Definition of Done

Definition of Done (DoD) has slowly gained importance in project management and software development. It is a set of criteria that a product must meet for the team to deem it complete and ready for customers. But how did this practice arise, and why is it so critical in today’s fast-paced and agile environments?

DoD has been used from the very beginnings of agile methodologies. Agile processes provide a flexible approach to developing software and project management. The Definition of Done in agile methodology is the solution to the challenge of determining when a task, feature, or user story could be considered truly complete. It provides teams with a shared understanding of readiness for release, even amidst large and complex increments.

The Definition of Done brings together members and stakeholders of an agile team, and guarantees harmony during the development process.

In this article, we will go through the Definition of Done, ways to implement DoD, and its importance and advantages.

Overview

The Definition of Done signifies all conditions or acceptance criteria that a software product must fulfill are met and ready for acceptance by users, customers, teams, or consuming systems. Ensuring adherence to the Definition of Done is paramount for maintaining quality standards and minimizing rework. 

The Definition of Done prevents businesses from delivering poor products to clients or users. It prevents the promotion of user stories or features that fail to meet the defined criteria.   

What is the Definition of Done?

The Definition of Done is a set of standards that a product or product increment must meet for it to be considered complete and ready for release. DoD also explains a developer's commitment to the product Increment, similar to how the Sprint Goal represents their commitment to the Sprint Backlog, and the Product Goal embodies the Product Owner's commitment to the Product Backlog. 

According to the definition of done Scrum or Agile Guide, DoD is a formal description of the state of the Increment. In simpler terms, once the Definition of Done criteria are satisfied, the Increment is considered Done and can be delivered.

One of the primary functions of the Definition of Done is to create transparency within the team and stakeholders.

The Definition of Done may also incorporate organizational standards, which all Scrum Teams must adhere to as a minimum requirement. Teams can build upon these standards with additional criteria specific to their product. However, in the absence of specific organizational standards, it falls upon the Scrum Team to collaboratively create a Definition of Done tailored to their product's needs.

Here is a Definition of Done example

The Definition of Done for a software development company includes rigorous testing procedures, user acceptance testing, and documentation requirements. These standards ensure that each Increment not only meets the organization's quality benchmarks but also aligns with customer expectations and regulatory requirements.

When Is the Definition of Done Created?

The Definition of Done takes shape during sprint planning, establishing a shared understanding among team members before the sprint commences.

During sprint planning sessions, teams collaborate to outline particular criteria and actions for each user story or product increment. This process is crucial as it lays the foundation for consistent quality across all project deliverables. 

By collectively defining what "done" means for each task or feature, the team minimizes ambiguity and improves alignment towards common goals.

How to Create a Definition of Done

Creating a robust Definition of Done involves several key steps to ensure clarity, alignment, and comprehensive coverage of project requirements. Here's a guide on how to create a Definition of Done:

1. Assemble the Right Team

Gather all relevant team members for comprehensive discussions, including product owners, Scrum masters, team members, testers, product managers, sponsors, and other stakeholders. Each member contributes valuable domain knowledge, ensuring that the criteria established form a shared understanding among all participants. Omitting key team members can lead to overlooked aspects and a less comprehensive DoD, potentially resulting in a substandard product.

2. Collaboratively Identify Specific Criteria

Work together to pinpoint specific criteria encompassing functional, technical, and quality standards. This step sets the foundation for assessing the completeness of project components. Criteria ought to be specific, measurable, attainable, relevant, and time-bound (SMART). Consider questions like: How will we know when each component is complete? What conditions indicate that the product increment is done? 

3. Involve Teams and Stakeholders

Improve cross-team collaboration and alignment by involving other relevant teams and stakeholders in the DoD creation process. This ensures that all perspectives are considered and that DoD aligns with broader organizational goals and standards. 

Collaboration across teams also improves communication, mitigates potential conflicts, and promotes a shared commitment to project success.

4. Build a Completion Checklist

While DoD criteria may initially seem more suited to larger projects, teams handling smaller tasks or issues can adapt the same principles by creating a concise Definition of Done checklist. This ensures consistent delivery of high-quality work across all project components.

