In the world of Agile at scale, PI planning is the heartbeat of coordinated delivery. This Program Increment planning session is where Agile Release Trains (ARTs) align on objectives, set priorities, and identify dependencies for the upcoming increment. While the Scaled Agile Framework (SAFe) defines the mechanics, the real magic happens when teams use PI planning not only to create a plan but also to strengthen collaboration and boost delivery performance.
This article shares practical tips to make your PI planning sessions more engaging, effective, and results-driven.
Why PI Planning Is Critical for Collaboration and Delivery
PI planning is more than a scheduling exercise. It is a strategic alignment event where product managers, product owners, business stakeholders, and delivery teams come together. When done right, it:
- Creates a shared understanding of the product vision and business goals
- Encourages open communication across multiple teams
- Surfaces dependencies before they turn into roadblocks
- Builds trust and accountability between technical and business teams
- Improves predictability and delivery confidence
Without effective PI planning, teams risk working in silos, duplicating efforts, and missing dependencies that could derail the increment.
Tip 1: Start with a Clear and Inspiring Vision
Every great PI planning session begins with clarity. Before diving into backlog items and dependencies, ensure leadership sets the stage with a compelling vision.
- Articulate the “Why” – Explain how the work ties to business outcomes and customer value.
- Use visuals – Roadmaps, diagrams, and mockups make the vision more tangible.
- Connect to past performance – Show how the last PI’s achievements set the stage for the next.
When everyone understands the bigger picture, collaboration becomes more purpose-driven.
Tip 2: Prepare the Backlog in Advance
One of the most common causes of poor PI planning is an unrefined backlog. To improve delivery outcomes:
- Finalize and prioritize the program backlog at least two weeks before the event.
- Ensure features have clear acceptance criteria and business value scores.
- Involve product owners early to align backlog items with team capacity.
By coming to PI planning with well-groomed work items, teams can spend less time clarifying scope and more time aligning on execution.
Tip 3: Foster Cross-Team Communication Early
PI planning is an opportunity to break down silos. Before the session begins:
- Arrange short “pre-PI” syncs between teams that frequently share dependencies.
- Share draft objectives so other teams can spot potential overlaps.
- Encourage open channels like shared chat groups or collaboration boards.
This early cross-talk speeds up decision-making during the main event.
Tip 4: Leverage the Program Board for Visibility
The program board is a visual representation of features, dependencies, and milestones. To make it more effective:
- Keep it updated throughout both days of PI planning.
- Use color coding to highlight risks, critical dependencies, and deadlines.
- Assign owners to each dependency to ensure accountability.
A well-maintained program board becomes a living artifact that keeps teams aligned long after the planning session ends.
Tip 5: Apply the ROAM Technique for Risk Management
Risk management during PI planning should be collaborative, not an afterthought. The ROAM method (Resolve, Own, Accept, Mitigate) is a simple yet effective way to categorize and address risks.
- Resolve – Eliminate the risk entirely during the planning event.
- Own – Assign responsibility for managing the risk.
- Accept – Agree to live with the risk due to low impact or cost to resolve.
- Mitigate – Take steps to reduce the likelihood or impact.
Using ROAM ensures that everyone understands the plan’s weak spots and agrees on how to handle them.
Tip 6: Balance Commitment with Flexibility
While the goal of PI planning is to create a solid delivery plan, avoid overcommitting. Teams should:
- Identify “stretch” objectives that are desirable but not guaranteed.
- Reserve capacity for unplanned work and maintenance tasks.
- Revisit capacity planning regularly to adjust for changes.
This balance ensures teams remain agile in the face of evolving priorities.
Tip 7: Use Facilitation Techniques to Keep Energy High
Two days of planning can drain even the most engaged team members. Skilled facilitation is essential for maintaining focus and productivity.
- Alternate between presentation and breakout sessions to avoid long stretches of passive listening.
- Use timeboxing to keep discussions on track.
- Incorporate energizers, such as short team-building activities, to boost morale.
An energized room leads to better collaboration and creative problem-solving.
Tip 8: Embrace Digital Collaboration Tools for Remote Teams
With distributed teams becoming the norm, PI planning must adapt. Tools like Miro, Jira, Rally, and digital whiteboards can replicate the in-person experience.
- Use breakout rooms for focused discussions.
- Maintain a shared digital program board for real-time updates.
- Record key sessions so absent members can catch up.
When tools are well integrated, remote PI planning can be just as effective as face-to-face sessions.
Tip 9: Encourage Constructive Conflict
Healthy debate during PI planning can lead to better solutions and stronger plans.
- Create a safe space for team members to challenge assumptions.
- Focus on the problem, not the person.
- Use data and facts to guide decisions.
Constructive conflict builds mutual respect and often surfaces innovative approaches to delivery.
Tip 10: Follow Up with Clear Action Items
The end of PI planning is just the beginning of execution. To keep momentum:
- Document all PI objectives and commitments in the team’s Agile tool.
- Assign owners to dependencies and risks.
- Schedule regular check-ins to monitor progress and adjust as needed.
Without follow-up, even the best planning session can lose impact over time.
Measuring the Success of PI Planning
To continuously improve, measure the effectiveness of your PI planning events. Useful metrics include:
- Percentage of objectives achieved
- Number of risks resolved before execution
- Reduction in unplanned work during the PI
- Stakeholder satisfaction scores
- Delivery predictability compared to the original plan
Review these metrics after each increment to identify opportunities for improvement.
Common Pitfalls to Avoid
Even experienced teams can stumble during PI planning. Avoid these pitfalls:
- Entering the event with unclear priorities
- Ignoring smaller but critical dependencies
- Overloading teams beyond capacity
- Treating PI planning as a one-time event instead of an ongoing process
By addressing these challenges proactively, teams can make each planning cycle more effective than the last.
Conclusion
PI planning is one of the most powerful tools for improving team collaboration and delivery in large-scale Agile environments. When teams come prepared, communicate openly, manage risks, and follow through after the event, they create more than a plan—they build trust, shared ownership, and a commitment to delivering value.
By applying these tips, your organization can transform PI planning from a routine meeting into a high-impact event that aligns teams, accelerates delivery, and drives meaningful business outcomes.
