TemplateFREE⏱️ 20 minutes
Backlog Grooming Template for Agile Teams
A backlog refinement session agenda with story preparation checklist, estimation guidelines, and prioritization criteria for agile teams.
Updated 2026-03-04
Backlog Grooming
| # | Item | Category | Priority | Owner | Status | Notes | |
|---|---|---|---|---|---|---|---|
| 1 | |||||||
| 2 | |||||||
| 3 | |||||||
| 4 | |||||||
| 5 |
#1
#2
#3
#4
#5
Edit the values above to try it with your own data. Your changes are saved locally.
Get this template
Choose your preferred format. Google Sheets and Notion are free, no account needed.
Frequently Asked Questions
How often should we groom the backlog?+
Once per week for most teams running two-week sprints. Schedule it mid-sprint (Tuesday or Wednesday) so stories are ready by next sprint planning. Teams with shorter sprints (one week) can groom twice per sprint if needed. The [Scrum vs. Kanban comparison](/compare/scrum-vs-kanban) discusses how both frameworks handle backlog management.
How many stories should we groom per session?+
5-8 stories in a 45-60 minute session. This is enough to keep the "Ready" buffer at 1.5-2x sprint capacity without overwhelming the team. If you are consistently grooming fewer than 5, your stories are too large or your discussions are too deep.
What is the difference between backlog grooming and sprint planning?+
Grooming is about understanding and estimating stories. Planning is about selecting stories for the sprint and committing to a sprint goal. Grooming happens mid-sprint; planning happens at the start. A well-groomed backlog makes planning faster because the team already understands the stories.
Who should facilitate backlog grooming?+
The [product manager](/glossary/associate-product-manager) typically facilitates because they own the backlog priority. However, a senior engineer or scrum master can co-facilitate to keep discussions on track and prevent the PM from dominating the conversation.
Should we re-estimate stories that were groomed weeks ago?+
Yes, if the context has changed (new technical information, design changes, scope adjustments). Otherwise, the original estimate stands. Re-estimating everything every session wastes time. Just flag stories where the estimate feels wrong and discuss those.
Related Tools
Sprint Velocity Tracker
Track sprint velocity and predict delivery timelines from historical data.
AI User Story Generator
Generate user stories with acceptance criteria from a feature description.
AI Retrospective Generator
Turn retro notes into structured summaries with action items.
WSJF Calculator
Weighted Shortest Job First scoring for SAFe and Lean teams.
Explore More Templates
Browse our full library of PM templates, or generate a custom version with AI.