Closing tickets that require stakeholder approval

[Julia Tzavaras]

Wanting to know how to manage tickets that are still waiting stakeholder approval at the end of a sprint.

Im a scrum master for a team who work in 2 week sprints.  We currently have a swimlane for stakeholder approval before tickets can be closed as done.  However Im finding sometimes these tickets get carried over to next sprint.

What is the best way to manage tickets that are waiting stakeholder approval without it impacting the velocity for that sprint?

[Ste Wright · Accepted solution]

Hi @Julia Tzavaras 

This doesn't like a system issue, it sounds like a process one.

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I would either, ask the stakeholders...

• Why are these not being approved within the sprint?
• Is there a blocker or limitation, which makes it hard to approve them?
• Do they appreciate that a delayed approval can impact releases?
• ...etc

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Or, ask the team if the current Sprint Definition of Done is appropriate - for example...

• Should Sprint DoD be classified as pre-stakeholder approval, given they aren't in the team?
• Are there steps post-approval which are in the sprint? Will splitting these tasks from the main deliverable have a negative impact on traceability (eg. impact reporting, cycle time tracking, etc)?
• If DoD was pre-approval, could this mean additional tasks in the next sprint (i.e if they don't approve)?
• ...etc

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But from a system perspective, I'd do nothing. If that Status is part of the DoD then you should be looking to retrospect and improve, to ensure an efficient flow of work.

Trying to limit the impact of stakeholder delays will only hide the issue, or move the issue elsewhere - and still doesn't necessarily stop it impacting your velocity if you still have to track rejections, re-work, etc.

Ste

[Brant Schroeder · Accepted solution]

@Julia Tzavaras Welcome to the Atlassian community

Once you include an issue in the sprint you will not be able to exclude it.  It sounds more like you need to reevaluate your business process at least that is what the sprint velocity is telling you.  If they are getting stuck you should discuss how you can make an adjustment to get them closed in time.