what is required when a scrum team says a product backlog item is done

3 min read 15-11-2024

what is required when a scrum team says a product backlog item is done

Defining "Done" for a Product Backlog Item (PBI) is crucial for a Scrum team's success. Without a clear definition, the team's velocity becomes unreliable, and the product's quality suffers. This article explores the key requirements that should be met before a Scrum team declares a PBI "done." Understanding these requirements ensures transparency, accountability, and a consistently high-quality product increment.

Defining "Done": The Foundation of Scrum

The definition of "done" isn't a suggestion; it's a contract – a team agreement defining the criteria a PBI must meet before it's considered complete. This definition is not prescribed by Scrum; it's collaboratively created by the development team and should be visible to everyone involved. A shared understanding of "done" is vital for consistent work quality and predictability in the sprint.

Why is a Definition of "Done" So Important?

Transparency: Everyone knows what constitutes a finished item, preventing misunderstandings and disagreements.
Accountability: The team takes collective responsibility for delivering high-quality work.
Predictability: Consistent criteria allow for more accurate sprint planning and velocity estimation.
Quality: Ensures that each increment meets a predefined standard of quality and functionality.
Improved Collaboration: Promotes shared understanding and reduces conflicts between the development team and stakeholders.

Key Requirements for a "Done" PBI

The specific requirements in your definition of "done" will depend on your project and team. However, here are some common and crucial elements:

1. Code Complete and Functional:

All features implemented: The PBI's functionalities are fully implemented and tested.
Code reviewed: Peer code reviews should be conducted to identify potential issues early and ensure maintainability.
No known bugs: The development team has tested the functionality thoroughly, resolving any discovered bugs.

2. Testing & Quality Assurance:

Unit tests passed: Individual components are tested to ensure proper functionality.
Integration tests passed: The integrated components function correctly together.
System tests passed: The entire system works as expected within its environment.
User Acceptance Testing (UAT): Ideally, the product owner or stakeholders confirm the PBI meets their requirements.

3. Documentation:

Updated documentation: Any relevant documentation (e.g., user manuals, technical specifications) is updated to reflect the changes.
Code documentation: The code itself is well-documented to ensure understandability and maintainability.

4. Deployment Readiness:

Ready for deployment: The PBI is prepared for deployment to the appropriate environment (staging, production, etc.).
Deployment process defined: A clear process for deploying the PBI should be in place.

5. Meeting Definition of "Done" for the entire team:

Collective Ownership: Each team member understands and agrees to the definition of “done”.
Continuous Improvement: Regularly revisit and refine the definition of “done” to adapt to changing needs and best practices.

Addressing Challenges with the Definition of "Done"

Sometimes, unforeseen complexities arise. Here's how to handle them:

Scenario: A PBI is almost complete, but requires a small, dependent feature not originally planned.

Solution: Discuss this with the Product Owner. Consider whether to:

Break it down: Create a new PBI for the additional feature, adding it to the backlog.
Adjust the Sprint: If the additional work is minor and within reason, adjust the sprint to accommodate it. This requires transparency and communication with the team and stakeholders.
Defer it: Postpone the additional functionality to a later sprint if it doesn't significantly impact the value of the current PBI.

Maintaining a Consistent Definition of "Done"

Regularly reviewing and refining your team's definition of "done" is vital. As your project evolves, so will the requirements. Make sure this is a living document, adapting to new technologies, team learnings, and shifting project priorities. This ongoing review contributes to a more robust and reliable development process.

Conclusion: The Importance of a Well-Defined "Done"

A clear definition of "done" is more than just a checklist; it's the cornerstone of a successful Scrum implementation. By establishing clear criteria for completing a PBI, Scrum teams create transparency, accountability, and predictability, ultimately delivering higher-quality products. Remember, this is a collaborative process; involve your entire team in creating and maintaining this crucial element of your Scrum framework. Only when every item adheres to this definition can the team truly claim progress towards the sprint goal and the overall product vision.