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What is Backlog Grooming?

Ruben Buijs

Founder & Digital Consultant

Written on Aug 8, 2023

3 minutes

Product Management

Backlog Grooming is an essential practice in product management that involves regularly reviewing and refining the product backlog. It is a collaborative process where the product team, including the product manager, developers, and stakeholders, work together to ensure the backlog remains up-to-date, prioritized, and actionable.


Let's consider a few examples to understand the concept of Backlog Grooming better:

  1. User Story Refinement: During Backlog Grooming, the team discusses and breaks down user stories into smaller, more manageable tasks. For instance, if a user story is "As a user, I want to be able to reset my password," the team would identify and define the specific tasks required to implement this feature, such as designing the password reset form, implementing the backend logic, and updating the user interface.

  2. Priority Reassessment: Backlog Grooming provides an opportunity to reassess the priority of backlog items. For example, if a critical bug has been reported by users, the team can reprioritize their upcoming tasks to address the bug promptly, ensuring customer satisfaction and avoiding potential revenue loss.


Backlog Grooming plays a crucial role in ensuring a successful product development process. Here's why it is important:

  1. Improved Product Understanding: Regularly reviewing the backlog helps the team gain a deeper understanding of the product and its goals. By discussing and refining user stories, the team can clarify requirements, identify missing details, and align their understanding, leading to a shared vision and reduced misunderstandings.

  2. Enhanced Prioritization: As the product evolves, new ideas, feature requests, and bugs emerge. Backlog Grooming allows the team to assess and prioritize these items effectively. By regularly reviewing and reprioritizing the backlog, the team can focus on delivering value to users and stakeholders based on changing market needs.

  3. Efficient Development Process: Well-groomed backlogs enable smoother development cycles. By breaking down user stories into granular tasks, the team can estimate efforts more accurately, identify dependencies, and plan iterations effectively. This leads to improved productivity, reduced rework, and better time management.

How to Use Backlog Grooming

Here's a step-by-step guide on how to effectively use Backlog Grooming in your product management process:

  1. Schedule Regular Sessions: Set up recurring meetings for Backlog Grooming. Depending on the size and complexity of your project, weekly or bi-weekly sessions are usually recommended. Involve the entire product team, including developers, designers, testers, and relevant stakeholders.

  2. Review and Refine User Stories: During each session, review the existing user stories in the backlog. Identify any missing details, ambiguities, or inconsistencies. Refine the user stories by breaking them down into smaller, actionable tasks that are easier to estimate and implement.

  3. Prioritize and Re-prioritize: Assess the priority of backlog items based on business value, user needs, and market trends. Collaboratively decide which items should be tackled in the upcoming sprints or development cycles. Revisit and adjust priorities as needed, considering the evolving project requirements and feedback from users and stakeholders.

  4. Estimate Effort and Dependencies: As you groom the backlog, estimate the effort required for each task or user story. Identify any dependencies between tasks and stories. This will help in planning and scheduling development iterations more accurately.

  5. Keep the Backlog Updated: Regularly update the backlog with new user stories, bug reports, or feature requests. Remove or archive items that are no longer relevant. Ensure that the backlog remains a living document that reflects the current state of the product.

Useful Tips

Consider these tips to make your Backlog Grooming sessions more effective:

  1. Collaboration is Key: Encourage active participation from all team members during Backlog Grooming sessions. Engage developers, designers, testers, and stakeholders to gain different perspectives, insights, and ideas.

  2. Balance the Backlog: Maintain a balance between user stories, bugs, and technical debt items in the backlog. This helps in ensuring a healthy product development process that addresses both user needs and technical improvements.

  3. Break Down Complex User Stories: If a user story seems too large or complex, consider breaking it down into smaller, more manageable stories or tasks. This allows for better planning, estimation, and progress tracking.

  4. Keep the Backlog Visible: Make sure the backlog is easily accessible and visible to the entire product team. This fosters transparency, alignment, and a shared understanding of the product's roadmap.


Backlog grooming, also known as backlog refinement, is the process of reviewing and refining product backlog items to ensure they are well-defined, prioritized, and ready for implementation.
Backlog grooming is important because it helps keep the product backlog organized, ensures that the team has a clear understanding of the upcoming work, and allows for better planning and estimation.
The product owner is primarily responsible for backlog grooming, but it is a collaborative effort involving the development team, stakeholders, and Scrum Master.
Backlog grooming should ideally be done regularly, typically once per sprint, to keep the backlog up-to-date, remove unnecessary items, and prioritize new ones.
Backlog grooming activities include reviewing and clarifying user stories, estimating effort, prioritizing items, removing duplicates or outdated items, and ensuring the backlog is well-groomed and ready for sprint planning.
The benefits of backlog grooming include improved team collaboration, better understanding of requirements, enhanced sprint planning, increased productivity, and a more accurate and achievable sprint backlog.
To improve backlog grooming, ensure active participation from the entire team, provide clear acceptance criteria for user stories, regularly prioritize and refine the backlog, and use appropriate tools to manage and visualize the backlog.
Backlog grooming focuses on refining and preparing the product backlog, while sprint planning involves selecting items from the groomed backlog and planning their implementation in the upcoming sprint.
If backlog grooming is neglected, the product backlog may become disorganized, unclear, and unmanageable, leading to miscommunication, delays, and inefficient sprint planning.
While backlog grooming is ideally done outside of a sprint, it can still take place during a sprint if necessary. However, it should not disrupt the sprint's progress or goals.

Article by

Ruben Buijs

Ruben is the founder of ProductLift. I employ a decade of consulting experience from Ernst & Young to maximize clients' ROI on new Tech developments. I now help companies build better products

Table of contents

  1. Examples
  2. Importance
  3. How to Use Backlog Grooming
  4. Useful Tips
  5. Related Terms

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