What Is the Definition of Done in Agile and Why It Matters

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In Agile software development, the Definition of Done (DoD) ensures that every piece of work — whether it’s a user story, bug fix, or feature — meets a clear and consistent standard before it’s marked as complete. It’s not enough for a developer to say, “The code works on my machine.” Done means more than functionality. It means the work meets quality standards, is production-ready, and aligns with the shared expectations of the Scrum team.

Without a well-defined DoD, Agile teams often fall into the trap of thinking a product backlog item (PBI) is finished when it’s only partially complete. For example, a feature might be coded but not tested, documented, or approved by stakeholders. In this case, the deliverable looks finished but still carries risks that could impact the product or slow down release cycles.

When the Definition of Done is unclear or absent:

• Stakeholders may receive incomplete or low-quality deliverables.
  
  
• Teams waste time on rework due to missed steps or misunderstood expectations.
  
  
• Sprint reviews become unpredictable because the “done” state varies across team members.
  
  
• Confidence in releases drops as bugs, gaps, or documentation issues surface late.
  
  

A strong DoD creates a shared understanding across the entire development team, from Product Owner to QA and designers. It ensures that each product increment delivered is more than functionally correct — it’s usable, validated, and ready to release.

In short, the Definition of Done is a commitment to transparency, alignment, and quality. It transforms “done” from a vague statement into a measurable, shippable state that everyone agrees on.

Definition of Done vs. Acceptance Criteria vs. Definition of Ready

In Agile development, three concepts often get mixed up: Definition of Done, Acceptance Criteria, and Definition of Ready. While all three contribute to building high-quality deliverables, they serve different purposes in the scrum framework. Understanding how they work together helps teams avoid confusion during sprint planning, execution, and review.

Definition of Done (DoD)

The Definition of Done is a checklist of shared quality standards that applies to every product backlog item (PBI). It defines what “complete” means across all tasks — not just one user story, but every type of work item.

It might include steps like:

• Code is peer-reviewed
  
  
• Tests pass in a test environment
  
  
• Documentation is updated
  
  
• No critical bugs remain
  
  
• The deliverable is in a releasable state
  
  

This definition evolves with the team. As new tools, practices, or quality requirements are introduced, the DoD should be updated accordingly. Its goal is to ensure consistent delivery of high-quality work.

Acceptance Criteria

While the DoD sets team-wide standards, acceptance criteria define specific conditions for an individual user story or task. These are business-oriented requirements that describe how the functionality should behave from the end-user’s perspective.

For example, a login feature’s acceptance criteria might state:

• The user can reset their password via email
  
  
• The system locks the account after 5 failed attempts
  
  

Acceptance criteria help the Product Owner validate that a feature works as intended. They are specific, testable, and story-level, while the DoD is global.

Definition of Ready (DoR)

The Definition of Ready ensures that a backlog item is well-prepared before it enters a sprint. It typically includes:

• A clear description
  
  
• Known dependencies
  
  
• Size estimate or story points
  
  
• Acceptance criteria attached
  
  

The DoR protects the team from picking up work that’s vague, under-scoped, or blocked. It supports smoother iteration by ensuring tasks are truly ready for execution.

Who Owns the Definition of Done?

Ownership of the Definition of Done is a team-wide responsibility — not just one person’s job:

• The Scrum Master helps define, evolve, and uphold the DoD through retrospectives and coaching.
  
  
• The Product Owner ensures the DoD aligns with product goals and stakeholder expectations.
  
  
• Team members (developers, QA, designers) use it to guide their work and propose improvements as they learn.
  
  

When all three definitions — DoD, Acceptance Criteria, and DoR — are clearly defined and consistently applied, Agile teams gain predictability, accountability, and confidence in every sprint.

Key Components of a Strong Definition of Done

A strong Definition of Done (DoD) gives Agile teams a measurable way to deliver high-quality, releasable work — every time. But in real-world software development, what counts as “done” depends on your project, team setup, and technical stack.

Still, there are common elements that most scrum teams include in their DoD. These components ensure the delivered product increment meets internal standards and is ready for production without additional work.

