OKR x SCRUM Workflow

Understanding Backlog Creation

• The Backlog is a prioritized collection of user stories and epics designed to help us achieve the Key Results defined during the OKR Barcamp.
• The Backlog's purpose is to provide a one-month execution plan until the next OKR Review, aiding in well-thought-out and prioritized task selection for sprint planning.
• Epics and user stories in the Backlog are arranged in a top-down by priority (top = high priority, down = low priority) speeding up execution during sprint planning.

Creating the Backlog

1. Prioritizing Key Results

• Select the Key Results to focus on for the current month in an open discussion. Use the following criteria as a guidance:
  • No preparatory work is needed to start achieving the Key Result.
  • Due to its strategic significance (as discussed in the OKR Barcamp) or the Key Result's complexity, it makes sense to start working towards its achievement.
  • Choose Key Results which’s effectiveness in achieving the Objective can only be measured after a delay following the completion of necessary Backlog Items. This ensures enough time within the OKR to iterate if needed.
  • A significant progression towards the Key Result is feasible within a month.
• Once you've selected the key results for the upcoming month, focus on creating relevant backlog items. Put non-prioritized backlogs aside for the time being.

<aside> 💡 FYI: It's not essential to complete all tasks for chosen Key Results within the month.

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2. Creating Backlog Items

<aside> 🤓 Click here for a fully-fledged template to create & prioritize your Backlog in Clickup.

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• Assign each Key Result to team members who will be instrumental in achieving it.
• These members then collaboratively develop the user stories and epics needed to reach the Key Result and document them in the backlog guided by the key result owner.
• User Stories are the tasks to be executed during the Sprint, unique as they are phrased to highlight the benefits a user will experience after task completion.
  • Some hacks to phrase good user stories
• Epics resemble projects as they usually involve multiple user stories and thus, have various team members assigned to them.
• Each user story or epic should:
  • Have a clear Definition of Done (DoD), to better assess the outcome, effort needed, and complexity
  • Have a team member assigned for the execution in upcoming sprints to provide accountability.
  • Be marked, if they have dependencies between Epics or user stories. This means identifying if one backlog item needs another to be completed before it can be executed, or vice versa.”
  • Be designed to fit within a single sprint. If an epic is too large, split it into several user stories, if a user story is too large, split it into sub-stories.

3. Backlog Prioritization

Backlog Example using Clickup Click here to view the detailed Backlog Example.

• Epics or user stories in the backlog are prioritized for upcoming execution by assigning 1-3 points (1=low, 3=high) based on their Business Value, Urgency, and Effort. This is crucial to focus on the right stories at the right time in the upcoming month.

  <aside> 💡 Only prioritize user stories when they are not part of an epic. Otherwise, prioritize the epics.

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