Playbook 6: Big Room Planning (BRP) Playbook - maifors/agile GitHub Wiki

Big Room Planning (BRP) Playbook

Target Audience: Agile Coaches, Release Train Engineers (RTEs), Scrum Masters, Agile Leaders, Program Managers involved in facilitating or leading BRP/PI Planning events.
Purpose: This playbook provides a structured approach and practical guidance for preparing, executing, and following up on Big Room Planning events to ensure alignment, collaboration, and effective planning across multiple Agile teams.

Table of Contents

  1. Introduction to BRP
    • What is BRP?
    • Why is it Important?
    • Key Outputs & Benefits
  2. Phase 1: Preparation (The Foundation for Success)
    • Readiness Checklists (Organizational, Content, Logistics)
    • Defining Objectives & Scope
    • Identifying Participants & Roles
    • Logistics Planning (Venue, Tools, Schedule)
    • Content Preparation & Pre-Briefings
    • Facilitator/RTE Preparation
  3. Phase 2: Execution (Facilitating the Event)
    • Standard Agenda (Example: 2-Day Event)
    • Facilitation Essentials & Techniques
    • Managing Key Activities (Breakouts, Reviews, Risks)
    • Using the Program Board
    • Handling Common Challenges
  4. Phase 3: Follow-Up (Sustaining Momentum)
    • Publishing & Communicating Outcomes
    • Conducting the BRP Retrospective
    • Integrating BRP Outputs into Team Backlogs
    • Tracking Progress & Adjustments
  5. Appendices (Optional Resources)
    • Sample Checklists
    • Glossary of Terms
    • Useful Templates

1. Introduction to BRP

What is BRP?

Big Room Planning (often called PI Planning in SAFe) is a cadence-based, face-to-face (or virtual equivalent) event that serves as the heartbeat of the Agile Release Train (ART) or program. It aligns all teams on the ART to a shared mission and vision.

Why is it Important?

  • Alignment: Creates a unified understanding of goals and priorities.
  • Collaboration: Builds connections and fosters cross-team communication.
  • Commitment: Generates a realistic and agreed-upon plan for the upcoming Program Increment (PI).
  • Visibility: Surfaces dependencies and risks early.
  • Efficiency: Concentrates planning into a focused event, reducing downstream delays.

Key Outputs & Benefits

  • Committed PI Objectives: SMART goals for each team and the overall ART.
  • Program Board: Visual map of features, dependencies, and milestones.
  • Benefits: Improved predictability, faster decision-making, increased morale, better business outcomes.

2. Phase 1: Preparation (The Foundation for Success)

Success in BRP is heavily dependent on thorough preparation.

Readiness Checklists

  • Organizational Readiness:
    • Executive sponsorship secured?
    • Business Owners identified and committed to attend?
    • ART structure defined and teams formed?
    • Key roles (RTE, Product Management, System Arch.) assigned and understood?
  • Content Readiness:
    • Clear Business Context & Vision available?
    • Top Features/Priorities identified and refined? (Aim for ~10 per ART)
    • Draft Feature acceptance criteria defined?
    • Architectural runway/enablers identified?
    • Relevant UX guidelines/mockups ready?
  • Logistics Readiness:
    • Date and time confirmed? (Consider time zones for distributed events)
    • Venue booked (physical) or Virtual Platform set up & tested (digital)?
    • Required supplies ordered (markers, sticky notes, etc.) or digital tools configured (Miro, Jira Align, etc.)?
    • Invitations sent with clear agenda and pre-reading?
    • Technical support arranged?

Defining Objectives & Scope

  • Facilitator Role: Work with leadership and Product Management to clearly articulate the specific goals for this BRP event. What are the top 1-3 business outcomes we need to achieve this PI?
  • Confirm the scope: Which teams are participating? What is the duration of the PI being planned?

Identifying Participants & Roles

  • Facilitator Role: Ensure all necessary roles are filled and participants understand their responsibilities during the event.
    • RTE/Lead Facilitator: Owns the process and facilitation.
    • Business Owners: Provide business context, assign business value, approve objectives.
    • Product Management: Presents vision, roadmap, features; owns feature priorities.
    • System Architect/Engineering: Presents architecture vision, technical guidance.
    • Agile Teams (incl. POs & SMs): Plan the work, identify risks/dependencies, draft objectives.
    • Stakeholders: Observe, provide input where needed.
  • Create a participant list and ensure invites are accepted.

