Sprint planning is a crucial phase in the Scrum framework, setting the stage for a successful sprint. To enhance this process, Scrum Masters can borrow techniques from Lean methodology, specifically the Lean 5S tool. This blog post will explore what 5S is, how it can be applied during sprint planning, and why it’s beneficial for your Scrum team.

What is 5S?

5S is a Lean tool designed to improve workplace efficiency and effectiveness through systematic organization and cleanliness. The 5S’s stand for:

1. Sort (Seiri): Remove unnecessary items and clutter from the workspace.
2. Set in Order (Seiton): Organize the remaining items for easy access and use.
3. Shine (Seiso): Clean the workspace and equipment regularly.
4. Standardize (Seiketsu): Establish standards and procedures to maintain order and cleanliness.
5. Sustain (Shitsuke): Make the 5S practices a habit and integrate them into daily routines.

Why Use 5S for Sprint Planning?

Applying 5S principles to sprint planning can help your Scrum team stay focused, organized, and efficient. Here’s why 5S is beneficial during sprint planning:

1. Clarity and Focus: By sorting and organizing tasks and priorities, the team can clearly see what needs to be done, reducing confusion and distraction.
2. Efficiency: An organized backlog and sprint plan mean less time spent searching for information and more time spent on productive work.
3. Consistency: Standardizing the sprint planning process ensures that everyone follows the same procedures, leading to more predictable and reliable outcomes.
4. Continuous Improvement: Sustaining the 5S practices fosters a culture of continuous improvement, which is essential for agile teams.

How to Apply 5S During Sprint Planning

1. Sort (Seiri)

Example: During sprint planning, go through the product backlog and remove any items that are no longer relevant or necessary. This helps to declutter the backlog and focus on the most important tasks.

Steps:

• Review the product backlog with the team.
• Identify and remove outdated or low-priority items.
• Prioritize the remaining items based on their importance and relevance to the sprint goal.

2. Set in Order (Seiton)

Example: Organize the tasks and user stories in the backlog in a logical order, ensuring that the highest priority items are easily accessible and well-defined.

Steps:

• Arrange tasks in the order of priority and dependencies.
• Clearly define each task and its acceptance criteria.
• Use visual management tools like Kanban boards or task lists to keep the tasks visible and organized.

3. Shine (Seiso)

Example: Keep the sprint planning workspace, whether physical or digital, clean and tidy. This includes ensuring that all tools and documents are up-to-date and easily accessible.

Steps:

• Regularly update the digital task boards and documentation.
• Ensure that all team members have access to the necessary tools and information.
• Maintain a clean and organized workspace for in-person planning sessions.

4. Standardize (Seiketsu)

Example: Establish a standardized process for sprint planning that the team follows every sprint. This might include a checklist or template to ensure all necessary steps are covered.

Steps:

• Create a sprint planning checklist or template.
• Define roles and responsibilities for each team member during sprint planning.
• Standardize the meeting agenda to include key activities like backlog refinement, task breakdown, and estimation.

5. Sustain (Shitsuke)

Example: Make the 5S practices a part of the team’s routine by regularly reviewing and improving the sprint planning process.

Steps:

• Conduct regular retrospectives to review the sprint planning process.
• Encourage team members to suggest improvements and share feedback.
• Reinforce the importance of 5S practices through training and reminders.

Practical Application: 5S in a Sprint Planning Session

Imagine your team is about to start a new sprint. Here’s how you can apply 5S to ensure a smooth and efficient planning session:

1. Sort: Begin by reviewing the product backlog and removing any irrelevant or outdated items. Focus on the high-priority tasks that align with the sprint goal.
2. Set in Order: Organize the remaining tasks in a logical order. Use a digital Kanban board to visually represent the tasks and their priorities.
3. Shine: Ensure that all necessary tools, documents, and information are up-to-date and easily accessible. Maintain a clean and organized digital workspace.
4. Standardize: Follow a standardized sprint planning checklist. Define roles and responsibilities, and ensure everyone knows the agenda and key activities.
5. Sustain: After the planning session, hold a retrospective to gather feedback and identify areas for improvement. Continuously refine the sprint planning process to make it more effective.

---

By integrating 5S principles into your sprint planning process, you can create a more organized, efficient, and productive environment for your Scrum team. This not only helps in achieving sprint goals but also fosters a culture of continuous improvement, essential for long-term success in agile methodologies.