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PI planning is a powerful event that helps teams align around goals, business objectives, and customer needs. Traditionally, this quarterly gathering brought together large teams of more than 100 people, including software developers and stakeholders, to complete essential planning.

However, in our new world of work, virtual PI planning has become necessary. This shift presents its own set of challenges, such as implementing virtual tools, overcoming time zone differences, and coordinating employees who are accustomed to working on their own schedules. Not to mention the occasional tech glitches that may arise.

In this blog, we will explore the information technology industry as an example and delve into how they can benefit from PI planning. Discover the critical benefits of PI planning and provide strategies for successfully conducting hybrid PI planning. Whether you're a newcomer or an experienced master in agile practices, there's always room for improvement in optimizing your systems.

What is PI planning?

PI planning, or Big Room Planning planning, is typically a two-day event that brings together all of the teams on an agile release train, including product owners, facilitators, developers, and outside stakeholders. It’s traditionally a face-to-face planning session that, for some teams, puts more than 100 people in the same room to align on goals, business objectives, and an overall direction moving forward.

It’s part of a scaled agile framework that implements agile practices for enterprises. Agile teams use repeated workflows for informed planning, efficient execution, and continual delivery of stakeholder value.

Although PI planning events often take place in person, the increased number of remote teams has forced businesses to find hybrid solutions for this large-scale event.

Equip your remote, distributed or co-located teams for success with a digital tool for PI Planning.

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The benefits PI planning

Whether PI planning occurs in-person, online, or hybrid, this two-day gathering provides a number of critical benefits. It’s an integral part of SAFe that keeps businesses aligned on common goals and objectives, and it sets various teams on a strong path for upcoming sprints.

The PI planning event can bring numerous benefits. Here's 5 potential advantages for the information technology (IT) industry:

• Collaborative Environment: The PI Planning event provides a space where IT professionals from various teams and departments can come together to collaborate, brainstorm, and share ideas in a face-to-face setting.
• Cross-Functional Communication: IT often involves multiple departments (development, operations, support, etc.). The PI Planning event facilitates better communication and alignment between these departments, leading to more cohesive strategies.
• Focused Decision-Making: A dedicated event allows for focused discussions and decisions, reducing distractions that might arise in regular office settings.
• Rapid Problem Resolution: Complex IT challenges can be addressed more efficiently when all relevant stakeholders are physically present to discuss issues and propose solutions.
• Knowledge Sharing: Experts from different IT domains can share their expertise, leading to increased learning and skill development across the organization.

8 PI planning strategies

In order to ensure a successful PI Planning event you need to have some strategies in place to help teams effectively collaborate and align their efforts, whether they are co-located or working remotely. Here are some strategies to consider:

1. Set the date and agenda early

It is imperative to schedule the session well in advance, allowing team members to allocate the necessary time and prioritize their participation amidst their busy schedules. It is of utmost importance to encourage widespread participation in this planning session.

Providing a comprehensive agenda for the event is crucial for ensuring effective collaboration and alignment within teams. The agenda serves as a roadmap, guiding participants through the planning session and helping them prioritize their contributions.

By setting a clear agenda, teams can establish a shared understanding of the objectives, topics, and activities to be covered during the PI Planning session.

2. Set Clear Objectives

Before the PI Planning event, establish clear objectives and goals that you want to achieve. Communicate these objectives to all participants so that everyone is aligned and understands what needs to be accomplished during the event. This will help keep the focus on the desired outcomes and ensure a successful planning session.

3. Choose stellar tools that aid collaboration

Utilise visual tools to encourage active participation and facilitate visual representation of ideas and plans. Choosing the right tools can make a significant difference in enhancing productivity and promoting effective teamwork. The chosen tools should aid in organizing and structuring information, making it easier for team members to comprehend the work and dependencies, allowing the teams to collaborate in real time. It is essential to choose visual collaboration tools that are user-friendly, intuitive, and accessible to all team members.

Virtual whiteboards, such as Miro, are also a huge asset, as well as tools designed for PI Planning. If your team uses Jira, we recommend Easy Agile Programs. It’s a complete solution designed for distributed, remote, or face-to-face PI Planning.

4. Go in with a refined backlog

Do as much advance planning as you can so you can make the most of this planning event. Ensure the backlog is thoroughly refined and ready to go so no time is wasted during PI planning.

