Scrum Master Toolbox Podcast: Agile Storytelling from the Trenches Episode: BONUS Keeping Backlogs Lean With The Now-Next-Later-Never Roadmap Framework | Kent McDonald Host: Vasco Duarte Release Date: April 9, 2025

Introduction

In this special bonus episode of the Scrum Master Toolbox Podcast, host Vasco Duarte engages in an insightful conversation with Kent McDonald, a seasoned expert in software product development and agile strategy. Kent delves deep into the common pitfalls of backlog management and introduces the Now-Next-Later-Never roadmap framework as a solution to maintain a lean and effective backlog.

Why Backlogs Become Overwhelming

Kent begins by exploring the fundamental reasons why backlogs tend to become excessively large and unmanageable:

1. Work Avoidance Mechanism: Teams often add suggestions from stakeholders to the backlog as a way to placate them without any genuine intent to address these items. Kent explains, “...they’ll try and placate them by saying, oh, we’ll put that on the backlog. Basically it’s just a means of saying, you know what, yeah, we’ll get to it. And then they never do because they never had any intention of getting to it anyway” (02:22).

2. Premature Breakdown of Tasks: Teams sometimes split larger tasks into smaller chunks too early, driven by the need to estimate effort through methods like planning poker. This leads to an inflated backlog with items that may not be immediately relevant.

3. Backlog as a Dumping Ground: Both stakeholders and team members tend to continuously add ideas and requests to the backlog, causing it to become a repository of unattended and stale items.

Introducing the Now-Next-Later-Never Roadmap Framework

To combat these challenges, Kent introduces the Now-Next-Later-Never (NNLN) roadmap framework, inspired by Jana Bastow of Prod Plan. This approach redefines how teams organize and prioritize their work:

• Now: Current tasks the team is actively working on.
• Next: Upcoming tasks intended to be addressed once capacity allows.
• Later: Potential future tasks with no immediate commitment.
• Never: Explicitly rejected items to prevent unrealistic promises.

Kent elaborates, “The now category is this is the stuff the team is actively working on right now that we’re building and we’re attacking those things” (04:14). This framework emphasizes grouping tasks based on their relative timing rather than rigid release plans, offering flexibility and clarity.

Implementing the Now-Next-Later-Never Framework

Vasco seeks clarification on the structure of the NNLN framework, comparing it to a Kanban board. Kent responds by describing it as a "reverse Kanban board," where the Now column is on the left, progressing to Next and Later on the right. He suggests that limiting the number of items in each column is crucial to prevent overflow and maintain focus.

Kent emphasizes expressing backlog items in terms of outcomes rather than specific features. “As an example, what I’m working on right now... the actual item is listed as making pricing more flexible” (10:16). This outcome-focused approach allows teams to remain adaptable and apply their expertise to solve problems effectively.

Maintaining a Manageable Backlog

Vasco raises concerns about keeping the NNLN roadmap updated and preventing the Now column from becoming bloated. Kent advocates for regular reviews, ideally on a monthly basis, to reassess and adjust the roadmap based on current priorities and business conditions. He notes, “We made it a practice to kind of visit the Now Next Later roadmap explicitly, roughly monthly” (16:50).

Moreover, Kent highlights the importance of setting strict criteria for what qualifies for each column, ensuring that only tasks aligned with the team's capacity and strategic goals are included.

Practices and Guardrails to Prevent Backlog Bloat

Kent shares practical strategies to maintain a lean backlog:

1. Severe Filtering for Backlog Entries: Implementing stringent criteria for adding items to the backlog ensures that only essential tasks are included. Kent mentions, “having a pretty staunch filter as far as what can actually get on the backlog in the first place” (29:58).

2. Avoiding 'Shovel-Ready' Backlogs: Contrary to the advice of having multiple weeks' worth of ready-to-go backlog items, Kent warns against over-preparing, as it leads to stale and outdated tasks. “They get stale and they expire... backlog items... are closer to milk or eggs than fine wine” (32:01).

3. Collaborative Refinement: Engaging the team in discussions to determine the appropriate level of detail for backlog items fosters ownership and ensures that tasks are neither over-specified nor too vague.

4. Admitting and Addressing Overcommitment: Encouraging teams to acknowledge their limitations and focus on achievable goals prevents the backlog from becoming a mythological repository of unattainable tasks.

Recommended Resources

For teams seeking to delve deeper into effective backlog management, Kent recommends his own Substack newsletter, Inside Product, which features a series of articles dedicated to this topic. “I would suggest folks go out and sign up for Inside Product” (35:14). Additionally, he is active on LinkedIn, where teams can connect with him for further insights and guidance.

Conclusion

This episode offers invaluable insights into maintaining a lean and actionable backlog using the Now-Next-Later-Never roadmap framework. Kent McDonald’s expertise provides practical solutions to common agile challenges, empowering Scrum Masters and Agile Coaches to enhance their backlog management practices effectively.

Notable Quotes:

• Kent McDonald [02:22]: “...they’ll try and placate them by saying, oh, we’ll put that on the backlog. Basically it’s just a means of saying, you know what, yeah, we’ll get to it. And then they never do because they never had any intention of getting to it anyway.”

• Kent McDonald [10:16]: “As an example, what I’m working on right now... the actual item is listed as making pricing more flexible.”

• Kent McDonald [16:50]: “We made it a practice to kind of visit the Now Next Later roadmap explicitly, roughly monthly.”

• Kent McDonald [29:58]: “Having a pretty staunch filter as far as what can actually get on the backlog in the first place.”

• Kent McDonald [32:01]: “They get stale and they expire... backlog items... are closer to milk or eggs than fine wine.”

Connect with Kent McDonald:

• Substack Newsletter: Inside Product
• LinkedIn: Kent J. McDonald

This summary captures the essence of the conversation between Vasco Duarte and Kent McDonald, highlighting key points, actionable insights, and practical strategies for managing and maintaining a lean backlog using the Now-Next-Later-Never framework.