A guide on Scrum product backlog

In Scrum, just like other Agile frameworks, teams thrive with collaboration, adaptability, and continuous improvement. But Rome wasn't built in a day. Even the most dedicated group can struggle without tools and processes to support their work. Getting the most out of Scrum depends on using its artifacts effectively — without them, you're just adding extra steps to the chaos.

A well-organized Scrum product backlog guides Agile teams by setting tasks and priorities for product development, improving team efficiency, and project outcomes. Let's explore its definition, top benefits, and the first steps to creating a roadmap that keeps everyone on the same page and moving forward together.

What is a product backlog in Scrum?

A product backlog in Scrum project management is a list of everything needed to enhance and maintain a product. Think of it as a super to-do list with all the features, tasks, and improvements that the Scrum team needs to focus on, prioritizing the most important items and estimating how much effort each one will take.

Who manages a product backlog in Scrum? 

The product owner is typically the person who goes to sprint planning meetings and repeats over and over, “Put it in the backlog!” With the help of the team, the product owner is responsible for updating the list and prioritizing tasks to make sure everyone is working on the most important items.

Elements you'll typically find in a Scrum product backlog include:

• Features: These are the core functionalities of the product — having them in the backlog is a sign that the team is delivering enhancements
• Bug fixes: Every product has its quirks, and these items focus on boosting the product's functionality and the user experience
• Enhancements: Sometimes, features need tweaks to improve their performance or usability, and these to-dos keep the product relevant
• Non-functional requirements: These items may not be directly visible to users, but they support product functions, including performance, security, usability, and reliability
• Technical tasks: All the work that relates to the product's underlying infrastructure or architecture, like upgrading libraries, cleaning code, or implementing security features

Related: A guide to the Agile development lifecycle

Scrum product backlog vs. sprint backlog

No, Scrum product backlog vs. sprint backlog isn't a battle between a product owner and a project manager to see who adds more sticky notes on the whiteboard. 

These two backlogs are key components of Scrum and Agile project management, but they serve distinct purposes within the development process:

• Scrum product backlog focuses on managing long-term goals, including all features and tasks needed for the product’s development over time
• Sprint backlog serves the team's immediate needs, outlining the tasks the team commits to completing in a single sprint

Related: Agile project management vs Scrum: What's the difference?

Why you should maintain a product backlog in Scrum projects

According to Gartner's Agile in the Enterprise Survey, over 79% of IT leaders use Scrum, making it the most popular Agile framework in business. From software development to design, different teams can use a product backlog in Scrum to have a clear view of the tasks they’re working on and what’s coming up next. 

Benefits include:

• Prioritization and focus on value: An organized backlog helps teams zero in on the most important tasks, so high-value features and improvements come first. It keeps everyone in sync with the product's overall goals.
• Flexibility and adaptability: As new customer or stakeholder feedback comes in, the backlog can easily be updated. Teams can adjust priorities in real time, ensuring that the top priorities always get done.
• Transparency and clear progress tracking: The backlog lays out the plan. So, when your team gathers for the daily meeting, they look at the Scrum task board and know exactly which tasks to tackle first. This gives them peace of mind — no one likes surprises when it comes to extra work.

Related: How to run efficient Agile meetings [+ templates]

How to create a product backlog that drives project success

Are you living or just stuck on the next item in your backlog? Sometimes, task overload and prioritization issues pop up, but there are best practices to keep your team moving forward.

To level up your Scrum product backlog, follow these five steps:

1. Define the product vision

Before opening a Scrum board and assigning tasks to everyone, you need a clear product vision to make sure everyone aligns with the product's goals and direction. 

A product vision is your project North Star, guiding every decision and answering questions like:

• What problem does the product solve?
• Who are the target users or customers?
• What unique value does the product offer?

To define your vision, collect input from stakeholders, team members, and customers to understand the “why” behind the product. Based on the input, plan your product roadmap to communicate the vision to all parties involved.

Related: Learn the four steps to identifying the right product KPIs

2. Break requirements into product backlog items

Once you have a vision, it’s time to translate broader goals into specific product backlog items. Think of user stories, tasks, and features that will help achieve the product vision. 

This step helps the team track what needs to be done, reducing confusion and stress. Keep these best practices in mind:

• Check your product requirements document to make sure the items align with the product goals
• Use simple language so everyone can understand the to-dos
• Keep the items small enough to be completed in a sprint

3. Prioritize and estimate items in your backlog

Now that you have your items, it’s time to prioritize. Product backlog prioritization means that not all tasks carry the same weight, so consider factors like value, risk, and dependencies. Try a

product prioritization framework to organize tasks and identify what is in and out of scope.

After prioritizing, estimate the effort needed for each task, whether in story points or hours. This step helps your team focus on the right items and plan sprints more smoothly.

Related: How to ace your sprint planning meetings

4. Maintain a product backlog refinement meeting agenda

Regular product backlog refinement meetings keep your list fresh and everyone updated. Schedule these meetings weekly or bi-weekly, and create a structured agenda to discuss priorities, clarify items, and make adjustments on your backlog refinement canvas. 

During these sessions, encourage the Scrum master to foster open discussion and collaboration to reduce product team apathy. Remember, team engagement is one of the best outcomes of Agile. According to McKinsey, teams that feel empowered and focus on customers see increases in engagement levels by 20 to 30 points.

5. Review and adjust your backlog as needed

No to-do list is ever completely finished, but keep your Scrum product backlog manageable. Don’t make people cry with a list they have to scroll through for hours. Instead, make it a habit to review your backlog regularly, considering new insights, stakeholder feedback, and changing market conditions.

Plus, adjust priorities and add new items when needed. One of the best outcomes of Scrum is that feeling of getting work done. Make it happen in your next sprint retrospective, and don’t forget to celebrate your team’s wins.

Keep your Scrum product backlog items updated with Mural

Now you've got the roadmap to create a winning backlog, jump into Mural to bring all these steps to life. Our visual work platform helps you create and update backlogs with ease, making teamwork more visual, efficient — and even fun.

With Mural, you have the best tools to empower your team to take ownership of the backlog and keep it always up-to-date:

• Agile project management software: Put your Scrum boards, backlogs, and project tasks in one place — and encourage the team to participate in meetings by voting and adding sticky notes to the canvas 
• Mural's library of templates: Get hundreds of models to streamline planning, creation, brainstorming, and alignment in all Agile ceremonies
• Integrations: Connect your product backlog with platforms like Jira, Slack, Zoom, Microsoft Teams and more to share the latest updates with the team

Create and manage your Scrum product backlog with Mural. Sign up for free.