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What role do stakeholders play in effective product backlog prioritization?

The Crucial Role of Stakeholders in Backlog Prioritization

In the world of Scrum, backlog prioritization is a pivotal activity that determines the trajectory of a project. Engaging stakeholders effectively in this process can significantly enhance the outcome, ensuring that the most critical aspects are addressed timely. Let’s delve into the role of stakeholders in backlog prioritization and explore practical ways to engage them efficiently.

Understanding Stakeholder Involvement

Why Engage Stakeholders?

If you adhere strictly to the Scrum Guide, you might question the need to involve stakeholders in backlog prioritization. After all, isn’t it the product owner’s responsibility? While this is true, stakeholders play a crucial role in providing insights that can shape better decisions. Here’s why their involvement is essential:

  • Managing Expectations: Stakeholders help in setting realistic goals and expectations.
  • Ensuring Alignment: They ensure that the team is working on the most relevant and impactful tasks.
  • Broadening Perspectives: Stakeholders offer a higher-level view of the business and its priorities.

The Product Owner’s Authority

It’s vital to understand that while stakeholders provide valuable input, the final decision rests with the product owner. The product owner considers stakeholders’ insights but retains the authority to prioritize the backlog. This balance ensures that decisions are made with a comprehensive understanding but without undermining the product owner’s role.

Effective Stakeholder Engagement Strategies

Key Engagement Touchpoints

Engaging stakeholders doesn’t have to be cumbersome. By incorporating their input naturally into the Scrum process, you can streamline their involvement. Here are two primary touchpoints for effective engagement:

1. Product Backlog Refinement (PBR)

Product backlog refinement sessions are excellent opportunities to engage stakeholders. These sessions are designed to enhance the team’s understanding of the priorities and long-term goals. Here’s how to utilize PBR effectively:

  • Regular Involvement: While stakeholders don’t need to attend every PBR session, inviting them periodically helps keep the team aligned with broader business goals.
  • Big Picture Focus: Use these sessions to discuss overarching issues and future opportunities, ensuring that the team comprehends the larger context of their tasks.
  • Interactive Discussions: Encourage stakeholders to share their challenges and insights, enabling the team to ask pertinent questions and refine their understanding.

2. Sprint Reviews

Sprint reviews are mandated by Scrum to include stakeholders. These reviews are crucial for evaluating the product increment and planning future work. Here’s how to maximize stakeholder involvement:

  • Active Participation: Ensure stakeholders are actively participating in sprint reviews to provide feedback and insights.
  • Forward-Looking Conversations: Use these reviews to discuss not just the completed work but also upcoming priorities and potential shifts in organizational needs.
  • Feedback Loop: Create a feedback loop where stakeholders can share their views on what has been developed and suggest adjustments or new directions.

Practical Tips for Engaging Stakeholders

To make stakeholder engagement seamless and effective, consider the following practical tips:

  • Natural Integration: Engage stakeholders during naturally occurring meetings like PBR and sprint reviews rather than setting up separate, disruptive sessions.
  • Focused Agenda: Keep the discussions focused on providing context and insights rather than dictating tasks. This approach maintains the product owner’s agency while leveraging stakeholders’ knowledge.
  • Inclusive Environment: Foster an environment where all team members, including developers, feel comfortable engaging with stakeholders and voicing their questions and concerns.

Real-World Insights

Personal Experience

In my experience, involving stakeholders in backlog prioritization has always yielded positive outcomes. For instance, in one of my projects, a stakeholder highlighted a market trend that the team wasn’t aware of. This insight led to a strategic pivot in our product development, ultimately resulting in a significant competitive advantage.

Recommendations for Scrum Teams

Here are some recommendations based on my experience:

  • Regular Check-ins: Schedule regular check-ins with stakeholders to keep them updated and gather their input.
  • Transparent Communication: Maintain transparent communication channels to ensure stakeholders are aware of progress and any changes in priorities.
  • Empathy and Understanding: Approach stakeholder engagement with empathy, understanding their pressures and aligning their needs with the team’s capabilities.


Effectively engaging stakeholders in backlog prioritization is not just about following a process but about creating a collaborative environment where valuable insights can flow freely. By integrating stakeholders naturally into key Scrum activities and maintaining a balance of authority with the product owner, teams can enhance their decision-making and deliver products that truly meet business needs.

Key Takeaways

  • Stakeholder Engagement: Crucial for managing expectations and ensuring alignment with business priorities.
  • Product Owner Authority: Product owner retains the final decision-making power, considering stakeholders’ insights.
  • Effective Touchpoints: Utilize product backlog refinement and sprint reviews for natural and productive stakeholder engagement.
  • Practical Tips: Integrate stakeholders naturally, keep discussions focused, and foster an inclusive environment.

By following these strategies, Scrum teams can navigate the complexities of backlog prioritization with greater confidence and success, ultimately delivering products that are well-aligned with organizational goals and stakeholder expectations. 🚀

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.

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