Prepare backlog refinement sessions automatically before they start

Checks your calendar, pulls backlog stories, has AI review them, and emails you a ready refinement summary.

How the work actually flows

A straight line. Runs once per one per user story; a person has to approve before it continues.

Pattern: Sequence (1) ยท Multiple Instances without a priori Run-Time Knowledge (15)

flowchart TD trig(["before scheduled refinement meeting"]):::trigtime s0["pull backlog stories"]:::task s1[["review each story for readiness"]]:::mi s2["compile summary email"]:::task s3["send refinement email"]:::svc trig --> s0 s0 -->|"one per one per user story"| s1 s1 --> s2 hg(("you approve before sending")):::human s2 --> hg hg -->|"approved"| s3 hg -. "sent back" .-> s2 out[/"refinement summary ready to send"/]:::out pay{{"prep time saved before meetings"}}:::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 serviceRuns once per itemA personResultPayoff
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

Getting a backlog refinement session ready takes real prep time: pulling stories, checking they're actually ready, and writing up notes for the team. Without it, sessions run long and stories get sent back half-baked.

Who it fits

Scrum Masters, Agile coaches, or Product Owners who run regular backlog refinement sessions.

How it works

  1. The system checks your calendar for an upcoming refinement meeting
  2. It pulls candidate user stories from your backlog spreadsheet
  3. AI reviews each story for readiness from a business, technical, and process angle
  4. Everything is compiled into a formatted email
  5. You receive a draft, or it's sent automatically for your approval
What you get

A refinement session that starts fully prepped

Your team walks into backlog refinement with every story already reviewed and a summary ready to go.

What you get

A formatted email summarizing which stories are ready for refinement and why.

What you need

A Google Workspace account and 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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