Introduction: What You’ll Learn
In this simulation, you'll practice aligning stakeholders and product teams on a clear definition of done for a cross-functional deliverable. This exercise is crucial for making sure everyone’s on the same page about what completion looks like, preventing mix-ups and unmet expectations.
You’ll practice:
- Running alignment meetings
- Clarifying what needs to get done
- Negotiating and setting realistic goals
- Documenting and sharing the agreed definition of done
Step-by-Step Simulation
Scene 1: Kicking Off the Meeting
Facilitator: "Hey everyone, thanks for coming. Our main goal today is to make sure we're all aligned on what 'done' looks like for our upcoming feature release. Let's make sure we're on the same page to avoid any last-minute surprises."
Facilitator: "I’ll start by sharing the current requirements list. Let’s have a look together."
Scene 2: Reviewing the Requirements
Product Manager (Alex): "So, we’ve got a few key deliverables: the new reporting dashboard, an update to our API, and some user training materials. We need to make sure these meet both technical and business needs."
Stakeholder (Priya): "From my side, it’s important that the dashboard supports real-time data visualization. Plus, we need to ensure the API updates won’t mess with existing integrations."
Facilitator: "Okay, let's include those as part of our definition. Leo, any technical challenges or dependencies we should know about?"
Technical Lead (Leo): "We’ll need to ensure our backend can handle real-time data efficiently. It might involve some refactoring, but we can manage that."
Scene 3: Clarifying Expectations
Facilitator: "Let’s get clear on what 'done' means for each item. Starting with the dashboard — is everyone okay with real-time data and maintaining compatibility as key criteria?"
(Everyone nods in agreement.)
Facilitator: "Awesome. Now, for the API updates — Priya, do you have any specific metrics or tests in mind to confirm it’s all good?"
Priya: "Yeah, we should run a set of regression tests and have a performance benchmark to make sure nothing breaks."
Facilitator: "Sounds good. Leo, can your team handle that?"
Leo: "Absolutely. We’ll integrate those into our CI/CD pipeline."
Scene 4: Finalizing Details
Facilitator: "Lastly, for the training materials — what does success look like there?"
Alex: "We’re aiming for detailed documentation and at least two video tutorials. These should be ready two weeks before launch to get feedback."
Facilitator: "Does that work for everyone?"
(Everyone agrees.)
Facilitator: "Great. Here’s what we’ll document as our definition of done:"
- Dashboard: Real-time data and existing compatibility
- API Updates: Regression tests and performance benchmarks
- Training Materials: Documentation and two video tutorials ready before launch
Facilitator: "I’ll send out a summary and the next steps after this meeting."
Scene 5: Wrapping Up
Facilitator: "Thanks for a productive session, everyone. We’ve now got a clear definition of done. Let’s keep communication open as we move forward, and if anything pops up, let’s address it quickly."
Mini Roleplay Challenges
Challenge 1: A stakeholder asks for additional features mid-meeting.
- Best Response: “Let’s jot that down as a future enhancement and focus on our current scope for now.”
Challenge 2: The technical lead is worried about meeting the timeline.
- Best Response: “Let’s chat right after this about potential adjustments or extra resources.”
Challenge 3: There’s disagreement on what ‘done’ means for a deliverable.
- Best Response: “Can we break it down a bit more to make sure we’re all on the same page?”
Optional Curveball Mode
- A stakeholder unexpectedly changes a requirement.
- The product manager needs to leave the meeting early.
- A new team member joins and needs a quick briefing.
Reflection Checklist
Meeting Flow
- Did I run a clear and efficient meeting?
- Did I make sure everyone had a chance to speak and be heard?
Expectation Setting
- Did we nail down clear, measurable criteria for done?
- Did we document and communicate what we agreed on?
Leadership & Tone
- Was I calm and fair during negotiations?
- Did I create a space where everyone felt comfortable discussing?
Common Mistakes to Avoid
- Letting scope creep happen during alignment
- Forgetting to document the final definition of done
- Not addressing concerns about feasibility or timelines
- Overlooking the importance of clear communication and follow-up