support.google.com/a/users/answer/9305987?hl=en
Sorry for the delay it is now working I can now share it. Thanks
Where I can find this template
Hi Vilsonalda,
You can find the template here: axisagileapps.com/capacityplanningspreadsheet/
Hope it helps!
Richard.
How conservative would you need to be with this kind of Sprint planning for a new scrum team who are also relatively new to JIRA?
Is it appropriate to usher the team through this planning process even if you as the PM/SM are the only one who is truly comprehending it? Or, is it better to scale back this planning complexity to a level in which the team also understands it and then add complexity as the team progresses through Sprints?
Also, I am eagerly awaiting your next video. Any update on when it may be released?
Hi Luke, sorry for the delayed reply. In terms of being conservative, I prefer teams to try and be as realistic as possible rather than overly cautious. I like to let the team know that it's fine if they get it wrong, we just need to review the result and discuss how we will improve our estimations moving forwards.
With regards to the process, it's best to ensure the team understands why it's being used, and what benefit it is to them. I.e. I typically focus on the fact that they will create a more realistic plan, which is more likely to be achieved, giving them a feeling of success. It will also send a positive message to stakeholders. I.e. the team plans and estimates well. If you feel that the process may be overwhelming for the team, than yes, start with a simpler version and gradually add in more complexity.
We're aiming to publish one this week :) And also looking at how we can create videos more frequently.
How do you normally use Epics in Jira. this series of videos you used stories and sub tasks ...... how do you use epics?
Hi Sanushka, in Jira Epics represent a collection of Product Backlog items. So they're great for signifying larger pieces of work that are going to take several Sprints to deliver. This helps both the team and stakeholders understand how the project is progressing, and what the team is working on, from a higher more broader perspective. For a more detailed explanation you can check out my video on the Product Backlog here:
ruclips.net/video/hUhSpY1W6nk/видео.html
Hope it helps!
Richard
Not able to download the Capacity Planning spreadsheet.
Hi Shailaja,
With the Capacity Planning Spreadsheet you will need to make a copy before modifying it, as it is read-only. You can do this by logging in with your Google account and clicking 'File' and then 'Make a copy'.
If you have any issues let me know :)
Thanks,
Richard
Hi Thank you. can you share spread sheet so I can download
I tried to download the spreadsheet but I think the page is corrupt
Hi Lola,
With the Capacity Planning Spreadsheet you will need to make a copy before modifying it, as it is read-only. You can do this by logging in with your Google account and clicking 'File' and then 'Make a copy'.
If you have any issues let me know :)
Hi Lola, we double checked the link to download and noticed our ssl certificate has expired and that’s probably why your seeing an error on the page. We will rectify this asap.
@@AxisAgileApps thank you
Hi Lola, the issue has now been resolved. You can download the Capacity Planning Spreadsheet from the url below:
axisagileapps.com/capacityplanningspreadsheet/
Let me know if you have any problems accessing it :)
Thanks,
Richard
@02:51 a Glass top desk with white marks. I know what this corporate professional is up to XD
(Sorry, had to say it!)
haha I am very impressed with your attention to detail Luke! :)
@@AxisAgileApps I watch all content once at 1.25 speed and then a second time at 1.75 speed. Plenty of time to pick up on 'easter eggs'!
Please correct the following understanding:
1. Product Backlog is created by the PO and the SM
2. Product refinement is performed by PO,SM & team (may include subject matter experts etc) this includes story estimates (hrs or story points etc), priority and sufficient detail - DEEP
3. Sprint Planning by SM & team based on hrs or velocity
4. Sprint ready
Questions:
Q1. The video does not talk about allocation of time for these items - should we create a Sprint 0 to do this or should it be included in the Sprint 1 timeline?
Q2. What happens to in completed story within a sprint
Q2.1 do you only add Story points to the sprint of completed stories or completed tasks within a story (does Jiri account for task estimates?)
Q2.2 do the remaining tasks move back to the product backlog?
Hi Rakesh, I've answered those questions in your comment on the previous video :)
Good afternoon please can you reply when you can, thanks
Hey Samuel, answer on previous comment :)
This is just waterfall with extra steps.
hah thanks for the comment Kartoffel. I think I know why you think that, but rather than making assumptions, what parts of the process do you feel are the same/similar to waterfall? Then I can share with you how this differs :)
@@AxisAgileApps I had a reply to this but it's disappeared. It was about mixing time and points together and management just referring to timings vs understanding effort. Anyway this is more of a capacity planning video.
Keep up the good work.
Thanks Kartoffel, sorry I didn't see your earlier message, but I understand what you mean. I'll be creating a video on managing stakeholder expectations in future :)
Hi, good afternoon. Please can you reply to my message, thanks
Hi Samuel, sorry for the delayed reply. To add more sub-tasks on the Google Spreadsheet I typically highlight the row by clicking on the row number (left side), right click and then select "+1 row below". However I know that explanation can be confusing without some images, so you can also checkout this link which shares a few different ways rows can be added:
www.spreadstack.com/insert-multiple-rows-in-google-sheets/
If you need any more help, just let me know! :)
Thank you so much, brother. So helpful.
@@PMulti Our pleasure :)