What is the Definition of Done and Its Importance in Agile?

Scrum has emerged as a breakthrough Agile framework, transforming how tasks are performed in an organization. This popular adoption highlights its value for professionals looking to advance their careers. One of the key concepts that every Agile practitioner must understand is the Definition of Done (DoD). The term might look straightforward, but it holds a much deeper significance in ensuring task completion. 

In this blog, we’ll explore the Definition of Done in detail - What it truly means, its key examples, ways of creation, importance, and plenty more. Let’s ignite this prosperous journey!

Table of Contents

1) Understanding the Definition of Done

2) How to Create a Definition of Done?

3) Definition of Done vs Definition of Ready: The Key Differences

4) Why is the Definition of Done Important for Product Managers?

5) Conclusion

Understanding the Definition of Done

Definition of Done is the set of Agile methodology criteria every team should follow to ensure the product is completed and ready for usage. It is generally set up by the highest authorities in an organization, such as General Managers, Chief Executive Officers (CEOs), and various other stakeholders. 

Let’s take an example to understand it better. Suppose you are running a tractor manufacturing plant. The operational head of the plant would set a few criteria to label the final tractor as complete: it must not have abrupt incoming noises, must be fully painted, have each nut bolt firmly tightened, and have the tires aligned adequately in their axles. 

Every worker in that operation would adhere to these criteria. Based on that, they would manufacture the tractor unless all these criteria are met, and the tractor is ready for dispatch to the warehouses.
 

How to Create a Definition of Done?

For the Definition of Done to be accurate, it's important to establish it early in the project. This helps set consistent expectations and defines when work can be considered complete. Here are the steps to create a Definition of Done below: 

1) Assemble a Cross-functional Team

Gather a diverse group of Software Developers, Software Testers, and Product Managers. This team will collaboratively define the criteria for when a task or feature is considered complete. Involving different perspectives ensures that the DoD is comprehensive and addresses all necessary aspects of the development process.

2) Define Specific Criteria

Establish clear and detailed technical checks such as code reviews, various levels of testing (unit, integration, and user acceptance), documentation updates, and stakeholder approvals. These criteria ensure that every deliverable meets the required quality and functionality standards before it is considered done.

3) Create a Simple yet Comprehensive Checklist 

Develop a checklist that is simple and comprehensive yet detailed enough to cover all essential quality checks of the final product. This checklist should be used consistently to ensure that all deliverables meet the same high standards as the previous products. This helps in avoiding any kind of oversight or missed steps.

4) Ensure Collaboration and Clear Communication

Create a working environment where all the team members can openly discuss and agree on the DoD. Clear communication is important to ensure that everyone understands the criteria and their importance, which further reduces the ambiguities and the need for revisions. In addition, regular meetings and updates can help maintain this clarity.

5) Apply the DoD Consistently

Implement the established DoD across all projects to maintain a high level of quality and consistency. Consistent application helps achieve predictable outcomes and ensures that all team members are aligned in understanding what constitutes a completed task or feature.

6) Review the DoD 

Review the DoD periodically to incorporate new insights, feedback, or process improvements. This ensures that the DoD remains relevant, practical, and adaptable to technological changes, team dynamics, or project requirements. 

7) Align with Organizational Goals

Ensure that the DoD aligns with the organization's broader goals and compliance requirements. This alignment helps the stakeholders to achieve strategic objectives and make sure that all deliverables strongly adhere to the organization's overall mission and vision.

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Definition of Done vs Definition of Ready: The Key Differences

In Agile, both the Definition of Done and the ‘Definition of Ready’ (DoR) have an important role to play in ensuring the smooth execution of sprints. While the DoD ensures tasks are fully completed, the DoR focuses on preparing backlog items before the beginning of the development. Here are the key differences between the Definition of Done and the 'Definition of Ready' in Agile:

1) Phase in Development

a) DoD: Applied at the end of a task or increment to ensure deliverables meet quality criteria like testing, documentation, and stakeholder review.

b) DoR: Focused on backlog readiness before the start of a sprint to confirm that items are well-defined, refined, and feasible.

2) Purpose

a) DoD: Ensures that work is truly complete and can be released without further revisions, which further maintains consistent quality across all deliverables.

b) DoR: Minimizes the risk of unclear or incomplete tasks entering a sprint, while acting as a quality gate to help teams focus on achievable tasks within the sprint cycle.

3) Criteria

a) DoD: Includes checks like successful testing, code review, and meeting all acceptance criteria to assure deliverable quality.

b) DoR: Requires backlog items to have clear requirements and acceptance criteria and no unresolved dependencies to ensure readiness for development.

4) Impact on Workflow

a) DoD: Helps maintain consistent quality across all deliverables, ensuring that completed work meets the required standards.

b)DoR: Ensures tasks are clearly defined and ready for development, reducing ambiguities and improving sprint planning and execution.

5) Timing

a) DoD: Applied at the end of the development process to confirm completion.

b) DoR: Applied at the beginning of the development process to ensure readiness.

6) Role in Agile

a) DoD: Closes the development process, ensuring end-to-end clarity and quality.

b) DoR: Sets the stage for development, ensuring tasks are ready to be worked on.

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Why is the Definition of Done Important for Product Managers?

Definition of Done serves as a foundational stone for the productivity and efficiency of the Product Managers. Here are the reasons why the Definition of Done is important for these key professionals:

1) Enhances Product Quality and Consistency: The Definition of Done provides clear criteria for professionals to measure task completion. This approach ensures that all the crucial deliverables meet high standards of quality and consistency.

2) Aligns Team Expectations: It helps align the team’s understanding of when a feature is ready for release, minimizing misunderstandings and ensuring everyone is on the same page. 

3) Reduces Rework and Time-to-market: By establishing a robust DoD, Product Managers can ensure that releases meet user needs. This further reduces the need for rework and speeds up time-to-market.

4) Supports Transparency in Workflows: Definition of Done also makes the task easier for the team members to track progress and prioritize tasks. It further provides a clear view of the completed and remaining tasks. 

5) Empowers Better Scope Management: It helps Product Managers manage scope effectively, allocate resources efficiently, and maintain alignment with project goals.

6) Improves Stakeholder Communication: Definition of Done provides a concrete standard for deliverables, while serving as a shared language between technical teams and stakeholders. This helps set accurate expectations and maintain the highest levels of trust.

7) Manages Technical Debt: Emphasizes thorough testing, documentation, and code review before marking tasks as done, preventing the accumulation of technical debt that could impact future releases.

8) Drives Continuous Improvement: By regularly reviewing and updating the DoD based on team feedback, Product Managers can ensure it evolves to accommodate new challenges, technologies, or quality standards.

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Conclusion

We hope you now understand the Definition of Done and its role in improving quality, clarity, and efficiency in Agile projects. The DoD serves as a cornerstone for setting clear standards for completion, ensuring teams deliver consistent and high-quality products. Furthermore, adopting a robust DoD can minimize rework, improve stakeholder communication, and streamline development.

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