Scrum Made Easy: A Guide for Non-Technical Stakeholders

If the term ‘Scrum’ narrows your brow in confusion, you’re not alone. However, despair not. Scrums aren’t as daunting as they may seem initially, despite their technical origins. In fact, I’d go so far as to say that once you’ve grasped the principles of Scrum, you’ll be viewing your projects in a whole new light.

“Scrum is not a methodology, but a framework. There are no rules that make Scrum work, just principles and practices based on a scientific foundation.”

– Ken Schwaber

As a non-technical stakeholder, you might often find yourself in the deep waters of tech lingo. From ‘Sprint Retrospectives‘ to ‘Product Backlogs’, these phrases can initially seem alien. But, truly, they’re simple concepts clothed in complex terms. Let’s break them down, shall we?

Understand this: Scrum is a framework that allows teams to work together. Much like a rugby team (where it gets its name) training for the big game, Scrum encourages teams to learn through experiences, reflect on their wins and losses, and continuously improve. This aligns perfectly with the modern, fast-paced, and highly unpredictable work environment where agility and quick responses to change are the keys to success.

Consider this: Where traditional project management methods are often considered rigid and bureaucratic, Scrum presents an aspirational framework based on transparency, inspection, and adaptation. This article aims to demystify Scrum for you, providing a simple, easy-to-understand guide that can be shared with other non-technical stakeholders in your organisation.

So, are you ready to untangle the Scrum knot? Some may argue that nobody was ever ready to begin anything – until they began. Let’s begin!

Demystifying Scrum: Breaking Down the Jargon

Let’s dive straight in, shall we? One of the most challenging aspects of introducing Scrum to individuals outside the tech world often lies in the jargon. Scrum language can be confusing, leaving non-technical stakeholders befuddled. But take heart! We’re about to embark on a journey of clarity – a whirlwind tour through the labyrinth of Scrum terminology.

Scrum: What is it?

At its core, Scrum is a framework – a structure designed to facilitate team collaboration on complex problem-solving. It’s not a methodology, nor is it a comprehensive recipe for project success. However, it does guide teams in maintaining focus and achieving flexible yet timely delivery. But what does this actually look like in practice?

Scrum Team: The Heart of Scrum

A Scrum Team consists of the Product Owner, the Scrum Master, and the Developers. The Product Owner holds the vision for the product, the Scrum Master facilitates the process, and the Developers craft the product. Sounds simple, right? However, each member plays a critical and distinctly unique role in the Scrum ecosystem.

Sprints: Running the Scrum Race

Ever heard of Sprints in a Scrum context? They are not about sprinting to the finish line but rather about sustainable, consistent progress. A Sprint is a fixed time period, typically two to four weeks long, during which a specific set of tasks is completed and ready for review. Sprints help break down larger work into manageable, bite-sized pieces. They create room for adjustments and improvements along the way.

Product Backlog Items and Backlog: Scrum’s Building Blocks

The Scrum framework utilizes Product Backlog Items (PBI) and Backlogs as fundamental components. A PBI is a simple description of a change to the product being created. The Product Backlog, on the other hand, is a ordered list of all possible PBIs for a product. The Sprint Backlog, then, is an actionable list drawn from the Product Backlog for each Sprint. These tools help teams to focus on user needs and organise their work effectively.

Scrum Events: The Rhythm of Progress

Scrum’s heartbeat is felt in its regular events or ceremonies that add rhythm to the project workflow. These include Sprint Planning meetings, where the upcoming Sprint’s work is defined; Daily Scrum or Stand-ups, where the team synchronises their work and plans for the day ahead; the Sprint Review, showcasing the increment to stakeholders; and finally, the Sprint Retrospective, a time to reflect on the process, learn and adjust for future Sprints.

To decode Scrum jargon is not merely about memorising definitions. It’s about understanding a different way of working, a new breed of collaboration, and a fresh perspective on delivering value. Even if the words are new, don’t let them scare you off. Scrum is not about creating walls but about building bridges.

Measuring Success in Scrum: What Non-Technical Stakeholders Need to Know

Perception of Success: Not Just About the Numbers

Imagine this scenario: you’ve successfully implemented Scrum, your team has enthusiastically embraced it, and your first few sprints have sailed smoothly. But as a non-technical stakeholder, how do you define ‘successful’? Heaps of completed work, streaming iterations, or simply meeting the bottom line? While these could indicate success, Scrum revolves around a more holistic approach.

