PI Planning Made Easy: Expert Tips for Effective Preparation

PI Planning (Program Increment Planning) is a critical event that requires collaboration, focus, and clear expectations to align teams on common goals. It's more than just scheduling a meeting—it’s about setting the stage for success in the upcoming increment. Whether your team is remote, hybrid, or in person, preparation is key to creating an environment where productivity and creativity thrive. Here are five essential steps to help your team prepare for a successful PI Planning session.

Set Up a Collaborative and Fun Environment

For PI Planning to be effective, it’s essential to create an environment where collaboration can flourish.

Start by setting up your planning tools. Whether you’re hosting the event onsite or online, make sure you have collaboration-enabling tools in place. From virtual whiteboards for brainstorming to dependency management boards that keep everything transparent, these tools are crucial for a successful planning session. 💡Pro-tip: Allow room for feedback and praise—both for the process and for individual contributions.

When it comes to physical or virtual spaces, make sure that you have just the right number of rooms for teams to interact and collaborate. Define the purpose of each space and be prepared to offer solutions if problems arise during the session. In hybrid setups, ensure that the audience can fully participate, whether they are remote or in-person.

Integrating team-building elements will also help foster unity. You can go beyond the standard planning agenda by including activities like team dinners or walks, which will provide opportunities for teams to bond and build stronger relationships.

Finally, don’t forget to set a theme for the event. Encouraging the teams to come up with a motto or theme together will generate excitement and engagement, setting a positive tone for the entire PI Planning session.

Be Prepared

Preparation is everything in PI Planning. Before the session even begins, make sure that the backlog is refined and groomed. The better the features are prepared, the more time the team will have to focus on strategic alignment rather than technicalities.

Forecasting is equally important. Be mindful of what you bring into the PI Planning discussion. Don’t introduce topics that are unlikely to be tackled in the session—time is limited, and every minute counts. Set realistic expectations and avoid any unnecessary distractions.

Lastly, bring all the teams onto the same page. Keep everyone informed about strategic topics and allow them to contribute by offering timely feedback. Encouraging teams to provide continuous insights helps ensuring that the planning process is dynamic and collaborative.

Stay Focused on the Strategy and Collaboration

PI Planning is not just about placing tickets in a backlog—it’s about aligning your work with the broader organizational strategy. Understand the strategic goals and ask yourself how your plan contributes to achieve them. Make sure that your efforts support the bigger picture, and encourage your team to do the same.

Contribute actively to the planning process by providing timely feedback. This includes sharing what you can’t do (the " won’t do" aspects), as well as when and why certain actions or tasks may not be feasible. This open communication ensures that other teams can better connect with your plan and adjust accordingly.

Identify Dependencies and Raise Risks

One of the most important aspects of PI Planning is identifying and addressing dependencies and risks early. While in an ideal world, systems are independent, the reality is that most systems rely on each other. During PI Planning, be vigilant about any dependencies and raise them before they become issues later.

Make sure to assign ownership to any raised risks. Risks without a driver are likely to turn into passive problems that no one takes responsibility for. Identifying risks early gives you the opportunity to mitigate them, ensuring a smoother process for the entire team.

Be Clear on the Outcomes and Expectations

Clear communication is key to PI Planning. It’s important to define your PI objectives in a SMART (specific, measurable, achievable, relevant and timebound) way and make sure everyone involved understands what’s to be achieved. Setting realistic expectations and aligning all stakeholders will help create a shared vision for the planning process.

Create a safe space where everyone feels comfortable contributing. Encouraging open communication and contribution from all team members fosters an environment where ideas are heard, and the best solutions can emerge.

Conclusion

PI Planning is a very important event when using the SAFe framework. With the right preparation, collaboration, and focus, it can set the stage for success in the upcoming iterations. By setting up collaborative tools, ensuring clarity on outcomes, and fostering an environment of active participation, your team will be ready to tackle whatever challenges come your way. Stay prepared, stay focused, and ensure that all dependencies and risks are addressed to make your PI Planning a success.