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AI agent for scrum masters

Backlog Readiness Refinement Agent

The next two sprints' worth of backlog is ready before planning

Backlog Readiness Refinement Agent: what goes in, what the agent does and what you get

What it does

Refinement meetings stall when stories arrive half written, and the team spends the hour asking basic questions. Two days before refinement, this agent pulls the top backlog items for the next two sprints and checks each one against the team's Definition of Ready: user value stated, testable acceptance criteria, a size estimate, design attached when needed, and dependencies named. An item is ready only when every rule passes. For each gap it drafts a question for the story owner, and for items over the split limit it drafts a split suggestion. Nothing is posted until the Scrum Master approves. After owners update their items, the agent checks them again. If there are still not enough ready items to fill two sprints, it lists the remaining gaps and drafts follow-up questions for the session itself. Edge case: criteria like 'works well' are treated as not testable.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Two days before refinement 2 USES A TOOL Pull top backlog items for the next two sprints 3 DOES Check each item against the Definition of Ready 4 DOES Draft questions to owners and split suggestions forlarge items 5 YOU APPROVE Scrum Master approves questions before they areposted 6 USES A TOOL Recheck items after owners update them 7 CHECKS THE RESULT Are enough items ready for two sprints? If not: list remaining gaps and draft follow-upquestions for the session. Back to step 4. 8 RESULT Refinement agenda and readiness list
Read the steps as a list
  1. Two days before refinement
  2. Pull top backlog items for the next two sprints
  3. Check each item against the Definition of Ready
  4. Draft questions to owners and split suggestions for large items
  5. Scrum Master approves questions before they are postedThe agent waits here for your OK.
  6. Recheck items after owners update them
  7. Are enough items ready for two sprints?If not: list remaining gaps and draft follow-up questions for the session. Back to step 4.
  8. Refinement agenda and readiness list

How it decides

An item is ready only if it meets every Definition of Ready rule; otherwise each missing rule becomes a question to the owner.

  • Acceptance criteria must be testable statements
  • Items over the split limit get a split suggestion
  • Ready means every rule passes

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Definition of Ready rules
  • Split limit in points (default 8)
  • How far ahead to check (default 2 sprints)
  • Where questions are posted

What keeps you in control

It always asks you first

  • Posting questions to story owners

Hard limits

  • Never edits story content
  • Never reprioritizes

It stops when

  • Done: two sprints of ready items
  • Stop: owner unresponsive for 3 days, raise with Product Owner

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn May 20 the agent checked 18 top items and found 7 ready. Five lacked acceptance criteria and two were over the 13-point split limit. The Scrum Master approved 9 questions. After owners replied, 13 items were ready, but the total was still 4 points short of two sprints. The agent drafted follow-up questions and put the two split candidates first on the May 22 agenda.

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