Value Delivery: The True Measure

Scrum, at its core, is about delivering value. So, it’s crucial to grasp that the true success of a Scrum team isn’t measured solely in terms of completed tasks or met deadlines but in the continuous flow of valuable and usable increments to the customers. And by ‘value’, we refer not only to economic terms but also to intangible assets such as customer satisfaction, user experience, and contribution to strategic objectives.

Team Health: The Invisible Metric

Keep in mind that the Scrum framework also fosters an environment for teams to grow and improve continuously. Therefore, keeping an eye on the ‘health’ of your team—the level of engagement, team morale, productivity, and adaptability—is of paramount importance. This might seem soft to some of you, but remember: a dispirited team could be the death knell for even the most meticulously managed Scrum project.

How to Gauge Success: A Non-Technical Perspective

So, how exactly should you, as a stakeholder, assess the success of a Scrum team without diving deep into technical matters? Here, we lay down some key performance indicators (KPIs) to assist you.

IndicatorDescriptionWhy It’s Important
Sprint Goal SuccessDid the team achieve its set objectives in a sprint?Meeting sprint goals regularly indicates a consistent value flow.
Stakeholder SatisfactionAre the stakeholders happy with the outputs and the process?Satisfied stakeholders often mean the delivered increments are valuable.
Team MoraleIs the team enthusiastic and motivated?A highly motivated team often results in high productivity and quality work.

Remember, these KPIs are by no means exhaustive or universal. You may need to tailor them as per your project’s objectives and the organisation’s culture.

Embrace the Bigger Picture

In conclusion, non-technical stakeholders should recognise that Scrum’s success is a multidimensional concept. It’s not merely about checking off tasks and hitting deadlines. But about continuously delivering value, maintaining team morale and satisfying all stakeholders. Understanding this broader viewpoint will allow you to gauge the health and success of your Scrum team effectively.

What About User Stories and Epics?

User stories and epics are not directly born out of Scrum itself, but they’ve become good patterns widely adopted by numerous Scrum teams. They’re cornerstone facets that positively contribute to the project’s structure and progress. Wondering how you, as a non-technical stakeholder, can interact with them? Let’s get you up to speed.

User Stories

A user story is just that – a concise, straightforward narrative that puts the product’s functionality into perspective from the viewpoint of an end-user. Its primary aim is to create a discussion platform for the team and the stakeholders. It’s not about detailing every tiny technical aspect; instead, it’s about establishing a shared understanding of what needs to be achieved.

“As a user role, I want to perform an action, so that desired outcome“.

This statement-type structure is commonly used to represent a user story.


Think of an epic as a big user story. In essence, it’s a high-level, overarching user story, typically mapped with numerous smaller user stories. Epics are often too complex to be developed within a single sprint and hence, are incrementally broken down into more manageable tasks over time.

Working with User Stories and Epics

As a non-technical stakeholder, these narratives can help you make decisions by offering empowering insights without the technical jargon. Provide your input on user stories, clarify your expectations, and remember that every ‘story’ matters. As for Epics, ensure you understand the broader picture they offer; they are not just a random collection but a cohesive entity in themselves.

What are the benefits of using Scrum over Traditional Approaches?

Have you ever wondered why there is so much buzz around Scrum these days? It’s simple—the numerous benefits that it offers over traditional project management approaches are undeniably attractive. Let’s deconstruct some of the foundational advantages of this agile framework.

Greater Customer Satisfaction

Incorporating Scrum allows for frequent and early delivery of valuable features, or as we aptly term them, “Product Backlog Items”. Frequent delivery not only allows your customers to utilise and reap benefits from these partial solutions early, but it also ensures that their feedback can be channelled into future iterations, leading to higher satisfaction. Quite a revolutionary thought, contrary to traditional approaches where customers need to wait until the very end to see tangible outcomes, isn’t it?

Increased Product Quality

The quality of the end product is a significant differentiator when using Scrum. This is because Scrum gives teams the opportunity to reassess and refine their work continuously throughout the entire process. This is in contrast to typical waterfall development cycles, where testing and perfection are often left until the end. Need I remind you that this approach often results in costly and lengthy refinement if errors are discovered?

Enhanced Risk Management

Scrum’s emphasis on iterative development means that high-risk elements and uncertainties can be tackled early on. It embodies the famous saying, “A stitch in time saves nine.” Just picture the typical scenario in traditional project management: high-risk issues are often pushed down the timeline, and by the time they’re addressed, their impact has grown exponentially. Scrum has the power to change that narrative.

