There is always more to do and we can’t get it all done. We should be selective. A light backlog is a happy backlog.
Try to keep no more than 2 or 3 active tasks in our queue at a time per person. If we try to plan too far in advance, then we’re likely to burn out.
Requests should be actionable. If a project request doesn't have sufficient details or advance OKRs, it's okay to deny the request until those problems are alleviated.
Estimate capacity based on people-hours per quarter, and work your way back from there. Always leave buffer space, and remember to account for time off. 1 point is a small task, 2 points medium, 4 points lg, 8 points xl, 16 xxl, etc
36 points of capacity per person per quarter
9 planned projects max per person per quarter, or roughly 3 per month.
|Requested||New requests go here. There is no promise of delivery.|
|Needs Refinement||We will be unable to work on this until the request has been clarified.|
|Sorted||This isssue is ready to be worked on and has been assigned a priority relative to other tasks in the backlog.|
|In Progress||This is actively being worked on.|
|Blocked||Despite having assigned resources, something is preventing us from working on this.|
|In Review||Before we release anything, it needs to be reviewed by someone other than the contributor. No exceptions. Ideally it would be reviewed by a designated stakeholder and QA.|
This chart will help with understanding urgency levels.
|The website is down, PII is being exposed, or some equally serious emergency needs to be taken care of.||We plan to work on this ASAP. As a result, the release of other projects WILL be delayed.|
|An unforeseen time-sensitive request needs to be done this release cycle AND will require no more than 50 minutes of implementation time.||We will be working overtime, and you will be buying drinks.|
|A project was requested without enough time, but we still want something before a hard deadline.||Either this project gets reduced in scope or it gets canceled.|
|A new project requested for completion during this quarter, no more than 1.5 months into the quarter.||IF we work on this request, you will assist us with determining which projects to remove from our queue. We can't add work to a quarter in progress without removing work. We will not be held responsible for negative impacts to other OKRs by this project.|
|This project is being requested through our normal planning process.||Higher quality projects with happier implementors.|