It’s a big commitment for so many people available at once, and it uses up a lot of working hours. Plus, your stakeholders are setting aside time for this meeting. A refined backlog that’s organized with appropriate details will keep everything running as smoothly as possible.

5. Don’t have people waiting around

Do all you can to ensure there’s a clear schedule that doesn’t leave anyone hanging around. That last thing you want is to waste people’s time. Ensure people know “where” they need to be and when. Triple-check that the appropriate people are assigned to virtual meetings, breakouts, and tasks. Advance planning and transparency will help ensure no one is left waiting or underutilized.

6. Utilize team breakouts

It’s unrealistic to have 100+ people working together in the same room or virtual space for two days straight. Can you imagine? 🤯

Breakout meetings composed of smaller groups are essential to a productive and effective planning event. Once again, it all comes down to advance planning. Your game plan doesn’t need to be completely rigid, but you do need a clear schedule, and leaders need to effectively organize breakout groups in whatever way makes the most sense for your team and desired planning outcomes.

TIP: Your tools can come in handy here, set up dedicated team planning boards to help facilitate conversations and capture the work. Below is an example of a Team Planning Board in Easy Agile Programs. What you are seeing is an example of how a team can create issues on their board and create any dependencies they might have in their team and between teams.

7. Expect the unexpected and roll with the punches (aka tech issues)

As with any large-scale meeting, nothing is going to run perfectly. You are bound to run into hiccups and tech issues. Rolling with the punches is the best you can do.

Test technology in advance — schedule time when your main speakers can do a test call with you. Go over requirements, and have them silence notifications and devices in advance.

Make sure everyone has the information they need to operate their tools and tech effectively, and as the leader of the event or a breakout session, have tech contingencies in place. What happens if your conferencing tool stops working? Do you have a backup? What if their Wi-Fi slows or goes down? Can they switch to a hotspot or can someone else take over?

8. Hold a retrospective so you can improve the next time around

Retrospectives ensure your processes continually improve. They provide an opportunity for feedback that will help make the next big planning meeting better.

Make sure you collect feedback and hear people out after the session. Ask people what they thought went well, what didn’t go so well, and what could be improved for next time. Use this information to improve the process for your next big room planning meeting.

Explore Easy Agile TeamRhythm

By following these strategies, you can facilitate effective collaboration and alignment within your teams during the PI Planning event.

PI planning with Easy Agile

No matter the size of your team, effective planning begins with using the right tools. Easy Agile builds products specifically designed for Jira users to help agile teams plan efficiently and effectively.

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Easy Agile Programs for Jira is ideal for helping remote or distributed teams effectively manage programs with streamlined visibility to deliver alignment at scale. Set PI objectives, visualize dependencies, and align the entire team with a simple-to-use and virtually accessible tool.

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There are many good reasons why so many scrum and agile teams are adopting story points.

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1. Fast estimation

User story points allow you to quickly estimate the work involved in each item on your backlog, and how much work you can get done in a sprint or release.

2. Build consensus and collaboration

If one team member estimates 5 story points, but another estimates 12, it's an opportunity for the team to discuss what work is involved.

One person may have a more efficient way of doing things, or the other person may have a better understanding of the steps involved in doing the work. This discussion will help them share ideas, create a common understanding, build consensus, and create a more accurate estimation.

Compare this to estimating time. If you ask each team member to estimate the amount of time involved in a task, you’ll get 5+ different answers. Timing depends on experience and understanding. But most team members will agree on the effort required to complete a story, which means you can reach a consensus and move on with your story mapping or sprint planning much more quickly.

3. No artificial deadlines

Estimating time instead of story points forces you to come up with an artificial deadline, which can create unnecessary pressure (and probably won't be all that accurate).

Story points more accurately and practically reflect reality. In most cases, there is no set deadline - only ensuring tasks are done efficiently and in the right order of prioritization.

4. Better planning and forecasting

Story points can help you plan better in advance. For example, if you know that Johnny is going on holiday for a week, you can adjust your sprint so that your team doesn't over-commit. Or you can find another way to increase your capacity, like bringing on another team member or reducing scope.

5. Zoom in on the details

Story points force your team to think through the work involved in an upcoming sprint, and consider what's realistic. It's a time for your details-oriented team members to shine - and time for your big-picture thinkers to understand what needs to happen to bring their plans to life.

