Scrum Master Toolbox Podcast: Agile Storytelling from the Trenches

Episode: Xmas Special: Keep Your Backlog Microscopic - The #NoBacklogs Revolution With Vasco Duarte
Host: Vasco Duarte, Agile Coach, Certified Scrum Master, Certified Product Owner
Release Date: December 26, 2024

In this festive special episode of the Scrum Master Toolbox Podcast, host Vasco Duarte delves into a pressing issue that plagues many Agile teams: the ever-expanding backlog. Titled "Keep Your Backlog Microscopic - The #NoBacklogs Revolution", Vasco offers insightful strategies to transform burdensome backlogs into streamlined, manageable tools that enhance team focus and productivity.

1. Introduction to the Backlog Dilemma

Vasco opens the episode by highlighting a common frustration within Agile teams—the "monster backlog." He likens excessive backlogs to cluttered storage boxes filled with outdated cables and devices, emphasizing how backlogs can become repositories for ideas that never see the light of day:

"Turned our backlogs into what might be considered the digital equivalent of that box in the storage where you put all of the old phone chargers, the USB cables, the old routers, just because they might be useful someday."
[00:30]

2. The Story of Juha and His Overloaded Backlog

To illustrate the severity of the problem, Vasco shares the real-life story of Juha, an IT department manager at a media organization. Juha believed his team was in control until Vasco observed that their daily meetings were inundated with items not present on the Sprint board. This realization led to a shocking discovery:

"Over the next few weeks, we found out that this team had 121 epics in their backlog. 121. At their rate of delivery, this meant about five years of work."
[02:45]

Juha's backlog had morphed from a strategic tool into an overwhelming burden, hindering the team's ability to deliver effectively.

3. The Impact of an Inflated Backlog

Vasco emphasizes that Juha's predicament is not an isolated case. Many organizations struggle with backlogs that grow unchecked, leading to:

• Decreased Productivity: Teams are haunted by a never-ending list of tasks, causing prioritization paralysis.
• Loss of Focus: Critical items get buried under less relevant tasks, diluting the team's efforts.
• Emotional Strain: The backlog becomes a source of stress, akin to packing for a move with years' worth of accumulated items.

4. Introducing the Microscopic Backlog Concept

Vasco proposes a radical yet effective solution: maintaining a backlog limited to the next two to three sprints. This approach ensures that the backlog remains a dynamic tool rather than a stagnant storage bin.

"Your backlog should only contain work for the next two to three sprints."
[08:15]

He addresses potential concerns about losing valuable ideas by suggesting alternative methods for capturing and managing them without overloading the backlog.

5. Managing Ideas Beyond the Immediate Backlog

To balance short-term focus with long-term vision, Vasco introduces a three-tiered framework:

• Short Term (2-3 Sprints): The immediate backlog contains actionable items that the team will tackle in the near future.

• Medium Term (6-9 Months):

  • Technology Strategy: Aligns the team's technical efforts with the organization's broader technological goals.
  • Problem-Centric Roadmap: Focuses on addressing specific customer or internal problems, guiding the team's medium-term initiatives.

  "A problem roadmap is focused on what are the problems, customer problems or internal, that we want to solve in the next six to nine months."
  [12:40]

• Long Term (Product Vision):

  • Establishes a clear vision of where the product is headed, providing a north star that aligns daily tasks with future objectives.

  "A vision allows us to understand how what we work on today fits into the future vision of the product."
  [15:00]

This layered approach ensures that the team remains focused on immediate priorities while still having visibility into future directions without being bogged down by an exhaustive backlog.

6. The Analogy: Backlogs as Perishable Items

Vasco draws an analogy between backlog items and perishable goods like milk:

"Look at backlog items as milk, right? There's a best before date. If it goes beyond that, the backlog item isn't useful anymore."
[18:25]

This perspective underscores the importance of regularly reviewing and pruning the backlog to keep it relevant and manageable.

7. Implementing Backlog Management Practices

To translate this philosophy into practice, Vasco recommends:

• Regular Backlog Grooming: Schedule consistent sessions to evaluate and prioritize backlog items, ensuring only the most relevant tasks remain.

• Separate Repositories for Future Ideas: Use tools or documents to store ideas that may be valuable in the future but are not immediate priorities, keeping the active backlog lean.

• Clear Criteria for Item Removal: Establish guidelines for when and how to discard outdated or irrelevant backlog items, preventing accumulation over time.

8. Call to Action: Embrace the #NoBacklogs Revolution

Vasco concludes the episode by urging listeners to adopt the microscopic backlog approach as a transformative strategy for 2025. He emphasizes the benefits of reduced anxiety, enhanced focus, and improved team morale.

"Backlogs were created to help teams focus, not to give them anxiety attacks. And because of that, we really need to start putting these ideas into practice."
[22:10]

9. Invitation to the Global Agile Summit

As part of his commitment to fostering Agile excellence, Vasco invites listeners to the inaugural Global Agile Summit in Tallinn, Estonia, scheduled for May 18-20, 2025. He highlights the event's focus on real-life Agile practices, featuring workshops and discussions led by industry leaders.

"So if you want to see these teams and how they've handled the problem of large backlogs, you can join us at the Global Agile Summit in 2025 in Tallinn, Estonia."
[24:50]

Conclusion

This Christmas special serves as a timely reminder of the importance of maintaining a focused and manageable backlog. Vasco Duarte's practical insights and actionable strategies provide Scrum Masters and Agile Coaches with the tools needed to revolutionize their backlog management, fostering environments where teams can thrive without being overwhelmed by endless to-do lists. As we look toward 2025, embracing the #NoBacklogs Revolution promises to enhance productivity, clarity, and overall team well-being.

Key Takeaways:

• Limit Backlog Scope: Maintain a backlog that only spans the next two to three sprints to ensure focus and manageability.
• Separate Future Planning Tools: Use distinct frameworks for medium-term strategies and long-term visions to avoid backlog bloat.
• Regularly Prune the Backlog: Treat backlog items like perishable goods, removing outdated or irrelevant tasks to keep the list relevant.
• Embrace Structured Frameworks: Implement a three-tiered approach (short, medium, long term) to balance immediate actions with future planning.

Notable Quotes:

• "Your backlog should only contain work for the next two to three sprints." — Vasco Duarte (00:30)
• "A problem roadmap is focused on what are the problems, customer problems or internal, that we want to solve in the next six to nine months." — Vasco Duarte (12:40)
• "Look at backlog items as milk, right? There's a best before date. If it goes beyond that, the backlog item isn't useful anymore." — Vasco Duarte (18:25)
• "Backlogs were created to help teams focus, not to give them anxiety attacks." — Vasco Duarte (22:10)

For more insights and to connect with Agile practitioners worldwide, don't miss out on the Global Agile Summit in Tallinn. Visit globalagilesummit.com to secure your super early bird tickets and be part of the Agile transformation in 2025.

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