When would you say a particular task is actually “done”? Let’s imagine a team working on a website enhancement project. The team consists of three members in the marketing team – a content writer, a designer, and a developer – all managed by a product manager in India. The US client has requested the website to be delivered in just one week, which seems impossible considering the website requires at least a month of work to check for traffic and optimize page responsiveness. Nevertheless, the team decides to somehow manage and come up with a plan. They decide to deliver the web pages without any optimization first, just to please the client momentarily, and then take another week to implement these factors, which technically results in accumulated technical debt.

The content writer, who plays multiple roles, takes charge and identifies the shortcomings of the current website. She designs a flow to address these issues and passes it on to the designer, considering her task “done”. The designer then designs the web pages according to the requirements and flow, making small corrections based on feedback from other team members, and considers the task “done”. The developer then develops the web pages and builds the website as per the design, awaiting review to consider the task “done”.

The website is now up and running, but with no estimated traffic and low page responsiveness. So, has “The Definition of Done” really been achieved? Without quality? Who gets to decide this? The irony is evident as the team, in an attempt to meet the client’s deadline, has compromised on the quality and technical debt has been accumulated, resulting in an incomplete and subpar website, despite considering the tasks “done”.

Introduction

In Agile development, the concept of “Done” holds significant importance. It represents the state of completion or readiness of a deliverable or work item. The Definition of Done is a crucial aspect of Agile methodology, as it sets the standard for what it means for an item to be considered truly complete. Understanding the Definition of Done is vital for Agile teams to ensure that their work aligns with the project goals and expectations. It helps to establish a common understanding and provides clarity on the level of quality expected from the team’s deliverables.

Understanding the “Done” Status in Agile Development

In Agile development, the concept of “Done” can vary depending on the team or organization. It typically represents the state of completion or readiness of a work item, such as a user story or a task. However, the interpretation of “Done” can differ among Agile teams, leading to inconsistencies and misunderstandings.

For example, one team may consider an item “Done” when it meets the minimum requirements specified in the user story, while another team may require additional testing or documentation before considering it “Done.” This lack of consistency in defining “Done” can lead to confusion and misalignment among team members, stakeholders, and customers.

This is where the Definition of Done comes into play. It acts as a guiding framework that ensures a common understanding of what it means for an item to be considered “Done” in the context of the project or organization. The Definition of Done outlines the specific criteria, standards, and quality expectations that need to be met for an item to be considered truly complete. It helps in avoiding assumptions and misunderstandings, and ensures that everyone involved in the Agile development process shares the same understanding of “Done.”

Defining the “Done” Status in Agile: Roles and Responsibilities

One of the key aspects of Agile methodology is the involvement of cross-functional teams that work collaboratively to deliver valuable software incrementally. Similarly, when it comes to defining the “Done” status, it is a collective responsibility of the Agile team to establish the criteria and standards for what constitutes a truly completed work item.

Collaborative Decision-Making in Agile Teams for “Done” Status

Agile teams typically include members with diverse roles and expertise, such as developers, testers, designers, product owners, and other stakeholders. These team members bring different perspectives and insights to the table, which makes collaborative decision-making crucial in defining the “Done” status.

Establishing Definition of Done in Agile Teams through Collaborative Efforts

The Definition of Done is typically created and agreed upon by the entire Agile team during the initial stages of the project or sprint planning. It involves discussions, debates, and consensus-building among team members to establish a shared understanding of the quality standards and criteria for work items to be considered “Done.”

Involvement of Stakeholders in Defining “Done” Status in Agile

 

In addition to the Agile team, other stakeholders, such as product owners, customers, or business representatives, may also have a role in defining the “Done” status. Their input and feedback can help ensure that the Definition of Done aligns with the overall goals and expectations of the project or organization.

By involving cross-functional Agile teams and encouraging collaborative decision-making, the Agile methodology promotes a sense of ownership and accountability among team members, leading to a shared understanding of the “Done” status and fostering a culture of continuous improvement.

Key role of Definition of Done in Agile

The Definition of Done plays a pivotal role in Agile development, serving as a guiding principle that ensures the quality and completeness of deliverables. Let’s explore the significance of  Definition of Done in Agile methodology.

Ensuring a high quality of deliverables through Definition of Done:

• The Definition of Done outlines the criteria and standards that need to be met for a work item to be considered complete. It serves as a checklist that helps Agile teams ensure that deliverables are of high quality and meet the agreed-upon standards. 
• This includes factors such as functionality, performance, usability, security, and other quality attributes, depending on the nature of the work item.

Facilitating transparency, accountability, and predictability in Agile development:

• The Definition of Done provides clarity and transparency to the Agile team, stakeholders, and customers regarding the expectations and criteria for completion. 
• It promotes accountability among team members, as they collectively agree on the Definition of Done and hold each other responsible for meeting those standards. 
• It also enhances predictability, as it sets clear expectations for when work items can be considered complete and potentially shippable.

Guiding decision-making and trade-offs during development:

• The Definition of Done serves as a reference point for Agile teams to make informed decisions during development. 
• It helps in prioritizing and sequencing work items, as well as managing trade-offs between scope, time, and quality. 
• By having a shared understanding of the Definition of Done, Agile teams can make decisions based on the agreed-upon criteria, which ensures that all work items meet the established quality standards.