Typical DoD components include:

• Code reviewed and merged: Code has been peer-reviewed, approved, and merged into the main branch.
  
  
• Unit tests and integration tests pass: Automated tests run clean to validate logic and prevent regressions.
  
  
• Feature tested in a staging environment: The functionality has been verified in a realistic, non-production setting.
  
  
• Documentation updated: Internal and user-facing documentation reflects the latest changes.
  
  
• UX and design validations complete: User experience meets the design specifications and is consistent with other parts of the product.
  
  
• No critical bugs open: All blocking issues are resolved or accepted with explicit sign-off from the Product Owner or stakeholders.
  
  
• Shippable state: The item is releasable, even if not immediately deployed.
  
  

These steps help reduce rework, improve transparency, and make each deliverable production-ready. They also ensure a shared understanding of quality, no matter who touches the issue — whether it’s a developer, QA, or product manager.

How to Implement and Use the Definition of Done in Jira

In most Agile teams, the Definition of Done takes the shape of a checklist. It's visible, repeatable, and trackable — especially when managed directly within your Jira issues.

While you could write out the DoD in the issue description or as a comment, a better approach is to use a checklist tool designed for Jira. That’s where Smart Checklist for Jira by TitanApps comes in.

For more details check out Smart Checklist for Jira.

Smart Checklist offers more than just basic checklists:

• You can add statuses to each item (e.g., In Progress, Done).
  
  
• Use headers, mentions, and due dates for better structure and accountability.
  
  
• Organize long lists into collapsible sections for easier navigation.
  
  
• Mark items as required to enforce completion before transition.
  
  

Smart Checklist is built for real Agile workflows. It integrates seamlessly with your Jira environment and supports:

• Template automation: Automatically add checklists to issues based on type or workflow step.
  
  
• Access control: Allow different roles (e.g., developers, QA, product owners) to see or edit what’s relevant to them.
  
  
• Scalability and compliance: The app now runs on Atlassian’s Forge platform, which processes all data inside Atlassian’s secure infrastructure — ideal for regulated teams.
  
  

With Smart Checklist, your DoD becomes part of the issue — not an external doc or forgotten note. It’s actionable, customizable, and always visible.

Next, we’ll show how to structure your DoD using checklist templates and multiple checklist tabs to align cross-functional teams.

How to Structure Your Definition of Done in Jira

Agile teams don’t work in silos. Developers, QA, designers, and product owners often contribute to the same user story — but each group has different responsibilities. A single Definition of Done won’t fit every role unless it’s structured well.

That’s why teams using Smart Checklist for Jira benefit from features like templates and multiple checklist tabs. These help organize and reuse DoD checklists in a way that scales with your team and process.

For more details check out Smart Checklist for Jira.

Use Templates to Reuse the DoD Across Projects

With Smart Checklist, you can create and save DoD templates for common issue types like stories, bugs, or epics. These templates can be:

• Automatically applied when a new issue is created.
  
  
• Customized by team or project.
  
  
• Updated in one place, then reused across hundreds of issues.
  
  

Templates keep your process consistent and reduce manual work. You don't have to rewrite checklists every sprint or rely on someone remembering what “done” means.

Use Multiple Checklist Tabs for Role-Specific DoD

Different teams contribute different types of “done.” A designer's job isn't finished when development starts, and a QA checklist looks nothing like a product owner's review steps. That’s where checklist tabs come in.

Each checklist tab in Smart Checklist focuses on a specific process or team. For example:

• Development DoD: Code review, unit tests, API docs.
  
  
• QA DoD: Test cases executed, regression tested, bugs closed.
  
  
• Design/UX DoD: UX review completed, responsive design tested.
  
  
• Docs/PM DoD: Confluence updated, release notes drafted.
  
  

Each tab can be completed independently, but all contribute to the same Jira issue. It keeps the work centralized, but responsibilities separated and clear.

You can also:

• Link templates to specific issue types or projects.
  
  
• Trigger tabs via workflow automation.
  
  
• Require all tabs to be complete before a ticket can be closed.
  
  

This layered structure helps enforce standards without slowing down the team. Everyone knows what they need to do, and Jira tracks it all in one place.

