DEFINITION OF READY (DOR)

In software project management, and more specifically within agile methodologies, the Definition of Ready (DoR) is a key concept that plays a crucial role in preparing tasks for execution. It is a set of criteria that defines whether a task, user story, or backlog item is clear and complete enough to be taken up by the development team. This article explores the concept, objectives of the DoR, and provides tips for establishing and ensuring its adoption by all stakeholders.

What is the Definition of Ready (DoR)?

The Definition of Ready is a list of criteria or conditions that must be met before a work item can be considered ready to be executed. It acts as a filter that ensures the development team has all the necessary information to begin work without ambiguity or blockers.

For example, a user story might be considered "ready" if it meets the following criteria:

• It is well-written and understandable by all (using the INVEST format).
• The acceptance criteria are clearly defined.
• All external dependencies have been identified and addressed.
• Effort or complexity estimates have been made.
• The business goal is clearly specified.

Objectives of the Definition of Ready

The main goal of the DoR is to improve productivity and work quality by eliminating uncertainties. More specifically, the DoR helps to:

• Reduce blockers during the sprint: When tasks are well-prepared, teams don't waste time searching for information or clarifying requirements.
• Improve collaboration between stakeholders: The DoR criteria encourage proactive communication and better understanding of needs.
• Ensure a high-quality backlog: It ensures that only well-prepared items are added to sprint planning.
• Foster better predictability: Teams can estimate more accurately the effort needed to complete well-defined work.

How to Establish a Definition of Ready?

1. Involve All Stakeholders The DoR should be co-created by all relevant stakeholders, including the Product Owner, development team, and sometimes external parties. This collaborative approach ensures that the list of criteria meets everyone's needs.
2. Define Clear and Measurable Criteria The criteria should be understandable, objective, and measurable. Here are some examples:
   • The user story must follow the INVEST format (Independent, Negotiable, Valuable, Estimable, Small, and Testable).
   • The acceptance criteria must be written and validated.
   • All necessary supporting documents (mockups, specifications, etc.) must be available.
   • Dependencies with other teams or services must be identified and planned.
3. Integrate the DoR into the Agile Process The DoR should be used in agile ceremonies, such as backlog refinement or sprint reviews. For example, during refinement sessions, the team can verify that each item meets the criteria before considering it ready.
4. Document and Share the DoR The DoR should be documented in a space accessible to all (e.g., a wiki or project management tool). This ensures that every team member or new recruit can easily refer to it.
5. Adapt the DoR Continuously The DoR is not static. It should be reviewed and adjusted regularly to meet the changing needs of the project or based on team feedback.

Aligning Stakeholders Around the DoR

Aligning stakeholders around the DoR requires effective communication and a shared understanding of objectives. Here are some tips:

• Raise awareness about the importance of the DoR: Explain how it helps reduce blockers and improve work quality.
• Organize collaborative workshops: Involve stakeholders in defining the criteria to gain their buy-in.
• Prioritize essential criteria: Start with a simple DoR and add more criteria as the team matures.
• Encourage transparency: Use the DoR as a tool to clarify expectations and reduce misunderstandings.

Example of a Definition of Ready

Here is an example of a DoR for a user story in a software project:

1. Understanding of Needs
   • The user story is written and follows the INVEST format.
   • The business objectives associated with the story are defined.
2. Acceptance Criteria
   • The acceptance criteria are clear, complete, and validated by the Product Owner.
3. Dependencies
   • Dependencies with other tasks or teams have been identified.
   • Necessary external stakeholders have been consulted.
4. Data and Supporting Materials
   • All mockups, technical specifications, or other necessary documents are available.
   • The input data required to test the feature are defined.
5. Estimation
   • The task complexity has been estimated in story points or hours.

Tips for Implementing an Effective DoR

• Start simple: Don’t overload the DoR with too many criteria at the beginning. Focus on the essentials.
• Be flexible: Adapt the DoR based on team feedback.
• Ensure it is realistic: The criteria should be achievable within a reasonable timeframe.
• Train the teams: Ensure every team member understands and applies the DoR principles.
• Integrate the DoR into existing tools: If you're using tools like Jira, integrate the criteria directly into workflows so that they are visible and verifiable.

Conclusion

The Definition of Ready is a powerful tool for ensuring the quality and smoothness of work in software projects. By defining clear, shared criteria, it reduces the risk of blockers and improves collaboration between stakeholders. By taking the time to establish it well and integrate it into agile processes, teams can maximize their efficiency and produce higher-quality deliverables.