Backlog Hygiene: Keeping It Healthy

A well-managed backlog is vital for agility, but keeping it "healthy" requires discipline and good practices, known as backlog hygiene.

A neglected backlog can quickly become a problem: if it is too large and disorganized, it becomes overwhelming and demotivating for the team; if you try to keep it perfectly prioritized in its entirety, you consume valuable time on a futile task, as priorities are constantly changing.

The key is to find a balance: keep the backlog manageable, ensure that the top is always ready and clear, and use visual techniques to make it easier to understand.

Avoid Backlogs That Are Too Big or Too Perfect

Two common and detrimental extremes in backlog management are allowing it to grow indefinitely or trying to keep it perfectly ordered from start to finish.

A huge backlog (e.g., with hundreds of items) becomes unmanageable, hides true priorities and generates frustration in the team by giving a feeling of endless work.

On the other hand, trying to meticulously prioritize every item, even those far down the list, is a waste of time, as those priorities will surely change before the team gets to them.

The rule of thumb is to keep the backlog to a reasonable size (perhaps less than 100 items as a guide, although it depends on the context).

This involves regularly eliminating obsolete or irrelevant items and moving low-value or long-term ideas to a separate list (such as a "wishlist").

Prioritize Only the Top

The golden rule for efficient prioritization is to focus only on the top of the backlog.

Only items that the team is likely to address in the next iterations (e.g., the next 1 to 4 weeks of work) need to be clearly defined, estimated and prioritized.

There is no point in investing effort in perfectly ordering the lower items, as continuous learning and business changes will inevitably alter their order before they become relevant.

Items gain detail and clarity as they move up the list. Keeping this "top" of the backlog well prepared ensures that the team always has valuable work ready to go.

Continuous Refinement and Visual Techniques

Keeping the top of the backlog ready requires continuous refinement. As items (especially epics) approach the top of priority, they need to be broken down into smaller user stories, clarified with acceptance criteria and estimated by the team.

In addition, making the backlog visual helps greatly in its understanding. Visual techniques can be used such as:

• Color coding: Use different colors of post-its or digital