Scrum of Scrums is a technique used in scaled agile frameworks

Scrum of Scrums: Mastering Agile at Scale

Anyone working within the agile project management framework has likely heard of or participated in a Scrum meeting. These daily standups keep project team members (aka the Scrum team) updated on task progress and their peers’ challenges as they work to clear the sprint backlog. 

Per the Agile Manifesto, Scrum teams typically comprise five to nine members. So, what happens when project complexity requires the collaboration of multiple cross-functional teams? In this case, agile scales up by adding more Scrum teams. Each group must remain aligned and synchronized to coordinate work. Representatives from each Scrum team regularly gather in a Scrum of Scrums meeting to organize efforts and maximize collaboration.

If you’re new to the Agile at Scale or Scrum frameworks, here’s what you need to know about the Scrum of Scrums method, what it accomplishes, and how to run one.

What is the Scrum of Scrums technique?

Scrum of Scrums (SoS) is a technique and meeting format used in scaled agile frameworks. In the mid ’90s, product managers Jeff Sutherland and Ken Schwaber collaboratively developed a methodology to improve workflows between cross-functional units. The result was an innovative Scrum process that scaled agile for complex projects requiring additional staff. 

For example, in the Scaled Agile Framework (SAFe), the Scrum of Scrums scales and coordinates multiple development teams working on large, complicated projects. Even with numerous project teams and expanded Scrum methodology, the process maintains agile principles, including self-organization, collaboration, and iterative design.

Whereas Scrum standups inform team members about daily dev progress, the SoS has a more high-level purpose: reviewing current achievements, upcoming goals, and challenges or impediments to progress. These meetings occur less frequently, allowing individual Scrum teams to do the following:

• Bridge the team communication gap by regularly reporting vital information to keep everyone updated

• Source information on and solutions to roadblocks before they impact other groups

• Synchronize efforts to address competing dependencies and allocate resources more effectively

• Prioritize the remaining tasks and responsibilities, allowing each Scrum team to meet its sprint goals

Scrum of Scrums meetings are most effective face-to-face, but remote or hybrid teams can also utilize them effectively.

Benefits of Scrum of Scrums methodology

The advantages of a Scrum of Scrums include collaboration, information sharing, problem-solving, and more. Meetings encourage these favorable outcomes:

1. Scaling: The SoS enables Scrum teams to maintain their ideal size while establishing the coordination and synchronization needed to successfully deliver larger, more complex projects. 

2. Alignment: Big initiatives present countless details, and leaders can get caught up in the minutiae. SoS helps teams see the forest through the trees by aligning the objectives established during sprint planning with broader project goals. 

3. Problem-solving: Scrum of Scrums attendees tend to be multi-disciplined, allowing each member’s group to source input from diverse perspectives instead of struggling to solve a problem independently. These differing viewpoints improve the effectiveness of collaborative problem-solving. 

4. Consensus: With open communication and collective decision-making, SoS facilitates productive working agreements between the project teams.  

5. Course correction: Scrum of Scrums meetings act as ongoing sprint reviews, helping teams stay on track to meet their goals.

How to conduct a Scrum of Scrums meeting

The following criteria outline what a Scrum of Scrums needs to successfully coordinate its activities and deliver on stakeholder expectations:

1. Key participants in a Scrum of Scrums

The Scrum of Scrums attendee list is flexible. Crucially, the roster should closely match the structure and roles of a traditional Scrum daily meeting, including:

1. Product owner: The product owner has in-depth knowledge of the product backlog, preventing redundant efforts. They also help define what “done” means across multiple teams and the overall project.

2. Scrum of Scrums Master: Similar to a Scrum Master, the SoS Master directs the team’s trajectory and oversees progress. They are also uniquely positioned to communicate individual team statuses to other Scrum teams within the organization. 

3. Team representatives: Scrum team delegates can vary from meeting to meeting and project to project. Scrum Masters usually act as their team’s envoys, but not always. Whoever represents the group must act as an ambassador, accurately communicating progress, challenges, and roadblocks while advocating for their team’s needs and priorities.

The SoS roster can expand to include other disciplines depending on the project’s needs. For example, if the final deliverable requires extensive testing, the Scrum of Scrums could invite a quality assurance expert to contribute insights.

2. Frequency of Scrum of Scrums meetings

SoS scheduling is entirely up to the group. They typically gather daily upon project kickoff, with frequency tapering to weekly or bi-weekly, depending on organizational needs. Focus and productivity are vital, so Scrum of Scrums meetings are time-boxed to last no more than 15 minutes.

The only deviation from this formula occurs when an issue requiring immediate attention comes to light. In this case, the Scrum of Scrums team should gather immediately, with members allocating extra time as needed to address the challenge entirely.

3. Structuring a Scrum of Scrums agenda

A structured agenda ensures productivity for routine SoS meetings. The Scrum of Scrums Master should create and communicate a list of topics and questions for the session, and representatives should arrive prepared to address them.

Typically, the group will expect answers to the following questions:

• Which tasks or achievements has your Scrum team completed since the previous meeting?

• Has the team experienced any roadblocks since the last update?

• What sprint or product backlog tasks do you expect the Scrum team to complete by the next meeting? 

• Do you expect your group’s work to experience negative impacts caused by the activities of other Scrum teams? 

If you’ve never led an SoS meeting, you can find Scrum of Scrums templates online to help set the agenda. 

Best practices for Scrum of Scrums

Here are a few other best practices to help your team get the most from their Scrum of Scrums meetings:

1. Ambassadors: For Scrums with a rotating roster of SoS envoys, ensure the participants are effective communicators capable of clearly outlining progress and obstacles while representing their teams’ interests. 

2. Visibility: Clearly define the next meeting’s schedule, duration, and topics at the close of every gathering. Alternatively, send out a tentative outline and seek feedback from participants well in advance. 

3. Communication: A Scrum of Scrums meeting is not a competition. Encourage honest and productive discourse regarding progress. A transparent and positive environment isn’t only a Scrum value. It ensures everyone has the support necessary to achieve their goals, ultimately benefiting the whole. 

4. Productivity: Strive to address any concerns or issues during the meeting. If this isn’t possible within the short time limit, plan a problem-solving session ASAP after the SoS meeting closes.

5. Monitor: Don’t leave Scrum teams hanging. Track the team’s response time to address roadblocks. If solutions take too long, develop process or workflow improvements during the sprint retrospective to address the lag.  

Scrum of Scrums with Tempo

Whether your organization has just begun its Agile at Scale transformation or operated in Scrum teams for years, Tempo has the tools and resources necessary for project success. 

Structure PPM is a Jira-enabled application that integrates seamlessly with agile practices. The software offers project managers countless choices for tracking Scrum artifacts, managing issues, and reporting work completed across multiple projects, product lines, or portfolios. Useful for an individual Scrum team or Scrums of Scrums, the platform also facilitates sprint planning and resource allocation, placing all the requisite information for weekly or daily Scrum meetings at your fingertips. 

Custom Charts for Jira generates project visibility. It allows SoS envoys to access the information needed to build alignment on project or product backlog refinement, capacity distribution, and progress tracking.

With Tempo software, a project’s size or complexity is no cause for worry. Tempo supports any agile initiative, one Scrum at a time.