5 popular scrum meetings (with agendas & templates)

Discover how scrum meetings and agile methodology can boost team productivity, streamline your projects, and boost efficiency. Includes free templates.


Craft Author: Tom Norman
Tom Norman

Picture this: the dawn of a new project. The excitement is palpable, yet so is the weight of responsibility. With an ever-expanding task list, diverse team roles, and tight deadlines, the landscape can quickly turn from invigorating to overwhelming. This is where agile methodologies, especially the Scrum framework, come into play. They offer a sense of structure in the often-chaotic process of managing a project. This article introduces you to five of the most popular scrum meetings and how they can empower your team to find focus and organization in your projects.

What are scrum meetings?

At its core, Scrum is a pillar of the broader Agile methodology, sharing a united ambition: effective, iterative project management. The Agile approach champions adaptability, rapid feedback, and collaborative effort. Scrum meetings, then, are purpose-driven ceremonies crafted with the Agile philosophy in mind. They ensure that teams not only tackle their tasks efficiently but also consistently realign with the project’s evolving goals. Through these meetings, collaboration is enhanced, bottlenecks are identified early, and a clear roadmap for the project’s journey is constructed.

Five Common Types of Scrum Meeting

1. Sprint planning:

At the start of every sprint, teams gather to chalk out their road map. Sprint Planning meetings are strategic sessions that ensure the upcoming sprint aligns with overarching project goals. During this time, tasks are broken down, goals defined, and efforts estimated. This clear vision and meticulous planning optimize the team’s capacity, ensuring each member is aligned and empowered for the sprint duration.

2. Daily standup

The daily standup is a ritual in which the team gather daily to share their updates from the previous day, discuss today's plan, and flag any blockers. The standup meeting is time-boxed to just 15-minutes to keep it focused and on-topic. These daily meetings keep everyone aligned and synchronized, ensuring potential issues are flagged early, and therefore maintaining project momentum.

3. Sprint review

As the sprint concludes, it's time for a show-and-tell. But the Sprint Review is more than just a showcase—it's a feedback loop. The team presents their accomplishments, allowing stakeholders an opportunity to weigh in. This engagement ensures that the team’s efforts align seamlessly with business objectives and provides a platform for continuous adaptability based on real-time feedback.

4. Sprint retrospective

Reflection is at the heart of growth. The Sprint Retrospective is where the team congregates to mull over the past sprint. They celebrate wins, identify areas of improvement, and strategize for the next iteration. This meeting not only fosters a culture of continuous improvement but also strengthens team bonds by promoting open communication, ensuring that recurring issues are identified and mitigation strategies are put in place.

5. Backlog refinement meeting

In the ever-evolving world of projects, the backlog is a living entity, continually adapting to the project's needs. The Backlog Refinement Meeting (also sometimes called a backlog grooming session) ensures that this entity remains well-organized and actionable. Teams collaborate to update, prioritize, and refine tasks, ensuring clarity on future sprints. This proactive approach ensures that when the next Sprint Planning comes around, the team hits the ground running, with a relevant and streamlined backlog at their fingertips.


Who is involved in a scrum meeting?

In the Scrum framework, distinct roles are defined to ensure smooth and effective operations. These individuals typically participate in Scrum meetings:

Product Owner

The Product Owner is the champion of the product’s value. They are the bridge between the development team and the stakeholders. By representing the voice of the customer and the business, they ensure that the team is always working on the most valuable features. They are responsible for managing the product backlog, which includes refining items, setting priorities, and making final decisions on what should be worked on during each sprint.

Scrum Master

Think of the Scrum Master as the guardian of the Scrum process. They are neither the team leader nor the project manager but act as a facilitator. Their primary responsibility is to ensure that the team adheres to Scrum practices and principles. They help remove any impediments the team might face, ensure meetings are productive, and work to maintain a positive and collaborative team environment.

