Purpose of this article is to further explain details of meetings usually organized during Scrum-ban iteration.

Daily meeting

Meeting should be scheduled every day, always at the same time. The whole team meets to ensure that everyone is up to date with the current sprint status, which is vital for coordination and detecting possible blocking issues. It is encouraged to perform this meeting face-to-face, but it can be conducted as, for example, Skype call for remote teams.

Three questions are used to structure statement of each of the team members:

  • What have I completed since the last meeting?
  • What do I plan to complete by the next meeting?
  • Is there anything blocking me at the moment?

Such a meeting should be timeboxed to a maximum duration of 15 minutes. To keep the meeting short, any topic that starts a discussion is moderated rapidly, and an additional meeting is scheduled, between people involved in a topic, to discuss it precisely, without involving the whole team.

Planning meeting

Planning meetings are performed to determine which tasks will be completed in next iteration. Codete in cooperation with the Client moves the corresponding cards from the Backlog to the Iteration backlog and arranges their priority. The most important tasks are put at the top of the list and the less important cards below. Cards can be expressed as user stories, use cases or any other request to be done by the team. All assignments need to be checked whether they are clear, and whether anything should be explained with more details. Common practice conducted on this meeting, is to divide big tasks into smaller ones, as they are more manageable, and acceptance criteria are more clear to everyone.


Every task assigned to development team needs to be estimated. Estimation can be made in hours or ‘story points’ – a virtual unit used to estimate volume of task, compared to others in the backlog. After several iterations we are able to predict how correct our estimates are, and what is the actual capacity of the team during each iteration.

Estimates should include all actions needed to fulfill current assignment. This includes, but is not limited to, development, manual testing, unit tests writing, deployment and documentation update.

Sprint retrospective meeting

Such a meeting should present what was done last week with a demo for customer. Form of progress presentation should be adapted to show achieved tasks in the most appropriate way. Usually, the best way to present progress is a visualization. If possible project should be presented by a working application, in other cases video should be created and presented with real-time explanation, focusing on business values of new features/changes.

Process improvement

Process improvement is a meeting where Codete in cooperation with the Client reflect on the past iteration and discuss potential improvements.Topics on this meeting might vary across different areas of project. Starting with communication and process transparency, ending with application designs and user experience.

it specialists management methodology: Scrum-ban

Conclusion about Small Project Management

Having a well established process is crucial for a successful project delivery. Good understanding of each part of the process is very important for each team member so they can follow it in natural way, from the beginning of project till it’s happy finish.



This article was created by Paweł Kowalczyk and Paweł Dyrek.

Codete’s Small Project Management Guidelines:

Project Manager

Director of Technology at Codete with years-long experience in building international projects using state-of-the-art technologies for both startups and enterprises. Experienced programmer, a fan of technology, and an enthusiast of Agile methodologies.

iOS Software Engineer

A software engineer over the last decade, crafting iOS apps since iPhone OS 3.0. Beloved in Swift, cutting teeth on Objective-C, currently learning Xamarin and C#. Hungry for new challenges and always eager to explore new things. Findable on <a href="https://twitter.com/pm_kowal"> Twitter</a>, <a href="https://pl.linkedin.com/in/pawelkowalczyk1985">LinkedIn</a> and <a href="https://github.com/pmkowal">GitHub</a> as well as on <a href="https://careers.stackoverflow.com/kowal">Stack Overflow</a> helping fellow developers. A technical writer, occasional coach and speaker. Privately happy husband and father with severe addiction to music and healthy lifestyle.