Scrum — the ultimate guide

Scrum is a popular and powerful framework that's revolutionized how teams work — across various industries, from software development to project management. In this guide, we'll walk you through everything you need to know about the Scrum methodology, including its main components and how to successfully adopt it on your team. Whether you're just starting or looking to refine your understanding, this guide will provide the clarity you need to master Scrum.

What is Scrum? 

Scrum is a framework within the wider Agile methodology that helps teams work better together by breaking down complex projects into smaller, manageable tasks. These tasks are completed in short, iterative cycles called "sprints." Scrum's goal is to boost collaboration, adaptability, and continuous improvement, so teams can respond to changes quickly while delivering high-quality results.

While any industry can benefit from Scrum, it’s especially popular among teams in fast-paced environments like software development, marketing, and product management. These teams rely on Scrum’s structured yet flexible approach to stay focused, adapt quickly to change, and deliver results efficiently, all while collaborating closely to meet their goals.

While lots of people use the terms 'Agile' and 'Scrum' interchangeably, there are a few key differences that set them apart. We've covered them all in our Agile vs. Scrum guide.

Who participates in Scrum?

Scrum uses specific roles to keep teams focused and accountable. These roles clarify who’s responsible for what and help the team collaborate effectively toward shared goals. The three core roles in Scrum are:

Product Owner

The Product Owner is responsible for defining the product vision and managing the Product Backlog. They prioritize features and tasks based on business value and customer needs, making sure the team works on the most important items first. The Product Owner acts as the bridge between stakeholders and the development team, ensuring the product meets both user expectations and business objectives.

Scrum Master

The Scrum Master is the facilitator who ensures the Scrum process is followed and helps remove obstacles that might hinder the team’s progress. They support the team by encouraging collaboration, helping resolve conflicts, and ensuring that Scrum practices are being followed correctly. The Scrum Master also shields the team from distractions and external pressures, allowing them to focus on delivering value.

Development Team

The Development Team is a group of professionals who work together to deliver the product increment at the end of each sprint. This self-organizing team has all the skills needed to complete the work and is responsible for managing their tasks within each sprint. The Development Team collaborates closely with the Product Owner to understand what needs to be done and how best to achieve it.

Scrum ceremonies or events

To help teams stay organized and continuously improve, Scrum includes regular events called "ceremonies." These ceremonies provide structure by giving teams specific times to plan, reflect, and align on their progress. The key Scrum ceremonies include:

Sprint Planning

Sprint Planning kicks off the sprint. In this meeting, the team and the Product Owner discuss which tasks from the Product Backlog will be worked on during the sprint. The team defines a Sprint Goal and breaks down tasks into smaller, manageable pieces. This meeting is essential to set clear expectations and ensure that everyone is on the same page regarding priorities and deliverables.

Daily Scrum

The Daily Scrum, often called the Daily Stand-Up, is a quick, 15-minute meeting where the team synchronizes their work. Each team member answers three questions: What did I accomplish yesterday? What am I working on today? Are there any blockers? The Daily Scrum keeps everyone aligned, helps identify roadblocks early, and keeps the team focused on their sprint goals.

Sprint Review

At the end of each sprint, the team holds a Sprint Review to demonstrate the work they’ve completed. The Product Owner, stakeholders, and the team reflect on the progress and gather feedback. This meeting is a key opportunity to adjust priorities, make sure the product is on track, and discuss what’s working and what needs improvement.

Sprint Retrospective

The Sprint Retrospective is a chance for the team to reflect on the sprint and identify ways to improve their processes. In this meeting, team members discuss what went well, what didn’t, and how they can improve in the next sprint. The goal is continuous improvement, both for the team’s workflow and the quality of the product. And having an intuitive retrospective tool goes a long way with team engagement.

Scrum artifacts

Scrum artifacts are essentially tools to keep everything organized. These artifacts help teams track their work, ensure transparency, and make sure everyone is aligned on the project’s goals. The main Scrum artifacts include:

Product Backlog

The Product Backlog is a prioritized list of tasks, features, and bug fixes needed to develop the product. It is constantly refined and adjusted based on feedback from stakeholders and the Product Owner’s vision. The Product Backlog is dynamic, meaning it evolves throughout the project, ensuring the team always works on the most valuable tasks first.