Development Team

This is the engine room. Comprising of individuals who do the actual work—be it coding, designing, testing, or any other task related to product development—they are self-organized and collectively responsible for delivering potentially shippable increments at the end of each sprint. Unlike traditional setups, there are no hierarchies within this team; each member has an equal voice and contributes to the decision-making process.

Outside of these core roles, stakeholders and other interested parties might also be present, especially during the Sprint Review, to provide feedback and insights into the product's direction.

What are the benefits of scrum meetings?

Scrum meetings are not just routine gatherings; they serve as the pulse check and steering wheel of a project. Here are the multifaceted benefits they bring to the table:

Transparent Communication

Scrum meetings establish a culture of open dialogue. Everyone, from the developers to the product owner, is kept in the loop about project progress, challenges, and changes. This transparency ensures that all team members have a holistic view of the project, fostering trust and understanding.

Faster Problem-solving

By having regular touchpoints, like the Daily Standup, issues are identified in real-time. This timely detection means the team can address and resolve problems before they snowball, ensuring smoother and more efficient workflows.

Alignment with Business Goals

Through meetings like the Sprint Review, stakeholders are regularly involved in assessing the team's output. This constant feedback loop ensures that the product remains in line with business objectives and market demands, minimizing wasted effort and resources.

Enhanced Collaboration

Scrum ceremonies, especially the Sprint Planning and Backlog Refinement, encourage team members to voice their insights, concerns, and suggestions. This collective brainstorming and decision-making foster a stronger sense of ownership and unity within the team.

Continuous Improvement

The Sprint Retrospective is a testament to Scrum's dedication to growth and optimization. By reflecting on successes and areas of improvement after each sprint, teams are positioned to iterate and enhance their processes, leading to more efficient sprints in the future.

Clearer Prioritization

With a structured approach to task allocation and backlog management, teams can better prioritize their efforts. They ensure that they're always working on the most impactful tasks, leading to faster delivery of value to the end-users.

5 Tips for Better Scrum Meetings

1. Establish Clear Objectives

Every Scrum meeting has a unique purpose. Whether it’s setting the tone for a sprint or reflecting on the past one, ensure the objective is clear from the outset. This not only sets the right expectations but also helps participants come prepared, maximizing the meeting's efficiency. For instance, during a Sprint Retrospective, the objective could be to identify at least three areas of improvement for the next sprint.

2. Time-box Your Meetings

Scrum values time efficiency, and this principle extends to its meetings. Adhering strictly to set durations—like 15 minutes for a Daily Standup—helps keep discussions focused and ensures that meetings don’t overrun and disrupt other tasks. Having a visible timer can be a useful tool to keep everyone on track.

3. Foster Open Communication

The essence of Scrum meetings lies in open dialogue. Encourage every participant, irrespective of their role, to share their insights, concerns, and suggestions. This inclusivity not only taps into diverse perspectives but also ensures that potential challenges are identified and addressed collectively. Scrum Masters can set the tone by creating a safe environment where everyone feels valued and heard.

4. Stay Agile and Adaptable

While structure is crucial, Scrum's spirit is adaptability. If something in the meeting process isn't working or proves redundant, be ready to adjust. Regularly solicit feedback on the meeting structure and format, and iterate based on the team's needs. For instance, if the team finds the Sprint Review too lengthy, consider restructuring the presentation format to make it more concise.

5. Use Craft to Level-Up Your Meeting Notes

Craft is a powerful document editor that makes it really easy to create meeting agendas and take meeting notes (and distribute these notes to your team). Built to be quick, intuitive and well-designed, Craft documents are the perfect way to capture important meeting notes that you actually refer to later. Explore more meeting notes templates in our template gallery.


Rooted in adaptability, collaboration, and continuous feedback, Scrum provides a structured yet flexible framework to navigate the complexities of today's dynamic business landscape.

Scrum meetings are purposeful ceremonies that drive alignment, foster open communication, and keep teams laser-focused on delivering value. From the meticulous planning at the beginning of a sprint to the reflective retrospectives at its end, these meetings ensure that every step is calibrated towards achieving the overarching project goals.

Scrum templates