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Scrum meeting agenda template
Scrum meetings are the fixed meetings a Scrum team holds in every sprint, a period of one month or less with one sprint goal: sprint planning, the daily scrum, the sprint review and the sprint retrospective, plus backlog refinement, which the Scrum Guide treats as an ongoing activity rather than an event. Page 1 of this template has an agenda for each of the five: its purpose, who attends, the inputs, timed steps and the outputs. The maximum time boxes are the ones in the Scrum Guide 2020 for a one-month sprint; the minutes per step are an example for a two-week sprint. Page 2 is a sprint planning sheet (sprint goal, capacity, selected items and a burndown grid) and a retrospective sheet (last actions, went well, did not go well, try next, new actions). Page 3 is a worked example from a plant engineering team. The Excel version has the sprint goal and capacity per person, the sprint backlog with status and checks, a burndown with a chart, retrospective notes with votes and a retrospective action log with overdue status as of a date.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
When to use it
When to use a scrum meeting agenda template
- When a team starts working in sprints and wants the same structure for every meeting from the first sprint.
- When sprint planning or the retrospective keeps running long, or ends without a sprint goal or owned actions.
- When an engineering, maintenance or improvement team borrows scrum for project work, outside software.
- When a new Scrum Master or team lead takes over the meetings and needs a checklist to run them.
How to fill it in
- 1
Set the sprint length and the meeting times
Pick a sprint of one month or less, often two weeks, and put the five meetings in the calendar for the whole sprint, at the same times every sprint.
- 2
Plan the sprint: why, what and how
Agree one sprint goal, count each person's hours for sprint work after days off and other duties, select the items that serve the goal and fit the capacity, then break them into pieces of a day or less.
- 3
Hold the daily scrum at the board
Fifteen minutes, same time and place each working day. Look at progress toward the sprint goal, plan the day, and take blockers and long talks after the meeting.
- 4
Show the work at the sprint review
Show what is done against the definition of done, at the line or with the part, drawing or data. Take the stakeholders' feedback and update the product backlog.
- 5
Run the retrospective and log the actions
Check the last retrospective's actions, then what went well and what did not. Pick one to three changes, each with one owner and a due date, and put them in the next sprint backlog where they fit.
- 6
Refine the backlog before the next planning
Remove what is no longer needed, put the top items in order, split the big ones and let the people doing the work size them, so the next sprint planning starts with ready items.
Time boxes
How long each scrum meeting can take
The maximums are from the Scrum Guide 2020, for a one-month sprint; for shorter sprints the events are usually shorter. The right-hand column is the template's example for a two-week sprint: set your own.
| Meeting | Scrum Guide 2020 | Example, two-week sprint |
|---|---|---|
| Sprint planning | Up to 8 hours for a one-month sprint | 120 minutes |
| Daily scrum | 15 minutes, at the same time and place every working day | 15 minutes |
| Sprint review | Up to 4 hours for a one-month sprint | 60 minutes |
| Sprint retrospective | Up to 3 hours for a one-month sprint | 60 minutes |
| Backlog refinement | An ongoing activity, not an event, so no time box | 60 minutes once a sprint |
Sprint planning
- Scrum Guide 2020
- Up to 8 hours for a one-month sprint
- Example, two-week sprint
- 120 minutes
Daily scrum
- Scrum Guide 2020
- 15 minutes, at the same time and place every working day
- Example, two-week sprint
- 15 minutes
Sprint review
- Scrum Guide 2020
- Up to 4 hours for a one-month sprint
- Example, two-week sprint
- 60 minutes
Sprint retrospective
- Scrum Guide 2020
- Up to 3 hours for a one-month sprint
- Example, two-week sprint
- 60 minutes
Backlog refinement
- Scrum Guide 2020
- An ongoing activity, not an event, so no time box
- Example, two-week sprint
- 60 minutes once a sprint
What's on each agenda
The five scrum meeting agendas, step by step
One agenda per meeting, in the order of a sprint. On the sheet each step has example minutes for a two-week sprint and a done box, next to the meeting's purpose, who attends, inputs and outputs.
Sprint planning
Why this sprint is worth doing, what can be done, and how it will get done
- 1Product Owner: the product goal and the top of the product backlog
- 2Why: agree one sprint goal that says what this sprint is for
- 3Capacity: hours each person has after days off and other work
- 4What: pick the items that serve the goal and fit the capacity
- 5How: break each item into pieces of work of one day or less
- 6Read back the sprint goal and sprint backlog; check everyone agrees
Daily scrum
Check progress toward the sprint goal and plan the next day
- 7Look at the board or the burndown: are we on track for the sprint goal
- 8Each person: what I will do today toward the goal, and what is in my way
- 9Agree today's plan; take blockers and longer talks after the meeting
Sprint review
Look at what was done and decide what to do next, with stakeholders
- 10The sprint goal and what is done, against the definition of done
- 11Show the work itself: at the line, the part, the drawing or the data, not slides
- 12Stakeholder feedback and what has changed around the team
- 13Update the product backlog and agree what comes next
Sprint retrospective
Find ways to raise the quality and effectiveness of the team's work
- 14Check the last retrospective's actions: done, and did they help
- 15What went well: people, ways of working, tools, the definition of done
- 16What did not go well: the problems, and how they were or were not solved
- 17Pick the one to three changes that would help most
- 18One owner and a date for each change; add it to the next sprint backlog
- 19Read back the actions and close on time
Backlog refinement
An ongoing activity, not a Scrum event: keep the next items ready
- 20Remove or merge items that are no longer needed
- 21Product Owner puts the top items in order of value
- 22Split large items into smaller ones that fit in a sprint
- 23Add detail and acceptance checks; the people doing the work size them
- 24Check the top items are ready for the next sprint planning
A filled-in example
Illustrative, not a benchmarkAn example: a plant's process engineering team of five runs sprint 14, two weeks from October 5 to 16, 2026, with the sprint goal of a new changeover sequence for line 4, written and trialled once on the line. The team estimates in hours (illustrative numbers).
- Capacity: 10 × 6 + 9 × 5 + 10 × 4 + 10 × 3 + 10 × 2 = 195 hours for sprint work across the five people.
- Planned: 9 items, 160 hours, which is 160 ÷ 195 = 82% of capacity, leaving room for breakdowns and support work.
- Burndown: 160 hours left on days 1 and 2, then 144, 132, 132, 102, 58, 44, 26 and 26, falling as each item is done.
- Done: 7 of 9 items, 134 of 160 hours (84%). The training and the one-point lessons, 26 hours, went back to the product backlog.
- Retrospective actions on October 21: 3 of 5 done (2 on time), 1 open, and 1 overdue by 12 days.
The sprint goal was met: the new sequence was written and trialled on day 9. The retrospective found that line time for the trial came late, so booking line time at sprint planning became an action, done by the next planning.
Common mistakes
Planning to 100% of capacity
Breakdowns, support calls and meetings take hours every sprint. Count each person's real hours for sprint work, and leave room.
Turning the daily scrum into a status report
It is for the people doing the work to plan their next day toward the sprint goal, not to report to a manager. Problems get solved after it.
A sprint review that is only slides
Show the work itself, at the line or with the part or the data, and change the backlog based on what stakeholders say.
Retrospective actions nobody owns
A list of good ideas with no owner or date changes nothing. Pick one to three, give each an owner and a date, and check them first next time.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite, Lean Studio is a shared whiteboard with 30 ready-made lean boards, among them a Kanban Board, a Start / Stop / Continue retrospective board and a Kaizen Action Tracker, and live KPIs can sit on the same board.
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Scrum meeting agenda template: common questions
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