How Multiple Checklist Tabs Support Your Definition of Done in Jira

Agile delivery isn’t just about getting work done — it’s about ensuring every aspect of a deliverable meets the quality standards before it’s marked complete. This becomes easier when each team involved has its own view of what “done” looks like. Smart Checklist’s multiple checklist tabs feature makes that possible — directly inside the Jira issue.

Here’s how it supports a shared but structured approach to “done”:

Split DoD by Team or Function

With checklist tabs, you can assign each team — developers, QA, designers, technical writers — its own tab. Every tab includes that team’s relevant DoD items and can be completed independently. That way:

• No one misses their part of the work
  
  
• Accountability stays clear
  
  
• Progress is tracked in one place
  
  

Automatically Add Tabs Based on Issue Type

Using templates or workflow automation, you can automatically include relevant tabs for specific issue types. For example:

• A Story might include “Dev DoD,” “QA DoD,” and “Docs DoD.”
  
  
• A Bug could trigger just “QA Validation” and “Dev Fix.”
  
  

This avoids clutter while ensuring only relevant checklist items appear based on the issue’s context.

Enforce Completion Across Tabs

You can enforce that an issue doesn’t transition — for example, from “In QA” to “Done” — until all applicable tabs are marked complete. This ensures your Jira workflows align with your Definition of Done and nothing slips through.

Support Cross-Functional Workflows

Checklist tabs allow multiple teams to collaborate on the same Jira issue without overlapping responsibilities or bloated subtasks. Each team tracks its progress, and Jira becomes the single source of truth.

Whether you’re working with a Scrum or Kanban approach, tabs create clarity, structure, and shared understanding — all essential parts of a strong and actionable DoD.

How to Make Your Definition of Done Effective

A Definition of Done isn’t just a checklist — it’s a living part of your Agile process. To truly work, it needs to evolve alongside your product, team, and priorities.

Here’s how to make it effective over time:

Review It Regularly
Your DoD should be revisited during sprint reviews and retrospectives. These sessions are ideal for uncovering steps that teams regularly skip, validating whether existing criteria still make sense, and updating the DoD based on real delivery patterns.

Adapt to Process Changes
As your product or team matures, your DoD should reflect that. Introduced a new code review standard? Added a new compliance check? Built a staging environment? Your DoD needs to evolve to stay relevant — otherwise, it becomes outdated and ignored.

Use Real-World Data
Look at defects caught during QA, support tickets, or post-release bugs. These often point to gaps in your Definition of Done. For example, if incomplete documentation leads to confusion, adding a “Docs updated” item might be necessary.

Watch for Hidden Impediments
If team members frequently skip checklist items — not because they disagree with them, but because they lack time, tools, or clarity — that’s a sign your DoD might be too ambitious or unclear. Simplify it. Clarify responsibilities. Make it realistic.

Keep It Visible and Actionable
Don’t just document the DoD in Confluence or a slide deck. Embed it where work happens: in Jira. Tools like Smart Checklist ensure your DoD is front and center — visible inside issues, enforced by workflow rules, and tracked over time.

When teams treat the Definition of Done as a dynamic, shared standard — not a one-time agreement — they reduce rework, improve accountability, and build a stronger delivery culture.

Common Pitfalls in Applying the Definition of Done (and How to Fix Them)

Even mature Agile teams can struggle to apply the Definition of Done (DoD) effectively. Misalignment, lack of visibility, or overcomplication can all reduce its impact. Let’s look at common mistakes and how to solve them:

1. The DoD is too vague or too broad
   If your checklist says “tests complete” without specifying types, teams will interpret it differently. One developer might run only unit tests, another might include end-to-end validation. To fix this, define clear, measurable quality standards and review them in sprint planning or retrospectives. Use examples and agreed-upon language to build shared understanding.
2. The checklist is outdated or ignored
   When your DoD lives in a Confluence page or hasn’t been updated in months, it becomes irrelevant. Make the DoD part of daily work by embedding it into Jira issues. Smart Checklist helps keep your DoD visible, actionable, and up to date with templates and workflow triggers.
3. It’s confused with acceptance criteria
   Teams often blur the lines between Definition of Done and acceptance criteria. But they serve different purposes. Acceptance criteria validate a single user story’s behavior; the DoD confirms that all deliverables meet team-wide quality expectations. Clarifying this distinction avoids overlap and missed checks.
4. There’s no team-wide buy-in

If the Scrum Master, Product Owner, and team members don’t all agree on the DoD, it loses authority. Build it together. Revisit it as part of the retrospective process. Encourage open discussion about what should (and shouldn’t) be included. This ensures every Product Backlog Item is held to the same standard.