6. Get commitment

When your team knows they can achieve what's planned and they’re confident in their velocity, it's easier to get them to commit to the work and follow through confidently.

7. Be more adaptable

If the team size changes (maybe you add a new member or someone moves to another role), you have a built-in system to update your velocity (i.e. how many stories you can complete in a sprint) and adapt your workload accordingly.

8. Be just accurate enough

Story points help you estimate what your team can get done in a given amount of time. This kind of accuracy means smoother releases that go to plan - and is especially valuable when you have multiple teams with multiple dependencies.

But at the same time, story pointing makes it clear that your work is only an estimation, and you're not committing to getting X done in Y amount of hours. You won't know how long something will take until you do it - there are nearly always unexpected things that pop up.

Other methods might give you more precise timing, but it’s not practical to spend 30 minutes discussing the work that goes into every single story on your backlog. It’s much more practical to assign an “accurate enough” number, plan your sprint, and get to work.

9. Better capacity planning

You might not be able to fit all your top priorities into a release, especially if they’re complex, risky, or time-consuming. But story points can help you easily identify one or two smaller stories to fill your capacity every sprint or release.

Using story points also encourages you to find ways to increase your team’s capacity (rather than working longer hours). If you can mitigate risk, find ways to reduce effort, and bring the right people in the room to make complex tasks more simple… you’ll be able to get through more stories, more quickly.

10. Measure and improve performance

Story points can help you measure and improve performance by asking your team questions like:

• Did you complete all the work assigned during the sprint?
• Is your velocity going up or down over time, as you get better at agile?
• Was your story points estimate accurate?
• If not, how could you optimize your team's performance and ensure you work or plan better together?

Does everything in your backlog need user story points?

Some teams don't assign story points to every item in their backlog. They might just assign them to the user stories. They might avoid assigning user story points to bugs that come up during the sprint, particularly if they're not related to any of the stories originally mapped to the sprint. This makes sense since it's often tricky to estimate a bug - some take very little effort to resolve, while others are quite complex.

Your backlog might also include smaller jobs or technical tasks that would take anywhere from a few minutes or a few hours to complete. These tasks may not have story points assigned if they require very little effort.

But it’s important to note that these tasks still matter. They still deliver value back to the user. And they're essential as part of your goal: to deliver working software. But you can't always plan for them or estimate them ahead of time.

So, how do you incorporate them into your workflow?

You might need to discuss some different ideas and strategies with your team.

For example, you could set aside a buffer in your capacity to allow for an average amount of bugs and other jobs that don’t get story-pointed. That way, you can stay on track with the stories you have assigned to the sprint, while getting other items ticked off the list.

Either way, if your team is working on tasks that don’t have story points, you have to consider the impact on capacity. You will need to adapt, assess whether the sprint goal is still doable, and adjust your plans accordingly.

What happens if you get the estimate wrong?

While you should aim to make your user story point estimates as accurate as possible, you might have under or overestimated the amount of risk, effort, and complexity involved in bringing a story to life.

This might mean you don't get all the work planned for your sprint done. Maybe you need to move some of it over to the next sprint, which will mean reprioritizing and adjusting your user story map.

Fortunately, this process is pretty straightforward if you use digital user story mapping software like Easy Agile TeamRhythm.

Retrospectives or sprint reviews are a good time to discuss any issues with your team where estimates were off. Take some time to go through what happened, understand why more or less effort was required, and discuss how you might do more accurate estimates in the future.

Assign story points inside Easy Agile TeamRhythm

With Easy Agile User Story Maps for Jira, you can add and edit story point estimates directly on your story map. Simply select the story or issue and edit the story point field.

It will automatically update your sprint/version statistics with new totals, so you can see your capacity, arrange stories into sprint/version swimlanes, ensure you’re making the most of your velocity, and avoid over-committing.

Plus, your whole team has access to the user story board and estimates - perfect for in-house or remote user story mapping, online collaboration, and updating estimates at any point in the process.

Curious about Easy Agile User Story Maps? Features include so much more than story points, like:

• Drag and drop prioritization
• Visualized customer journeys inside Jira
• Sprint/version swimlanes for organizing stories
• Easily add or edit stories inside your story map
• See sprint/version statistics at a glance
• Easy collaboration with team members
  

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