Who Does the Work To Make Sure Product Backlog Items Conform to the Definition of Done
In Scrum, the phrase "Done" carries significant weight. But without a shared understanding of what "done" truly means, teams risk delivering incomplete work, frustrating stakeholders, and accumulating technical debt. So, what is required when a Scrum team says a product backlog item is done?
Let’s break it down by exploring the Definition of Done (DoD), its importance, and how teams can ensure alignment with this critical concept.
Understanding the Definition of Done (DoD)
The Definition of Done is a shared agreement within the Scrum team that outlines the criteria a product backlog item must meet to be considered complete. It ensures that when a team says something is "done," it meets a consistent quality standard and is ready for delivery or release.
The DoD is not a one-size-fits-all checklist—it varies based on the team, the product, and the organization. However, it typically includes criteria such as:
- Code is written, peer-reviewed, and tested.
- Documentation is updated.
- The feature meets all acceptance criteria.
- The work has been integrated and is functioning in a production-like environment.
The key is that the DoD is transparent, measurable, and agreed upon by all team members.
Why the Definition of Done Matters
When a Scrum team says a product backlog item is "done," it signals that the work is ready to deliver value. Without a clear and robust DoD, teams risk:
1. Misaligned Expectations
Team members may have different interpretations of "done," leading to incomplete or low-quality work.
2. Technical Debt
Skipping essential steps like testing or documentation can create technical debt, slowing future progress.
3. Customer Dissatisfaction
Delivering work that doesn’t meet quality standards can lead to rework, delays, and frustrated stakeholders.
4. Inefficiencies
Teams may waste time revisiting incomplete work, reducing overall productivity and throughput.
A solid DoD ensures that "done" means done-done—work that is complete, high-quality, and ready to deliver value.
What is Required for a Product Backlog Item to Be "Done"?
Here’s what’s typically required when a Scrum team says a product backlog item is done:
1. Meeting Acceptance Criteria
- Each product backlog item should have clearly defined acceptance criteria created by the Product Owner and agreed upon by the team. These criteria ensure the work delivers the intended value and meets customer needs.
2. Code Quality Standards
- The code must be written, peer-reviewed, and tested to meet the team’s quality standards. This includes unit tests, integration tests, and other testing required to ensure functionality.
3. Documentation
- Relevant documentation (e.g., for end-users or technical teams) must be updated to reflect the changes made. This ensures transparency and supports future maintenance.
4. Integration and Deployment
- The work must be integrated into the codebase without breaking existing functionality. For some teams, this may also include deploying the feature to a staging or production-like environment.
5. Non-Functional Requirements
- Non-functional requirements, such as performance, security, and usability, should be met as part of the DoD. These factors are critical for ensuring the product’s overall quality.
6. Stakeholder Review (Optional)
- Some teams may include stakeholder feedback or a demo as part of their DoD to ensure alignment with expectations.
How to Align the Team on the Definition of Done
To ensure consistency and clarity, the Scrum team must collaborate on defining and refining their DoD. Here are some steps to align on what "done" means:
1. Collaborate During Sprint Planning
- Use sprint planning to review the DoD and ensure everyone understands the criteria for each backlog item. This is also an opportunity to adjust the DoD if needed.
2. Make the DoD Visible
- Display the DoD in a visible location, such as a team board or digital workspace, so it’s always top of mind.
3. Review Regularly
- Revisit the DoD during retrospectives to ensure it remains relevant and effective as the team evolves.
4. Use Tools to Track Progress
- Tools like Jira or Trello can help track progress against the DoD, ensuring transparency and accountability.
Example: Definition of Done in Action
Think of a Scrum team working on a new feature for a mobile app. Their DoD includes:
- The code is written, peer-reviewed, and passes all automated tests.
- The feature meets all acceptance criteria defined by the Product Owner.
- The app has been tested on multiple devices for compatibility.
- Documentation is updated to include the new feature.
- The feature is integrated into the staging environment without breaking existing functionality.
The result? By following their DoD, the team reduced post-release defects by 30% and improved stakeholder confidence in their delivery process.
Why the Definition of Done is Key to Agile Success
The Definition of Done is a cornerstone of Scrum—it ensures transparency, consistency, and quality across all work. When teams adhere to a robust DoD, they can:
- Deliver high-quality work that meets customer expectations.
- Reduce technical debt and inefficiencies.
- Build trust and alignment within the team and with stakeholders.
Empower Your Teams to Define "Done" Effectively
Don’t let unclear definitions hold your team back. At Berriault & Associates, we specialize in helping teams turn "done" into "done-done," delivering high-quality work that exceeds expectations. Through behaviour-driven coaching and tools like Everything DiSC™ and Five Behaviors™, we help teams deliver value consistently and confidently.
Ready to redefine what "done" means for your Scrum teams? Contact us today at 647-490-7515 or email jberriault@berriaultandassociates.com to learn more about our tailored workshops and coaching programs.
Let’s work together to ensure "done" means done-done for your Scrum teams.