Remote Planning Poker: Making It Work for Distributed Teams
Posted on May 15, 2023 • 8 min read • By Jane Smith
Table of Contents
In today's increasingly remote work environment, agile teams practicing scrum or kanban face the challenge of adapting traditional processes to a distributed setting. One such process is planning poker, a widely used technique for estimating the effort required for tasks by assigning story points. While planning poker thrives in face-to-face settings, remote teams can still make it work effectively with the right tools, communication strategies, and process adjustments.
Why Remote Planning Poker Matters
Planning poker is a collaborative, consensus-driven approach that helps scrum and kanban teams estimate task complexity using story points. It encourages discussion, aligns team understanding, and supports sprint planning or backlog prioritization. However, when teams are distributed across different locations or time zones, the absence of in-person interaction can lead to miscommunication, disengagement, or inconsistent estimations.
Adapting scrum planning poker for remote teams is about more than just maintaining the status quo—it's about enhancing the process to fit a virtual environment. By doing so, you ensure your agile team stays productive and aligned, even without a shared physical space.
Tools and Technology for Remote Planning Poker
The physical act of revealing estimation cards in traditional planning poker doesn't translate directly to a remote setting, but digital tools can bridge the gap. Here are some options to facilitate remote planning poker:
- Online Planning Poker Apps: Platforms like PlanPocker, Scrum Poker, or Agile Poker for Jira provide virtual card decks and real-time voting features. These tools are designed for agile teams and integrate seamlessly with scrum or kanban workflows.
- Video Conferencing: Combine these apps with tools like Zoom or Microsoft Teams to enable real-time discussions, replicating the collaborative feel of in-person sessions.
- Shared Documents: For teams tracking story points outside of dedicated apps, shared spreadsheets or documents can serve as a central hub for estimates and notes.
These tools ensure that distributed teams can conduct planning poker efficiently, keeping the process interactive and transparent.
Clear Communication: The Backbone of Remote Planning Poker
Effective communication is critical in a remote environment, where non-verbal cues are limited. To make planning poker successful for distributed teams, consider these strategies:
- Video On: Encourage team members to use video during sessions to maintain engagement and facilitate discussion about story points.
- Chat Tools: Leverage chat features in tools like Slack or Teams for quick questions or clarifications without disrupting the flow.
- Pre-Session Prep: Share the agenda and tasks to be estimated ahead of time so everyone comes prepared, reducing confusion during the session.
For scrum teams, clear communication ensures accurate sprint planning, while kanban teams benefit from a steady flow of well-estimated tasks.
Adapting the Planning Poker Process for Remote Teams
While the essence of planning poker remains unchanged, remote teams may need to tweak the process slightly:
- Set Expectations: Begin each session by reviewing the rules, emphasizing independent estimation and open dialogue to maintain the integrity of story point assignments.
- Time Limits: Keep sessions focused by setting a time cap for each estimation round, preventing fatigue in virtual meetings.
- Strong Facilitation: The facilitator should actively ensure all voices are heard, especially from quieter team members, to keep the process inclusive.
These adjustments help agile teams—whether using scrum or kanban—run planning poker smoothly in a remote context.
Pro Tip: Remote Planning Poker Best Practice
Consider implementing a "round robin" approach where each team member briefly explains their estimate before discussion begins. This ensures everyone's perspective is heard and prevents dominant voices from controlling the conversation.
Keeping Remote Team Members Engaged
Engagement is vital for effective planning poker, as disengaged team members can skew estimations or miss out on the collaborative benefits. Here's how to keep everyone involved:
- Interactive Tools: Use platforms with real-time polling or virtual whiteboards to make the process dynamic and hands-on.
- Breakout Rooms: For larger teams, split into smaller groups via breakout rooms to discuss estimates, fostering inclusion.
- Check-Ins: Periodically ask for feedback or questions to ensure everyone is following along and comfortable contributing.
Engaged teams produce more accurate story points, enhancing the overall agile process. Learn more about best practices for planning poker sessions.
Overcoming Common Challenges in Remote Planning Poker
Remote planning poker isn't without hurdles, but these can be addressed with proactive strategies:
- Time Zone Differences: Schedule sessions at mutually agreeable times or rotate schedules to distribute inconvenience fairly across the team.
- Technical Issues: Ensure everyone has reliable internet and tool access, with a fallback option like a shared document if issues arise.
- Team Cohesion: Use planning poker as a chance to build camaraderie through open discussion and celebrating collective successes.
These solutions keep your scrum or kanban team on track, even in a distributed setup.
Conclusion
With the right approach, remote planning poker can be just as effective as its in-person version, empowering distributed agile teams to estimate story points collaboratively and accurately. By leveraging digital tools, prioritizing clear communication, and adapting the process, your scrum or kanban team can thrive no matter the distance.
Ready to give it a shot? Try PlanPocker for your next remote estimation session and watch your remote planning sessions become a cornerstone of productivity.