Role of “Done” Status in Agile Development Process

The concept of “Done” in Agile development is relevant and plays a role in various stages of the Agile development process. Let’s explore where the “Done” status is important in Agile methodology.

Product Backlog:

• The “Done” status is crucial in the product backlog, which is the initial list of work items that need to be completed in the Agile project. 
• The Definition of Done helps in determining when a work item is complete and can be considered as “Done” in the product backlog. 
• This ensures that the work items in the product backlog are of high quality, meet the agreed-upon standards, and are ready to be prioritized for inclusion in future sprints.

Sprint Backlog:

• The “Done” status is also relevant in the sprint backlog, which is a subset of the product backlog containing the work items that are selected for a particular sprint. 
• The Definition of Done guides the Agile team in ensuring that the work items selected for the sprint are complete and meet the agreed-upon quality criteria before they are moved to the “Done” status. 
• This helps in ensuring that the sprint backlog items are completed within the sprint and meet the Definition of Done before the sprint is considered complete.

Sprint Review:

• The “Done” status also plays a role in the sprint review, which is a meeting held at the end of each sprint to demonstrate the completed work items to stakeholders. 
• The Definition of Done helps in ensuring that the work items demonstrated in the sprint review are truly complete and meet the agreed-upon quality criteria. 
• This ensures that stakeholders get a clear understanding of the work items that are truly “Done” and ready for deployment.

How does an item move from product backlog to “Done”?

How an item moves from the product backlog to “Done” in Agile development involves several steps, including backlog refinement, sprint planning, sprint execution, and Definition of Done review. The Definition of Done plays a critical role in guiding the progress of an item throughout these stages.

Backlog Refinement:

During backlog refinement, the Agile team engages in sessions to review and clarify the items in the product backlog. The Definition of Done serves as a guide to ensure that the items are complete and meet the agreed-upon quality criteria. It helps the team understand the criteria that need to be met before an item can be considered “Done.”

Sprint Planning:

As part of the sprint planning process, the Agile team selects a set of items from the product backlog to be included in the upcoming sprint. The Definition of Done is used as a reference during this process to ensure that the selected items are complete and meet the agreed-upon quality criteria before they are included in the sprint backlog. The Definition of Done helps the team set clear expectations for what needs to be achieved during the sprint.

Sprint Execution:

During the sprint, the Agile team works on completing the selected items in the sprint backlog. The team follows the Definition of Done as a reference to ensure that the work items are complete and meet the agreed-upon quality criteria before they are marked as “Done.” The Definition of Done guides the team in making sure that the work items are fully completed, thoroughly tested, and meet the required standards before they are considered “Done.”

Definition of Done Review:

At the end of the sprint, the Agile team reviews the work items completed during the sprint against the Definition of Done. This review ensures that the work items meet the agreed-upon quality criteria and are truly “Done” before they are moved out of the sprint backlog and considered as part of the product backlog.

Consequences of not adhering to Definition of Done

Neglecting the Definition of Done in Agile development can have several risks and drawbacks, which can impact the quality, transparency, and success of the project. Some of the consequences of not adhering to the Definition of Done include:

1. Poor quality deliverables: If the Agile team does not follow the criteria outlined in the Definition of Done, it can lead to deliverables that do not meet the required standards of quality, functionality, performance, security, and usability. This can result in defects, bugs, and issues in the deliverables, which may impact the overall performance and stability of the product.
2. Technical debt: Neglecting the Definition of Done can result in accumulating technical debt, which refers to the costs and effort required to fix issues and deficiencies in the deliverables at a later stage of the project. Technical debt can slow down the progress of the project, increase the complexity of future work, and create additional overhead in terms of time, effort, and resources.
3. Reduced transparency: The Definition of Done serves as a common reference point for the Agile team and stakeholders to assess the progress and status of deliverables. If the team does not adhere to the Definition of Done, it can result in reduced transparency, as it becomes unclear whether the deliverables are truly complete and meet the agreed-upon criteria. This can lead to misunderstandings, miscommunications, and misalignments among team members and stakeholders, which can impact the overall project progress.
4. Project issues: Neglecting the Definition of Done can also result in various project issues, such as missed deadlines, increased rework, decreased customer satisfaction, and increased project risks. Deliverables that do not meet the Definition of Done may require additional work, rework, or bug fixing, which can disrupt the project timeline and impact project success.
5. Reduced agility: Agile development relies on the iterative and incremental delivery of high-quality deliverables. Neglecting the Definition of Done can compromise the agility of the Agile process, as it can result in deliverables that are not truly complete, leading to delays, rework, and decreased flexibility in responding to changing requirements and priorities.

Conclusion

The Definition of Done (DoD) plays a crucial role in Agile development as it sets the criteria for when an item or task is considered truly complete. It ensures high-quality deliverables, facilitates transparency, accountability, and predictability, and mitigates risks and project issues. Adhering to the DoD is essential for successful Agile implementation, promoting the development of high-quality products, and contributing to the overall success of Agile projects.