Prepare agile sprint planning backlogs automatically each week

Checks upcoming sprint planning backlog items against your team's readiness criteria and emails a prep summary.

How the work actually flows

A straight line. A person has to approve before it continues.

Pattern: Sequence (1)

flowchart TD trig(["weekly sprint planning check"]):::trigtime s0[("pull ready backlog items")]:::store s1["AI reviews stories against criteria"]:::task s2["draft team prep email"]:::task s3["send approved email"]:::svc trig --> s0 s0 --> s1 s1 --> s2 hg(("scrum master approves")):::human s2 --> hg hg -->|"approved"| s3 hg -. "sent back" .-> s2 out[/"prep email sent to team"/]:::out pay{{"walks into planning fully prepared"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personA record or sheetResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationSpreadsheet & Database OpsScheduling & CalendarFile & Cloud Storage
Connects
Google CalendarGoogle SheetsGmailOpenAI

The problem it solves

Before every sprint planning meeting you have to comb through the backlog checking whether each story is actually ready, then chase people for missing details. It eats into time you'd rather spend coaching the team.

Who it fits

Scrum Masters or Agile Coaches who run recurring sprint planning sessions for a product team.

How it works

  1. Checks the calendar each week for an upcoming sprint planning event
  2. Pulls backlog items marked ready or active from a spreadsheet
  3. AI reviews each story against the team's readiness criteria and adds feedback
  4. Drafts a preparation email for the team, pending your approval
  5. Sends the approved email and optionally suggests sprint goals
What you get

Sprint backlogs reviewed and ready to discuss

You get a weekly sprint planning summary with every backlog story checked against your readiness criteria, so your team walks into planning fully prepared.

What you get

An AI-reviewed backlog and a ready-to-send preparation email for the team.

What you need

A Google Workspace account for Calendar, Sheets, and Gmail, plus an OpenAI API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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