Sprint Backlog

The Sprint Backlog is a subset of the Product Backlog. It contains the tasks the team commits to completing during the sprint. The Sprint Backlog is updated daily, providing visibility into what has been done and what remains to be completed. It helps the team focus on their sprint goal and track their progress throughout the sprint.

Increment

The Increment represents the sum of all completed items from the Product Backlog at the end of each sprint. It’s the deliverable output of the sprint, and it must meet the definition of "done" — meaning it’s fully completed, tested, and ready for use. Each Increment builds on the last, creating a continuous flow of value and progress toward the final product.

Benefits of using Scrum

Scrum is widely adopted because of its ability to streamline workflows, encourage collaboration, and deliver high-quality results. Some key benefits include:

Faster time-to-market

Scrum breaks down projects into smaller, manageable chunks, making it easier to deliver updates quickly. Teams can gather feedback after each sprint and adjust as needed, ensuring the final product better meets customer needs and gets to market faster. The Scrum Master plays a crucial role in removing obstacles to productivity, so the team can stay focused and continue making progress.

Better team collaboration

Scrum actively encourages collaboration by bringing everyone together and keeping communication open. With daily stand-ups, teams can quickly identify and address any blockers that might slow progress. This approach keeps everyone aligned on project goals, and work keeps moving forward efficiently.

Greater transparency

Scrum emphasizes transparency, making sure that everyone has a clear view of the project’s progress. Regular reviews and shared artifacts, like the Product and Sprint Backlogs, ensure that all team members, stakeholders, and the Product Owner are on the same page. This helps teams make informed decisions and stay aligned with their goals.

Better product quality

Scrum’s iterative approach lets teams continuously improve the product. By regularly reviewing progress and gathering feedback, teams can spot and fix issues early, leading to better quality at every stage of development.

How to implement Scrum in your organization

Implementing Scrum in your organization can lead to significant improvements in productivity, team collaboration, and overall project success. However, transitioning to Scrum requires a structured approach to ensure smooth adoption and integration. Here’s a step-by-step guide to help you successfully implement Scrum, with actionable insights at each stage.

1. Start with a Scrum pilot team

Start by selecting a small, cross-functional team to test Scrum on a single project. This allows you to experiment with the framework in a controlled environment before scaling it across the organization. The pilot team should consist of a Product Owner, a Scrum Master, and a Development Team, ideally made up of individuals who are open to adopting new ways of working. Choose a project that is relatively short-term but complex enough to demonstrate the benefits of Scrum.

Pro Tip: Ensure the pilot team is fully trained in Scrum and understands its roles and principles. Hold an initial Scrum workshop or training session to align everyone on what to expect and how to approach the project.

2. Set clear objectives

Before launching the pilot, set clear, measurable goals. What do you aim to achieve with Scrum? These goals could include faster delivery times, improved communication, or greater flexibility in responding to change. By defining success criteria, you’ll have tangible benchmarks to assess the effectiveness of Scrum once the pilot concludes.

Pro Tip: Use key performance indicators (KPIs) such as cycle time, sprint velocity, and customer satisfaction to track the pilot’s success.

3. Start with Sprint planning and backlog creation

Once the pilot team is assembled and trained, the first step in executing Scrum is Sprint Planning. During this meeting, the team should define their sprint goal (what they plan to achieve by the end of the sprint) and select items from the Product Backlog to work on during the sprint. The Product Backlog is a prioritized list of tasks, features, or enhancements that need to be completed.

Pro Tip: Ensure the Product Owner has a clear vision of the project and has organized the Product Backlog according to priority. The team should understand the tasks they will be tackling and their importance to the project.

4. Establish a regular cadence for Scrum ceremonies

Scrum relies on a set of regular meetings or ceremonies to maintain transparency and communication. These include the Daily Scrum (a quick meeting to discuss progress), Sprint Reviews (to showcase the work done), and Sprint Retrospectives (to reflect on what went well and what can be improved). Ensuring these meetings are held consistently and are well-facilitated is crucial for Scrum's success.

Pro Tip: Keep the Daily Scrum short (15 minutes) and focused. Use the Sprint Retrospective to gather valuable feedback from the team and immediately act on any insights that could improve efficiency or teamwork in the next sprint.

