Introduction

In Agile Scrum, the Product Backlog is the single source of work items for the Scrum Team. However, it’s not enough to just list items - these need to be clear, prioritized, and ready for upcoming sprints. This is where Product Backlog Refinement (also known as backlog grooming) comes in.

In this quick 2025 guide, we’ll explain what backlog refinement is, its purpose, and best practices to ensure your Scrum team stays on track and delivers value continuously.

What is Product Backlog Refinement?

Product Backlog Refinement is an ongoing process where the Scrum Team reviews and updates items in the Product Backlog to ensure they are well-defined, estimated, and prioritized. The goal is to keep the backlog manageable and prepare items for future sprints.

It’s not a formal Scrum event but is considered an important collaborative activity that keeps work flowing smoothly.

Purpose of Product Backlog Refinement

• Clarify requirements – Ensure everyone understands what needs to be delivered.

• Prioritize effectively – Keep high-value items at the top.

• Break down large items – Split epics into smaller, manageable user stories.

• Estimate effort – Use estimation techniques like story points or planning poker.

• Identify dependencies – Spot and address blockers early.

When Does Backlog Refinement Happen?

While there’s no fixed time in Scrum, many teams allocate 5–10% of their sprint time for backlog refinement. For example, in a two-week sprint, this could be one or two short sessions.

Who Participates?

• Product Owner – Leads the discussion and prioritization.

• Scrum Master – Facilitates the process and ensures alignment.

• Development Team – Provides technical insights and estimations.

• Stakeholders (optional) – For clarifying requirements.

Best Practices for Backlog Refinement in 2025

1. Keep sessions short & focused – Avoid turning them into endless discussions.

2. Use Definition of Ready (DoR) – Set clear criteria for backlog items to be “ready” for development.

3. Leverage collaboration tools – Tools like Jira, Trello, or Azure DevOps streamline the process.

4. Involve the whole team – Diverse input leads to better clarity and estimates.

5. Continuously groom – Don’t leave refinement until the sprint planning day.

Example Refinement Workflow

1. Review top backlog items → Ensure clarity.

2. Break down larger stories → Into smaller tasks.

3. Estimate story points → Using planning poker.

4. Reprioritize → Based on business value.

5. Update acceptance criteria → To avoid ambiguity.

Benefits of Regular Backlog Refinement

• Higher sprint success rates

• Improved team alignment

• Reduced last-minute surprises in sprint planning

• Better delivery predictability

Conclusion

Product Backlog Refinement may not be an official Scrum event, but it’s a critical success factor for high-performing Agile teams. In 2025, with teams working in hybrid or remote environments, maintaining a well-refined backlog ensures efficiency, clarity, and faster delivery.

If you want to master backlog refinement, sprint planning, and real-world Agile practices, our Product Owner Interview Preparation Bootcamp will give you hands-on training to excel in your Scrum career.