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Use case: Roles in the Evaluation process

Effective prioritization requires evaluating tasks from both business and technology perspectives. Each team member evaluates tasks based on their specific role and expertise.

Learn more about assigning Criteria to users based on their role-specific vision.

Beyond evaluating Issues with Criteria, you need a consistent process to maintain prioritization quality. This article defines responsibilities for each user role in the Evaluation process.

User roles and responsibilities​

Assign clear responsibilities among team members for a transparent and successful prioritization process.

Board Team Leader​

Oversees the entire Board prioritization process.

Responsibilities:

  • Approves final Board configuration (Criteria, Estimators, Backlog Issues, prioritization deadlines)
  • Can edit everything: Criteria, Estimators, scores, Final Scores
  • Provides the final decision everyone trusts
  • All team members can see modifications to Criteria or Final Scores

Special capability: Can create a Criterion like "Objective Urgency" to override all other priority rankings.

Example actions:

  1. Analyze proposed Criteria and add or remove them as needed.

    Learn how to create Criteria.

  2. Assign Evaluation Criteria to Estimators based on expertise and experience.

    Learn how to assign Criteria to Estimators.

  3. Set deadlines for completing Evaluation and task prioritization.

Facilitator​

A user who bridges business and technology perspectives—often a Scrum Master. You can assign two Facilitators: one for business Criteria and one for technical Criteria.

Responsibilities:

  • Identifies missing information or alternative solutions
  • Resolves team misalignment in Evaluation and finds consensus among Estimators
  • Can overwrite Final Scores to resolve disagreements

Example actions:

  • Moderates discussions about areas of misalignment in Evaluation
  • Asks questions to Estimators to understand their perspectives and arguments
  • Proposes alternative approaches to solving tasks to achieve consensus

Learn how to set up the Facilitator role.

Criteria Manager​

Manages the organization's Criteria library. Ensures Criteria remain relevant to company goals.

Responsibilities:

  • Refines and updates rating scales, descriptions, and Criterion weights as needed
  • Uses the Global Criteria Management section to orchestrate Criteria across all Boards
  • Modifies descriptions, rating scales, and weights across the organization

Example actions:

Estimator​

Assigned to Criteria based on expertise: "Who would you ask this question about the task in a live discussion?"

Responsibilities:

  • Evaluates tasks based on assigned Criteria, using rating scales and experience

Example actions:

Evaluation process with user responsibilities​

Follow this step-by-step process with clearly defined roles:

  1. Board Team Leader assigns Evaluation Criteria to Estimators and sets prioritization deadlines.

  2. Estimators evaluate the Backlog using assigned Criteria and provided rating scales.

  3. Facilitator assists in resolving conflicts among Estimators and clarifying task information to find consensus.

  4. Criteria Manager monitors Criteria relevance and adjusts rating scales as needed.

  5. Board Team Leader reviews Evaluation results and approves final prioritization.

Best practices​

  1. Start by evaluating 10-20 tasks using this model to gather feedback and adjust Criteria and processes.

  2. Discuss the first iteration results and process mechanics with your team.

  3. Adjust the prioritization process based on feedback: modify Criteria (description, weight, scale, Estimators).

  4. Resolve Questions across tasks and add, edit, or remove tasks from the Backlog.

Iterate several times until your team finds the formula that matches your company's goals.

Last updated: Yesterday