5. Monitor progress during the Sprint

During the sprint, track the team’s progress through visual tools like Scrum boards or Kanban boards. Tools such as Jira or Trello can help teams manage their Sprint Backlogs and keep work visible. Monitoring progress helps ensure that the team is on track to meet the sprint goal and allows the Scrum Master to address any roadblocks.

Pro Tip: Encourage the team to update the board daily to reflect completed tasks, in-progress work, and blockers. This provides transparency and helps with real-time decision-making.

6. Review and reflect on your Sprints

At the end of the sprint, hold a Sprint Review to showcase what was accomplished to stakeholders and gather feedback. This provides valuable input for future sprints and helps align the team’s work with stakeholder expectations. Following this, the Sprint Retrospective allows the team to reflect on what went well and what didn’t, fostering continuous improvement.

Pro Tip: Encourage open and constructive discussions during Sprint Retrospectives. Ask team members for honest feedback on processes and teamwork. Use actionable takeaways to improve the next sprint’s planning and execution.

7. Scale Scrum across teams

Once the pilot team has successfully completed a few sprints and demonstrated tangible improvements, you can begin scaling Scrum to other teams within the organization. This might require additional training and onboarding for new Scrum teams, but leveraging the lessons learned from the pilot project will make the transition smoother. If multiple teams are involved in the same project, consider frameworks such as SAFe (Scaled Agile Framework) or LeSS (Large Scale Scrum) to manage the coordination across teams.

Pro Tip: When scaling, ensure each team has its own Scrum Master and Product Owner, but that there is coordination between teams to avoid silos and conflicting priorities.

8. Provide ongoing training and support

Scrum is a framework that relies on continuous learning and adaptation. Even after the initial adoption, it's important to provide ongoing training, coaching, and support to help teams improve their Scrum practices. This could involve Scrum Master training, deeper dives into specific Agile methodologies, or coaching sessions to address team-specific challenges.

Pro Tip: Invest in certifications such as Certified ScrumMaster (CSM) or Professional Scrum Product Owner (PSPO) for your team members to deepen their expertise. Regularly invite external Agile coaches to provide insights and guidance as your organization scales Scrum.

9. Invest in the right tools for Agile collaboration

The right tools can make or break your Scrum implementation. Scrum relies heavily on visibility, transparency, and real-time collaboration, especially for remote or distributed teams. Miro, for example, comes with intuitive and powerful tools to support all Scrum ceremonies, from Sprint Planning to Retrospectives. Easily build your own Scrum board — or save time with one of our many customizable templates.

PRO TIP: Running a Scrum ceremony in Miro? Enjoy a two-way sync with Jira and Azure DevOps to easily pull relevant information without having to go back and forth. Save even more time by running all your events on one board using our customizable Agile Team Events with Jira Template.

Training and certification

Successful Scrum adoption often requires formal training and certification to help teams internalize the methodology. Popular certifications include:

• Certified ScrumMaster (CSM): Aimed at individuals who want to become Scrum Masters, this certification covers the principles of Scrum and how to effectively coach teams in its practices.

• Professional Scrum Product Owner (PSPO): This certification focuses on the responsibilities of the Product Owner, including managing the backlog, working with stakeholders, and maximizing product value.

• Scaled Agile Framework (SAFe): This is for organizations looking to scale Scrum across multiple teams or departments.

How PepsiCo scaled Scrum with Miro

PepsiCo’s success with Scrum shows how large teams can accelerate product development by using Agile principles and collaborative tools like Miro. With Scrum’s iterative approach, PepsiCo reduced product launch times from three years to just ten months, all while aligning teams across different time zones.

Some of their key results include:

• 3.6x faster time to market

• 68% of PepsiCo users agree Miro helps complete projects faster

• 80% of users agree Miro has helped improve work productivity

If your organization is looking to scale Agile, PepsiCo’s story demonstrates how combining Scrum with the right digital tools can drive efficiency, improve collaboration, and fast-track results.

Implement Scrum using Miro

Ready to make the transition to Scrum? Having a good tool goes a long way — and the great news is that Miro comes with intuitive and powerful features to help you transition smoothly and get set up for success.

Easily build your own Scrum board, boost teamwork with powerful real-time and async collaboration tools, and integrate with your favorite apps — including a seamless two-way sync with Jira and Azure. You can also kickstart your Scrum ceremonies using one of our many customizable templates.

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