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Scrum Master - Do you schedule the 3 meetings?
  v34.0 Posted at 7/04/2020 3:17 PM by Matthew Wicks
​​​​​The Scrum Master (not ScrumMaster), must schedule the Sprint Review, Retrospective and Planning meetings.

Estimate how much time each meeting will require, then schedule a single calendar appointment to cater to the three meetings. When scheduling the calendar appointment, keep in mind the following:

  • Ideally, each of the three meetings should be time-boxed to an hour for every week of their associated Sprint.
  • This timeboxing does not mean the whole time will be taken up, just that you should not let the time for each meeting be exceeded.
  • With the Product Owner's help, the Scrum Team will need some time to update the Product Backlog after the Retrospective and before the Planning meeting.
  • People need breaks.
  • The Sprint officially finishes at the end of the Sprint Review meeting. The Sprint Retrospective marks the beginning of the next Sprint.
  • These meetings do not necessarily have to be held on a Friday or Monday. You can have a Sprint start and end on any day of the week.​
    Mid week meeting are recommended so that the liklihood of it occurring on a public holiday long weekend is minimised.
  • Since these meetings will occur every Sprint - set a recurrence on the calendar appointment (every 1, 2, 3, or 4 weeks)​ so that people have the time blocked out well in advance.

Tip: It can be helpful to finish the Sprint Review with the first Daily Scrum​

Schedule the meeting and invite the Scrum Team and any interested stakeholders.

Required Attendees: [Scrum Team]
Optional Attendees: [Interested Stakeholders]
Subject: 🏃‍♂️ [Project Name] – Sprint Review, Retro and Planning
Recurrence: Every [Number of weeks in the Sprint] weeks
​​​​​

Hi XXX,
 
This is a calendar appointment to hold the following three Scrum meetings:
Scrum Master: XXX​
Task Board: XXX
 
Sprint Review Meeting
We will go through the user stories that have been completed and demonstrate them.
See rule What happens at a Sprint Review Meeting
 
Sprint Retrospective Meeting
Sprint closed and new sprint starts.
We ask for feedback of the previous sprint so that we can ‘Inspect and Adapt’.
See rule What happens at a Sprint Retrospective Meeting
 
Sprint Planning Meeting
We go through the backlog (aka to-do list), get more information, estimate and then prioritize. 
We then breakdown to tasks and commit to what we believe we can deliver for the next sprint.
See the rule What happens at a Sprint Planning Meeting?

Regards,

XXX


<This email is as per the rule https://rules.ssw.com.au/scrum-master-do-you-schedule-the-3-meetings />​

Figure: Good Example - copy this appointment template and send to ​the Scrum Team​
New meeting on Teams​​
​It's a great idea to run your Scrum meetings through Microsoft Teams so that the whole team is invited and new developers can easily find the meetings see https://rules.ssw.com.au/run-your-meetings-through-teams​ for more info.
In Scrum, there are 4 meetings in total that you need to know about: 

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