How the Definition of Done (DoD) shapes agile projects

If you've ever been part of an agile team, you've probably heard the term Definition of Done (DoD) thrown around in meetings. But what exactly does it mean, and why is it so important?

In simple terms, the DoD is a checklist that helps your team understand when a task or project is truly finished. It's like a quality control guide that ensures you're not just moving tasks off your to-do list but actually delivering something valuable.

In this article, we'll break down what the DoD means, why it matters, and how you can create one for your own agile team.

On the meaning of DoD

The Definition of Done is a set of criteria that a product or task must meet before it's considered complete. Simply put, it's a checklist that your team agrees on to define what 'done' really means. For agile teams, which are flexible in the way they work and adaptable to constantly changing customer requirements, this checklist helps ensure consistency, quality, and transparency.

When your team has a clear DoD, there's no second-guessing whether a task is actually finished or not. It sets expectations and, therefore, removes ambiguity and prevents the dreaded last-minute surprises when a project is supposedly 'done' but still needs tweaks.

To sum up the importance of the DoD technique, it:

• Acts as a quality assurance tool by making sure that each deliverable meets certain standards before it's shipped.
• Prevents miscommunication, as teams may have different ideas of what 'done' means, and if they've agreed on terms in advance, it won't lead to confusion and wasted time.
• Increases transparency so every teammate knows what's expected and can align their work to meet those expectations, which boosts team accountability.
• Reduces rework, as once there is a clear DoD, the team can deal with unclear requirements or quality standards.

How to create a DoD that delivers

If you don't have a Definition of Done in place yet, don't worry. Here's a simple process to help you get started:

• Gather your team. Involve everyone who's part of the development process. The more input you get, the better.
• Identify key criteria. Discuss what your team considers as 'done' and list the necessary steps to get there. Consider criteria such as code review, testing, technical specs, bug fixes, usability, and approval.
• Write it down. Document the criteria in a shared space where everyone can access it.
• Review & update regularly. Your DoD isn't set in stone. Make it a habit to revisit and update it as your team and projects evolve.

When formulating it, create a DoD that is not too vague or complicated. Keep it simple in tone and structure. If you have difficulty keeping it simple, use ChatGPT to formulate a light version of the DoD for your team's purposes.

How the DoD fits into agile methodology

In agile, having a solid Definition of Done is required for sprint planning, retrospectives, and ensuring that deliverables meet your team's standards. Without it, your team might think they’re moving quickly, but they're actually creating more work down the road with incomplete or low-quality deliverables.

The DoD in the agile workflow helps:

• Improve sprint efficiency by ensuring that tasks are fully completed by the end of each sprint.
• Strengthen team collaboration by encouraging team members to align on what 'done' means.
• Build customer trust by delivering higher-quality products that meet or exceed client expectations.

Tools to make your DoD work as intended

Some tools streamline collaboration, transparency, and accountability, making it easier to uphold DoD standards. Here are a few:

• Jira allows teams to document and track DoD criteria within tasks, ensuring that each deliverable is properly reviewed before being marked as complete.
• Confluence can be used to create and store shared DoD documentation, making it easily accessible to all team members.
• GitHub and GitLab provide code review and version control features, ensuring that peer reviews and testing are part of the DoD.
• Last but not least, Orchestra is a single place to run all your work, where a chat-centric workflow with project tracking features combats context-switching and helps teams stay aligned on the DoD throughout the sprint. Try it out ➜

If you're looking to improve your team's productivity, start with a solid Definition of Done. Once you create and refine a DoD that fits your agile team, it will never be the same way of getting things done as a team, as this technique sets up smoother sprints, better collaboration, and satisfied users. 

To make it right, remember to:

• Brainstorm with your team.
• Identify key criteria.
• Document it clearly and concisely.
• Review regularly to ensure tasks are progressing toward the right definition of 'done'.

It's a simple yet powerful way to keep everyone on the same page and ensure that you're delivering high-quality work, every time.