Better Team Morale

Every Scrum team member is purely a team member, with no tiered hierarchy. This equality empowers everyone, encourages ownership, and drives motivation. Plus, by breaking down work into manageable chunks, or as we call them, ‘Sprints,’ workload stress can be significantly relieved. Can your traditional project management methods promise that?

Sufficient Flexibility

Imagine being in the midst of a project and realising the need for drastic changes. With traditional project methodologies, you’d undoubtedly be in trouble. Fret not; this is where Scrum shines. It welcomes changes, even late in development, to optimise business or customer value. Yes, that’s the game-changing flexibility Scrum offers!

In sum, Scrum shifts the dynamics of project management with its customer-focused, feedback-driven, and iterative approach. It increases product relevancy and delivers value through its unique yet straightforward practices. Is it any wonder, then, that this agile methodology is favoured among teams, businesses, and non-technical stakeholders worldwide?

How can Non-Technical Stakeholders Actively Contribute to Scrum?

Can you, the non-technical stakeholder, make a real difference in a Scrum environment? Absolutely. Your input and engagement are critical for success, even if you don’t code, design, or test. Let’s delve into ways you could make meaningful contributions.

Stay Engaged and Informed

Display your involvement simply by showing up. Attend Scrum events, such as Sprint Reviews, to understand the team’s progress through first-hand experience. Staying informed means you are in a position to give real-time, valuable feedback. Remember, knowledge is power!

Offer Business Expertise

Your business expertise is golden. Offer insightful opinions on things like product features, client needs, and market trends. These can greatly enhance the prioritisation of backlog items and the overall product vision.

Play an Active Role in Defining Value

Defining the value of work accomplished in a Sprint often falls to the Product Owner. However, as a non-technical stakeholder, you can play a significant role in this important task. You understand the work’s business implications, so lend that understanding to the Scrum team.

Champion the Scrum Team

Championing the Scrum team means supporting them both internally and externally. This could mean providing necessary resources, celebrating successes, or defending the team’s time and concentration from unnecessary interruptions. A Scrum team backed by a supportive stakeholder is indeed a potent force.

Communicate, Communicate, Communicate

Communicate, whether it’s sharing valuable market insights or transmitting the voice of the customer into the Scrum environment. Your communication can help connect the technical aspects of a project with the business world, fostering a well-rounded understanding within the team.

In short, your active participation and understanding are vital for the success of the Scrum team. It might not be easy, but the reward of an effective Scrum setup is well worth it. So, are you ready to dive in and contribute?


Grasping Scrum concepts could indeed seem daunting and complex, especially if you’re not from a technical background. However, just remember, like most things, understanding Scrum is about seeing the big picture, not getting lost in the technical minutiae. Let me put it into perspective for you.

The Scrum Framework is much like an orchestra. The Scrum Master is the conductor, ensuring everyone is in sync. The Team Members are the musicians, each playing their unique parts. And you, the Stakeholder, are the appreciative audience benefiting from the beautiful music that’s being produced.

Thus, your role is not to understand every single instrument or note; your place lies in grasping the symphony as a whole. It’s about understanding the dynamics, the flow, the process, and how every role interacts. That’s Scrum, in essence.

Finally, remember that active collaboration and communication bridge the gap between technical and non-technical minds. The Scrum board isn’t just a place to track tasks; it’s a platform for dialogue and shared understanding. Utilise it.

Ready to dive in?

If you’ve followed along and understood the topics covered here, congratulations! You’re already on the path to Scrum mastery—even as a non-technical stakeholder.

So, why not put your newfound knowledge into practice? Engage with your Scrum team on its next project, share your insights, ask questions when in doubt, and embrace the Scrum Mindset.

Your journey into Scrum has only just begun. Remember, the best way to learn is by doing. So, why wait? Start your Scrum adventure today!

author avatar
John McFadyen Managing Partner
John McFadyen is an Executive and Enterprise Agile Coach with proven experience working on some of the UK and Europe’s largest, most complex Agile Transformations. As a Certified Scrum Trainer, John brings a wealth of experience as an Agile coach, Agile practitioner and software developer into each of the four core courses he provides. The war stories, the insights into successful Agile transformations and everything he has learned from coaching high-performance Agile teams combine to provide course delegates with a unique, compelling training experience that transforms as much as it empowers.

Like this post? Share with friends & colleagues using the share buttons below.


Related Blog Posts

Learn + Discover Scrum
John McFadyen
Deploy + Improve Scrum
John McFadyen
Deploy + Improve Scrum
John McFadyen
Deploy + Improve Scrum
John McFadyen