Planning meetings are where scope bloat lives. Without a time constraint, every item gets discussed at equal depth regardless of priority. This template forces prioritization by limiting the time available for each phase.
Define what is being planned: a sprint, a project phase, a launch sequence. Name the time horizon and constraints.
Walk through what needs to be done: backlog items, requirements, dependencies. This is inventory, not discussion. Flag items that need clarification but do not resolve them here.
Order items by priority. Assign owners. Identify dependencies and blockers. The facilitator keeps the group moving — if an item sparks a 5-minute debate, it gets its own follow-up.
Attach dates or sprint targets to prioritized items. Be explicit about what is committed versus aspirational. Mark items that are at risk.
Read back the plan: what is being done, by whom, by when. Each person confirms their commitments.
State where the plan will be documented. Identify the next check-in point.
Pre-meeting checklist
- Backlog or work items prepared and visible to all attendees
- Dependencies and constraints identified in advance
- Previous plan or sprint outcomes reviewed before the meeting
When to use 25 minutes instead
For focused micro-planning within a team that already has a shared backlog and just needs to sequence the next few days of work.