Meetings tend to start late, stray off topic, and go long****4

[Bryce13Reid]

Proposed Approach

• [ ] Improve structure of scrum ceremonies (list below)
• [ ] Book a meeting define team meeting norms (I'll book a meeting)
• [ ] Agree on updated pipeline process so that general concerns don't come up in meetings. (I'll book a meeting to review the process flow I've documented so far)

1. Refinement sessions
   1. We review stories that have had a first round refined, which means Colin has drafted it, Sandra, Kevin, Justin, and Liv have provide feedback. Then the entire team reviews it during backlog refinement, where it will be reviewed, updated, and estimated. Estimates completed before a team refinement meeting will be based on t-shirt sizing. Sm=32, Med=64, Lrg=96
2. Sprint Planning
   1. Process
      1. Review prior velocity
      2. Review team availability (holidays, etc.)
      3. Discuss incomplete stories or defects from the previous sprint. Exclude or prioritized.
      4. PO presents the list of Stories in priority order
      5. Each story is confirmed be "Ready"
      6. Missing tasks are added to each story
      7. Final round of estimation and confirmation
3. Stand ups
   1. The first 15 minutes - Only the following comments. We can say that I'd like to talk about during the second 15 minutes. But, the request is to have no conversation.
      1. What task I worked on yesterday - Zenhub ID/Summary
      2. What task I planned to work on today - Zenhub ID/Summary
      3. What is blocking me from completing my task described in 2.
   2. During the second 15 minutes
      1. Everyone will have heard the topics raised during the first 15 minutes, and have a choice to stay or not
      2. Sandra may request all of us to stay for an important update when she gives her yesterday/today update. But, it should be explicitly stated if we "need" to stay.
      3. I'll say the first 15 minutes is now down and folks are free to go
4. Retrospective 60 minutes
   1. 10 mins - review previous retro
   2. 15 mins - brainstorm
   3. 5 mins - dot voting
   4. 5 mins - conclude top items
   5. 25 mins - planning next steps to resolve top items