Logistics Planning (Venue, Tools, Schedule)

  • Physical:
    • Ensure adequate space for breakouts, main presentations, and the program board.
    • Test AV equipment (mics, projectors, screens).
    • Plan for catering and refreshments.
    • Set up team areas with planning supplies.
  • Virtual/Hybrid:
    • Choose and configure collaboration tools (video conferencing, digital whiteboards, ALM tools).
    • Conduct tech checks with participants beforehand.
    • Plan for managing virtual breakouts and engagement.
    • Establish clear communication channels.
  • Schedule: Develop a detailed agenda (see Phase 2) and communicate it well in advance. Build in breaks!

Content Preparation & Pre-Briefings

  • Facilitator Role: Ensure presenters (Business Owners, Product Mgmt, Architects) are prepared and their content is ready and aligned.
  • Conduct pre-briefing sessions with key roles (POs, SMs, Presenters) to ensure everyone understands the inputs, process, and expected outputs.
  • Make sure the prioritized feature list is accessible to teams before the event.

Facilitator/RTE Preparation

  • Deeply understand the business context and features.
  • Review the agenda and prepare facilitation techniques/icebreakers.
  • Anticipate potential challenges or conflicts and plan mitigation strategies.
  • Prepare facilitation aids (talking stick, timers, templates).
  • Coordinate with co-facilitators or Scrum Masters.

3. Phase 2: Execution (Facilitating the Event)

Maintain energy, focus, and adherence to the process.

Standard Agenda (Example: 2-Day Physical/Virtual Event)

Day 1: Planning

  • (Morning)
    • 09:00-09:30: Business Context: Executive/Business Owner presentation. (Why are we here?)
    • 09:30-10:15: Product/Solution Vision: Product Management presents current vision & top features.
    • 10:15-11:00: Architecture Vision & Dev Practices: System Architect/Engineering presentation.
    • 11:00-11:15: Planning Context & Lunch: RTE explains planning process, logistics.
  • (Afternoon)
    • 11:15-15:00: Team Breakouts #1: Teams estimate capacity, identify work for iterations, draft objectives, identify risks/dependencies. Facilitators circulate, answer questions, check progress.
    • 15:00-16:30: Draft Plan Review: Teams present draft plans, risks, dependencies. Focus on feedback, not perfection.
    • 16:30-17:30: Management Review & Problem-Solving: Managers/Stakeholders meet (often separately) to review drafts, make scope/resource adjustments, address major issues. RTE facilitates.

Day 2: Refining & Committing

  • (Morning)
    • 09:00-09:30: Planning Adjustments: RTE communicates outcomes/changes from Management Review.
    • 09:30-11:30: Team Breakouts #2: Teams incorporate adjustments, finalize objectives, update risks/dependencies, populate program board. Business Owners circulate, assign Business Value to objectives.
    • 11:30-13:00: Final Plan Review & Lunch: Teams present final plans and PI Objectives. Other teams and Business Owners review and provide feedback.
  • (Afternoon)
    • 13:00-14:00: Program Risks: Review risks identified, categorize (ROAM), and establish ownership.
    • 14:00-14:15: Confidence Vote: Teams and ART vote on confidence in meeting PI Objectives. Address concerns if confidence is low.
    • 14:15-14:45: Plan Rework (if needed): Adjust plans based on confidence vote issues.
    • 14:45-15:00: Planning Retrospective & Moving Forward: Quick reflection on the BRP event itself, next steps.

Facilitation Essentials & Techniques

  • Role Modelling: Demonstrate Agile values (Openness, Respect, Courage, Focus, Commitment).
  • Timeboxing: Strictly enforce agenda timeboxes. Use visible timers.
  • Clear Instructions: Ensure everyone understands each activity's purpose and steps.
  • Active Listening: Pay attention to discussions, concerns, and body language.
  • Neutrality: Remain unbiased in discussions and decision-making.
  • Energy Management: Use icebreakers, short breaks, and varied activities to maintain engagement.
  • Visual Management: Make plans, risks, and dependencies highly visible (Program Board, Risk Board).
  • Parking Lot: Capture off-topic but important items for later discussion.

