Free meeting tools
Free Sprint Planning Meeting Template
Start with the outcome and the time the team has available. Use this planning outline to choose work, surface dependencies and agree on how to recognise completion.
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Edit this templateA clear agenda. A useful record.
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Ready to make your ownReplace the prompts in square brackets. Add notes during the meeting, then confirm decisions, owners and deadlines.
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When to use this template
Use this template when a team plans a defined period of delivery. Bring the proposed work, current priorities and known availability. The outline helps the team discuss a feasible plan; it does not estimate tasks, assign capacity automatically or replace your backlog.
Make it useful for your meeting
1. Check actual availability
Record the sprint dates, leave, support duties and carry-over work. Discuss how these affect the plan before selecting more work. Use the team's own approach to estimation.
2. Write one useful sprint outcome
Explain what should be different by the end of the sprint and how the team will recognise it. Use that outcome to compare candidate items rather than accepting every requested task.
3. Make the work ready to discuss
For each item, clarify acceptance criteria, dependencies and unresolved questions. Split work that cannot reasonably be completed in the period. Identify investigation work when the answer is still unknown.
4. Agree the plan and first actions
Compare the selected work with availability again. Record risks, follow-up owners and the definition of done the team uses. Confirm review dates and where changes to the plan will be tracked.
A filled-in example
Fictional team example. Use it to see the level of detail, then adapt the editor above for your meeting.
Setup guide sprint planning Attendees: Alex, Sam and Jordan Sprint outcome: A new customer can follow the reviewed invitation guide. Capacity note: Jordan has customer support duties on Wednesday. Selected work: Draft the invitation steps; create desktop screenshots; run a walkthrough. Acceptance: A reviewer can finish setup using the guide and a test account. Dependency: Alex supplies account access before screenshot work. Work excluded: A video walkthrough, pending a separate decision. Risk: The screen may change before review; Jordan checks it on Thursday. First action: Sam drafts the steps by Tuesday. Review: Friday, using the agreed walkthrough as evidence.
Common questions
What is the difference between a sprint goal and a task list?
The goal describes the outcome the team wants. The task list is the proposed work to achieve it. Use the goal to decide which items belong and which can wait.
Does the template require story points?
No. Record estimates using the method your team uses, or adapt the section. The tool does not calculate velocity or infer how much work a person can complete.
Can I move this into a backlog tool?
Yes. Copy the relevant work into your team's existing backlog and keep a link or reference to the planning record. AskQuokka does not connect this document to a project tracker automatically.
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