When it comes to software development teams, the events we engage in (whether they're ceremonies, rituals, or meetings) are critical. These events form the backbone of our workflow, helping us align, collaborate, and improve. But let's face it: not all team events are created equal. Some truly add value, while others feel like nothing more than time-wasting exercises that distract us from delivering real outcomes.
In this post, we’ll dive into the difference between events that matter and those that don’t, and how you can evolve your team's practices to ensure they serve a purpose rather than becoming a drain on your productivity.
Why Call Them Events?
You might wonder why I prefer to call these "events" rather than ceremonies or rituals. The reason is simple - when we use terms like ceremonies or rituals, it can feel like we're doing something out of habit, rather than with intention. Events, on the other hand, imply something purposeful, something with a specific outcome in mind. This shift in language encourages us to think more critically about why we gather as a team and what we're aiming to achieve.
An event should have a clear goal and be tied to our broader objectives, just like the work we do. If an event doesn’t directly contribute to the team’s progress, it’s time to rethink whether it’s worth holding.
What Makes a Team Event Valuable?
So, what separates a productive team event from a time-waster? It's all about purpose. Valuable events are those that foster collaboration, surface problems early, or help the team improve how they work together. They serve the team by clarifying direction, removing blockers, or sparking useful discussions.
Take the Sprint Planning, for example. The goal of this event isn’t just to allocate tasks, it’s to ensure the team is aligned on what they’re trying to achieve. By defining a clear Sprint Goal, the team gains a shared understanding of what success looks like, allowing them to prioritize and focus their efforts. When done well, this event brings cohesion and clarity, so the team knows exactly what they’re working toward and why.
On the other hand, a poorly run Sprint Planning session, where the discussion focuses solely on assigning individual PBIs (Product Backlog Items) without considering the larger goal, can devolve into a tedious exercise in task-shuffling. Without a guiding objective, the team may end up working in silos, each member focused on their own tasks without seeing how it all fits together.
The Events That Matter
So, what are the events that actually matter? The ones that:
Help the Team Align:
Planning meetings and reviews where you set and evaluate goals keep everyone on the same page. These are critical for ensuring that the team is moving toward the same objectives and that everyone understands their role in achieving them.Surface Issues Early:
Standups and retrospectives that highlight problems, risks, or blockers allow the team to tackle them before they grow. This helps in the early detection of issues, preventing small problems from turning into major setbacks.Drive Continuous Improvement:
Events that lead to tangible actions—whether it's a process change, a new workflow, or a team decision—are worth their weight in gold. These events ensure the team is always evolving and adapting to challenges, driving efficiency and innovation.Feedback Loops:
A feedback loop event, such as a Sprint Review, provides a structured opportunity for the team to demonstrate progress and gather feedback from stakeholders. This event is crucial for ensuring alignment with the bigger picture, enabling the team to assess what’s working, what isn’t, and to pivot as necessary. The feedback received from stakeholders can spark discussions around course corrections, improvements, or new ideas that can feed into the next sprint or project cycle.Success Tracking and Metrics Reviews:
Regular Success Tracking/Metric Reviews are vital for evaluating how well the team is performing against defined Key Performance Indicators (KPIs). These events focus on analyzing project-level metrics such as cycle time, lead time, quality of output, and overall team health. By tracking success metrics, teams can see how their decisions and actions impact progress over time. This ensures that the team stays data-driven and makes informed decisions based on real outcomes rather than assumptions.
Signs of a Time-Wasting Event
How do you know if a team event is wasting time? Here are some telltale signs:
No Clear Objective: If the team doesn’t know what the meeting is supposed to achieve, it’s likely not adding value. Every event should have a defined goal. If it doesn’t, you’re wasting time.
Too Much Focus on Process Over Outcomes: Sometimes we get so caught up in following the prescribed format of an event that we forget why we’re doing it in the first place. If you’re just going through the motions without any meaningful discussion or decisions being made, that’s a red flag.
Repetitive Without Insight: If every retrospective or review feels like the last, and you’re not seeing any real changes or improvements, then you’re likely stuck in a rut. Team events should lead to action, not just the same conversations over and over.
For example, I once sat through a Daily Standup where every team member just rattled off what they had done yesterday and what they planned to do today. There was no real engagement, no discussion of blockers or challenges, and the session often felt like we were just checking a box. While the ritual was there, the purpose was lost.
How to Evolve Your Team Events
Not every event is a waste of time from the get-go. Sometimes, they just need a refresh. Here are a few ways to evolve your team’s events to ensure they’re adding value:
Define the Purpose: For every event, ask the question: What are we trying to achieve? Whether it’s a Sprint Planning, Retrospective, or Daily Standup, start with the goal. If the event doesn’t have a clear purpose, consider whether it needs to happen at all.
Engage the Whole Team: One of the most common reasons events feel like a waste of time is that only a few voices dominate. In retrospectives, for example, use facilitation techniques like conversation cafe, silent brainstorming to ensure everyone has a chance to contribute. The more inclusive the event, the more useful it becomes.
Make It Outcome-Oriented: Every event should result in actionable outcomes. In retrospectives, for instance, don’t just talk about what went wrong, make sure you’re capturing concrete actions for improvement. Ensure you come out with at least one action item and follow up. Otherwise, you’re just wasting time.
Adapt and Experiment: Just because an event worked for your team six months ago doesn’t mean it’s still the best fit. Regularly assess your events to see if they’re delivering value. If something feels stale or unproductive, don’t be afraid to try something new—experiment with different formats, or adjust the frequency and duration.
For example, I’ve seen teams extend retrospectives beyond the usual Scrum scope by involving cross-functional stakeholders like Legal or Marketing when reflecting on large-scale features. These broader retrospectives allowed us to uncover improvements that wouldn’t have been obvious within the Scrum team alone, resulting in significant enhancements to our process.
Final Thoughts
When done right, team events are powerful tools that help align and empower teams. But not all events are worth your time. The key is to distinguish between those that drive meaningful outcomes and those that are merely routine without purpose. By calling them events—something that feels intentional, not just ceremonial—you can start to reevaluate your team’s practices, ensure every event has a clear objective, and ultimately lead your team to higher levels of productivity and satisfaction.
It's time to take a closer look at your team's events. Are they helping you grow and deliver value, or are they just filling up your calendar?