5. It’s too rigid or unrealistic
   A DoD with 20 mandatory items may look impressive but becomes a blocker if it doesn’t reflect how work actually happens. Balance thoroughness with pragmatism. Focus on what’s essential for quality, and use automation or smart defaults to reduce friction.

Fixing these problems early helps your Definition of Done become a tool — not a burden. It builds clarity across roles, supports project management and delivery, and ensures each sprint produces genuinely shippable work.

Done Means Done

The Definition of Done isn’t just a checklist—it’s a commitment to quality, clarity, and team alignment. When defined well and followed consistently, it safeguards Agile teams from delivering half-finished work and helps ensure every deliverable is truly production-ready.

The Scrum Guide states that “done” means a Product Backlog Item is in a potentially releasable state. This is only possible when all team members—from developers to the Product Owner—apply the same standards to each item in the sprint backlog.

In practice, the best way to enforce the DoD in your workflow is by integrating it into Jira using reusable templates, structured checklists, and smart automation. Tools like Smart Checklist for Jira help make your DoD visible, trackable, and adaptable to real-world delivery.

When Agile teams adopt this approach, they not only reduce rework but also improve iteration planning, cross-functional collaboration, and stakeholder trust.

For more details check out Smart Checklist for Jira.

FAQ: The Definition of Done in Jira and Agile

What’s the difference between the Definition of Done and acceptance criteria?
The Definition of Done (DoD) outlines global quality standards every Product Backlog Item (PBI) must meet to be considered complete. Acceptance criteria are specific to individual user stories or tasks, describing functional requirements from a business perspective.

Where should I store the Definition of Done in Jira?
You can add the DoD in the issue description or use a checklist app like Smart Checklist. Many teams link reusable templates to specific issue types or workflows to ensure consistency.

Can I enforce the DoD in Jira workflows?
Yes. You can use workflow validators to block issue transitions until the DoD is fulfilled—e.g., all checklist items are marked as done, or test results are attached.

What happens if the DoD isn’t met during a sprint?
According to the Scrum Guide, the item isn’t considered shippable or part of the product increment. It stays in the Product Backlog and is re-estimated and re-planned in a future sprint.

How does the DoD apply to Kanban?
In Kanban, the DoD defines quality standards for any work moving to the "Done" column. It ensures consistency and helps manage flow without timeboxed sprints.

Does every Product Backlog Item need to meet the DoD?
Yes. Every PBI must satisfy the team’s Definition of Done to ensure a consistent and high-quality product increment.

How often should we review or update the DoD?
Review the DoD during retrospectives or when your process changes (e.g., new tools, compliance requirements). Use feedback and delivery data to continuously improve it.

What is the Product Owner’s role in the DoD?
The Product Owner ensures that the DoD reflects business and stakeholder expectations. They collaborate with the Scrum Master and team to define and evolve the DoD.

Can we have different DoDs for different teams or issue types?
Yes. Tools like Smart Checklist let you create different DoD templates per issue type or team. For example, you may use one for feature stories and another for bugs or backend tasks.

How does the DoD reduce rework?
It ensures that nothing gets marked as done unless it passes all critical checks—code review, unit tests, documentation, etc.—preventing issues from being reopened later.

Can you share real-world Definition of Done examples?
Yes, examples include:

• Code reviewed and merged
  
  
• Unit and integration tests passed
  
  
• UX approval completed
  
  
• Documentation updated
  
  
• Stakeholder demo scheduled
  
  
• No unresolved blockers
  These should always be actionable and specific to your team’s work.