The diary of a product owner #1 - Should product owners attend daily meetings?
Some clients ask us if product owners can attend our daily Scrum meetings. And while their care for their digital products is commendable, the answer to that question is not a simple matter of a yes or no. In this article, I asked our scrum masters for their thoughts on this idea - read on to find out what they had to say.
Table of contents
Who is required to attend daily meetings - according to the Scrum Guide
The question of whether or not the product owner (aka PO) should attend daily meetings can spark lively discussions within a Scrum community. Most of these debates can be quickly settled with the Scrum Guide - a book collecting the principles and terminology related to the Scrum framework. The matter of who is required to attend daily meetings is made clear:
If the Product Owner or Scrum Master are actively working on items in the Sprint Backlog, they participate as Developers.
Scrum is flexible by its nature, which means that any team can implement it however they like. So, if the team thinks that there is a person (like product owner) who must attend daily meetings because their presence adds value, they are free to invite them. After all, daily meetings can take any shape or form that the team needs them to.
This is a good moment to talk about what a product owner actually does. Normally, he/she is not a developer, but a “person responsible for what is happening with the product and why it is happening.” It is natural that the person responsible for a digital product wants to be a part of the development process. So what’s the harm? I asked our scrum masters that very question, and here’s what they had to say.
When (and why) product owners should NOT attend daily meetings
Daily meetings are a time when developers plan their day and discuss any obstacles that can prevent them from completing their current sprint goal. The presence of a PO can alter the nature of that meeting towards a “status check meeting” where instead of planning their day, developers will be giving updates on the progress of their work. In other words: daily meetings would become more about the PO than about the work of the scrum team.
Our scrum masters suggest that the presence of a PO in daily meetings can be a symptom of a bigger problem. It could be that something is missing from the partnership: either transparency, communication, or an understanding of the process.
How to better include POs in the development process
Here at Boldare, we usually work with product owners that come directly from our clients’ organizations. It is natural for them to be eager to receive regular updates - and in some cases, they ask if they can attend daily meetings. How do we accommodate them, without straight-up refusing?
We found that the most productive solution is to set up a separate, regular meeting just for the product owner. These “alignment meetings” ( sometimes called “PO sync”) are a perfect opportunity to talk about the current progress and roadblocks of the sprint.
Separate meetings for POs are an example of solving a problem in the spirit of the three pillars of Scrum, namely: transparency, flexibility and adaptation. It’s also a great way for the PO to contribute to the product vision even more.
FAQ
Q: What specific topics or issues should be covered in the separate ‘alignment meetings’ with the product owner?
A: In the separate “alignment meetings” with the product owner, the topics should primarily focus on reviewing the progress of the sprint, discussing any roadblocks the team is facing, and adjusting the sprint backlog as necessary to reflect changing priorities or insights. These meetings are also an ideal time for the product owner to provide updates on market conditions or customer feedback that may influence the product development. Additionally, strategic discussions about future sprints and product vision alignment are crucial to ensure that both the team and the product owner are on the same page regarding the direction and goals of the product development.
Q: How frequently should these ‘alignment meetings’ or ‘PO syncs’ occur to effectively balance between keeping the product owner updated and not overwhelming the development team?
A: The frequency of these “alignment meetings” or “PO syncs” should be determined by the pace of the project and the need for updates. Typically, these meetings might occur weekly or biweekly, which allows for timely updates on the progress and issues without becoming overly burdensome or disruptive to the team’s workflow. This regular cadence helps maintain a balance between keeping the product owner well-informed and allowing the development team to focus on their tasks without constant interruptions.
Q: Are there best practices for integrating product owners into the development process beyond attending meetings, to ensure they contribute effectively without disrupting the team’s workflow?
A: Integrating product owners effectively into the development process involves more than just meeting attendance. Best practices include involving them in the refinement of user stories and acceptance criteria to ensure clarity and mutual understanding. Product owners should also have access to the project’s progress through tools and dashboards that provide real-time insights into the team’s status. This way, they remain informed without needing frequent formal updates. Additionally, fostering an open line of communication where product owners can provide quick feedback or clarification as needed can help integrate them more seamlessly into the process without disrupting the team’s workflow. This collaborative approach ensures that the product owner’s insights and decisions are woven into the daily activities of the project, enhancing the overall effectiveness of the team and the value of the product being developed.
Share this article:
