Plan a big-room or PI planning event
An agenda, preparation checklist, and facilitation plan for a multi-team planning event that ends with committed objectives and a dependency board.
The prompt
Help me plan a big-room planning event (such as SAFe PI planning or a quarterly multi-team planning session).
Teams attending: [NUMBER of teams, roles, locations]
Planning horizon: [e.g. next 10-12 weeks / one quarter]
Business priorities for the period: [TOP features or objectives]
Format and length: [in person / remote / hybrid, 1 or 2 days]
Tools: [physical board, Miro, Jira, etc.]
Problems from past planning sessions: [e.g. "dependencies found too late", "overcommitment"]
Return:
1. Preparation checklist (2-4 weeks before): prioritized backlog ready, capacity per team calculated (holidays, support load, leave), architecture and dependency pre-work, logistics, and briefings for leaders.
2. Agenda with timings for each day: business context, product vision, team breakouts, draft plan review, management problem-solving, final plan review, risk review, and confidence vote.
3. Team breakout guidance: how to size work against capacity, leave a buffer (typically 15-20%), and write objectives in business terms.
4. Dependency board: how to capture and confirm cross-team dependencies, with a rule that every dependency needs both teams' agreement.
5. Risk handling: sort risks into resolved, owned, accepted, or mitigated.
6. Confidence vote: how to run it and what to do with low scores.
7. Remote or hybrid adjustments, if relevant.
8. Outputs and follow-up: what should be published within 48 hours.
Flag where my situation suggests a lighter-weight version would work better.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Meetings prompts
What to fill in
- NUMBER of teams, roles, locations
- e.g. next 10-12 weeks / one quarter
- TOP features or objectives
- in person / remote / hybrid, 1 or 2 days
- physical board, Miro, Jira, etc.
- e.g. "dependencies found too late", "overcommitment"
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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