Overview with tools, template, software, best practices and alternatives

Why do Scrum Teams do Reports?

Scrum refers to a project management method and is usually involved in software development. This approach centers on the utility of various small teams working in a manner that is intensive and interdependent. Scrum teams are made up of people with various task delegations.

Scrum teams do reports in order to update all the team members and the team leaders. This facilitates communication among team members, allowing them to become aware and knowledgeable on what is happening in the team and the project.

Reports of scrum teams also help present all relevant data on the team and the project. Information that is included in the scrum team report are the team’s accomplishments, the team’s strengths and weaknesses, open opportunities, and actual and potential threats. Aside from these information, scrum teams may also include pertinent information on their assessment, plans, strategies, and evaluation.

The data in scrum reports will help their team leaders analyze the team’s performance, allowing them to draw conclusions, make inferences, and make critical decisions, which can contribute to the team’s performance. The report may also lay a foundation to the future actions of the team.

Another purpose of scrum reports is to present trends in the project. This may involve increase or decline of factors, which helps the team analyze where the group and the project are going. The report can help them redirect their paths if necessary, in order for the team to achieve its goals.

How do Scrum Teams usually do Reports?

Scrum teams generate reports so as to give an update to the team leaders and members.

The scrum report usually presents three things – the achievements, problems, and goals. The accomplishments of the team help team members become inspired and ignited to do better, allowing them to become more productive in the long run. The problems of the team can be actual and potential and both should be included in the report. This is for the tam to discuss them accordingly and generate solutions or preventive measures to the problem.

Reports of scrum teams can also include the team’s positive and negative assessment. Positive points may include the team’s strengths while the negative ones are the team’s weaknesses. This helps the team have a hint on their performance and if they are hitting the goals they have set. The assessment of the team also helps them develop an effective business plan, which includes both short-term and long-term goals. Based on the goals, the group will develop relevant strategies and actions for them to carry out in order to meet their plans and objectives. Finally, scrum reports also help the team in the evaluation phase, in which the plans, actions, and strategies are investigated if they really helped achieve the team goals or not.

In terms of the content of the scrum report, the information should be recent and factual. This is to update old information from the previous report. It is important for the report to state facts as these contribute to the formulation of plans, implementing strategies and goals, and evaluating if the actions met the goals.

Typical questions/metrics/topics that are usually covered in reports Scrum Teams are doing

Reporting for Scrum Teams covers the following:

  • What are your recommendations to the company teams?
  • What are your achievements for today?
  • What are the team’s strengths and weaknesses that you see?
  • What are your short-term and long-term goals?
  • What are the actual threats that you see? How are you going to solve them?
  • What are the potential problems that you foresee? How are you going to prevent them?
  • Do you have other concerns or issues?

Advantages & Best Practices of doing Reporting for Scrum Teams

Reporting for Scrum Teams is advantageous to the team in some reasons.

Scrum team reports provide a channel of communication within the team. It allows data exchange between team members, allowing them to become aware of what is happening in the team, project, or company.

The reports also help in the team’s decision making. The strengths, weaknesses, achievements, and problems of the team are factors that contribute to the decision of the team. Pros of cons of each will be weighed by the team, prior to making a final decision.

Scrum team reports also add new information or correct previously stated information from other reports. Additional data discloses to the team information that might have been unrevealed before. Correctional data can clarify things, such as discrepancies, minimizing the need for clarifications and amendments.

Disadvantages & Pitfalls at doing Reporting for Scrum Teams

Reporting for Scrum Teams can be beneficial in many ways, but there are instances that it can be disadvantageous to the team.

Writing a report is time-consuming and it adds as another responsibility of the team members. Some team members are already busy with their regular tasks, yet they have to abide with the rules. The report writing itself is time-consuming as adequate research should be done so as to present evidenced-based information, which comes from timely reference materials. Some team members are already pre-occupied with their original responsibilities in the workplace that they forget to include some details in the report. This leads to an incomplete and inaccurate report, which has a negative impact to the team’s performance in the long run.

Some scrum teams work asynchronously. This means that they have to work in different places and time zones, making them a virtual team. Virtual teams are highly reliant to the internet so as to be successful with their tasks. However, the internet connection is not stable all the time, as external forces such as disaster or disruption in the internet line can render it useless. As a result, team members with poor or absent internet connection may find it hard to submit and receive information to and from their teammates.

Why Teamreporter is great in doing Reporting for Scrum Teams?

Teamreporter is a business application that helps reduce the number of status meetings by using scheduled report mails. Signing up just takes less than one minute and teams with up to four members can use it free of charge.

Teamreporter is helpful to scrum teams as it has an automated and easy-to-use interface, whch allows team members to send and receive information to their teammates with no problem. The application will send e-mail notifications to the team members, asking them information on their accomplishments, plans, and problems. Teamreporter will generate a summary of the team members’ answers and the synthesized information will be sent to all members the following day.

Teamreporter allows modification of the queries and scheduled report mails in its system. Its flexibility allows Teamreporter to blend with the workflow and work environment of its users. Aside from that, users can also adjust the names on Teamreporter’s recipient list. The application can also be integrated to the existing applications that the teams use.

Leaders of scrum teams will also benefit from Teamreporter, as they will receive updated information on the team’s status, performance, and progress. This allows them to have a clear oversight of the team, allowing them to make necessary actions. Team leaders will be able to identify team players from the group, as well as members who need their assistance.

Above all, Teamreporter explores the team’s status and progress, helps them engage together, and leads to the team’s empowerment.

Learn more about Teamreporter

Teamreporter is free for small teams (up to 4 members)