Managing Key Activities

  • Team Breakouts: Ensure teams have space (physical/virtual), access to information, and support from POs, SMs, Architects, and Business Owners. Check in regularly.
  • Plan Reviews: Keep them concise and focused on objectives, risks, and dependencies. Use a standard template.
  • Risk Management (ROAM): Facilitate the process:
    • Resolved: Addressed during planning.
    • Owned: Someone takes responsibility for managing it.
    • Accepted: Nothing can be done, must be accepted.
    • Mitigated: Plan developed to reduce impact/likelihood.
  • Confidence Vote: Use Fist of Five (1=Low, 5=High). If average is low (<3), facilitate discussion to identify issues and rework the plan.

Using the Program Board

  • The central artifact visualizing the plan.
  • Columns typically represent Iterations within the PI.
  • Rows represent Teams.
  • Features/Enablers are placed in the iteration they are planned to be completed.
  • Dependencies are drawn between related items (use string/lines or digital links).
  • Milestones/Events are marked.
  • Facilitator Role: Ensure the board is created, updated throughout BRP, and used during reviews to visualize flow and dependencies.

Handling Common Challenges

  • Lack of Preparation: If inputs aren't ready, adjust the agenda, focus on what can be planned, and schedule follow-ups. Escalate if needed.
  • Scope Creep: Gently guide teams back to the prioritized features. Use the Parking Lot.
  • Unclear Dependencies: Facilitate direct conversations between dependent teams immediately.
  • Low Engagement (esp. Virtual): Use interactive tools, frequent check-ins, virtual breakout rooms, and encourage cameras on.
  • Conflict: Mediate discussions, focus on objective data and shared goals. Use structured problem-solving techniques.
  • Analysis Paralysis: Encourage teams to make best-guess estimates and move forward, highlighting uncertainty as a risk.

4. Phase 3: Follow-Up (Sustaining Momentum)

The plan is only valuable if it's used and adapted.

Publishing & Communicating Outcomes

  • Facilitator Role: Ensure key outputs are finalized, cleaned up, and made easily accessible immediately after BRP.
    • Final PI Objectives (with Business Value)
    • Digital copy/photos of the Program Board
    • Final ROAMed Risk list
  • Communicate these outputs widely to all participants and relevant stakeholders.

Conducting the BRP Retrospective

  • Hold a dedicated retrospective shortly after the BRP event (within a day or two).
  • Focus on the planning process itself: What went well? What could be improved? What will we do differently next time?
  • Gather feedback on logistics, facilitation, inputs, and outputs.
  • Document action items for improving future BRP events.

Integrating BRP Outputs into Team Backlogs

  • Facilitator Role: Ensure Scrum Masters and Product Owners understand how to translate BRP outputs into actionable items.
  • Features planned in BRP become Epics or Features in team backlogs.
  • Stories related to the PI Objectives and planned features are created/refined for the initial iterations.
  • Dependencies identified on the Program Board need corresponding stories or tasks in relevant team backlogs.

Tracking Progress & Adjustments

  • The BRP plan is not set in stone. It provides a baseline.
  • Use regular ART Sync meetings (Scrum of Scrums, PO Sync) to:
    • Track progress against PI Objectives.
    • Monitor dependencies on the Program Board.
    • Discuss and manage risks.
    • Make necessary adjustments to the plan based on new information or impediments.
  • Facilitator Role: Facilitate these sync meetings and ensure the BRP outputs remain visible references.

5. Appendices (Optional Resources)

  • Checklists: Detailed checklists for each preparation area (Logistics, Content, Facilitation).
  • Glossary: Definitions of BRP/SAFe terms (ART, PI, Feature, Enabler, ROAM, etc.).
  • Templates:
    • Team Breakout Planning Sheet
    • PI Objective Template (SMART format)
    • Risk ROAMing Template
    • BRP Retrospective Format

This playbook provides a solid framework. Remember to adapt it to your specific organizational context, ART maturity, and whether the event is physical, virtual, or hybrid. Good luck!