5. Assign Acceptance Criteria to User Stories

Acceptance criteria (AC) outlines the conditions that user stories must meet to be deemed acceptable to customers. While distinct from DoD criteria, AC serves as agreed-upon benchmarks for individual tasks or features. 

For example, if a Definition of Done for user stories involves implementing a search field, corresponding acceptance criteria could include placement in the navigation bar, functionality upon tapping the "Search" button, and the presence of placeholder text. Integrating AC into your workflow improves clarity and ensures alignment with customer expectations.

6. Seek Continuous Improvement by Reviewing DoD

Recognize that DoD is not a static document but rather a dynamic framework that evolves alongside project requirements and team insights. Regularly review and refine the DoD to address quality issues or ambiguities that arise during sprints. By updating the DoD in response to new learnings and challenges, you mitigate the risk of recurring bugs and maintain alignment with project goals.

Definition of Done in an Organization

When considering the Definition of Done within your organization, it is essential to recognize how criteria vary across the management, at team, portfolio and program levels.

1. Team Level 

At the team level, the Definition of Done is rooted in the activities of individual agile teams. For a marketing team, the Definition of Done could encompass tasks like creating promotional materials, ensuring alignment with brand guidelines, and conducting meticulous reviews for accuracy.

2. Program Level 

Expanding beyond individual teams, the program-level Definition of Done involves the integration of work across multiple teams. Here, the focus shifts to seamless collaboration and comprehensive system testing. 

3. Portfolio Level 

At the highest organizational level, the portfolio Definition of Done encompasses strategic alignment, customer satisfaction, and overall business value. This transcends technical aspects to focus on achieving business objectives, meeting customer satisfaction targets, and ensuring projects align with strategic goals

Practical and Diverse Industry Examples of the Definition of Done 

To provide insight into the creation of a Definition of Done across various industries, let's explore practical examples:

1. Marketing Case Study

In a marketing firm, a Definition of Done for a written case study might include:

Task tracking software:

• Ensuring adherence to DoD criteria
• Incorporating client branding guidelines
• Writing in AP style
• Reviewing checklist with client and incorporating feedback
• Final approval from client

Automated testing frameworks:

• Validating absence of known defects
• Ensuring quality assurance
• Compliance with industry standards

CI/CD pipelines:

• Streamlining deployment 
• Ensuring consistency and compliance
• Automated integration and deployment

Here, the Definition of Done ensures that the case study meets the client's requirements and industry standards before being considered complete and ready for publication.

2. Health-Focused Software Application

For a health-focused software application, here is the Definition of Done checklist example:

• Completion of all testing procedures
• Absence of known defects
• Successful completion of code review
• Compliance with HIPAA standards for data protection
• Fulfillment of general security requirements

Solutions for consistency and quality assurance:

• Regular communication
• Standardized processes
• Collaboration tools

Here, the Definition of Done ensures that the software application not only meets regulatory compliance but also undergoes rigorous testing to ensure functionality and security.

In both examples, once all items in the Definition of Done are complete, the Increment is considered Done.

The Importance of Definition of Done

Definition of Done significantly impacts project success. Here's how:

1. Improved Product Quality 

A well-defined DoD guides agile teams to consistently meet release standards. This boosts customer satisfaction and builds trust in the product.

2. Risk Reduction

Following DoD mitigates the risk of rework caused by incomplete work. With clear criteria for completion, DoD provides direction. This reduces errors and ensures quality throughout the project lifecycle.

3. Team Collaboration and Alignment

DoD fosters collaboration and alignment by establishing a shared understanding of project completion. This alignment enables teams to prioritize customer needs, driving overall project success.

4. Progress Tracking

A clear DoD enables teams to track progress and measure success. Metrics such as velocity provide significant insights into performance and productivity. This enables teams to make well-informed decisions and propel project success.

5. Improved Productivity

 A Definition of Done is used to ensure streamlined workflows, enables teams to focus on value-driven tasks and optimize productivity. 

6. Streamlined Project Delivery and Reduced Rework

Adhering to the DoD ensures each product increment meets quality standards before release, minimizing rework and leading to smoother project delivery. 

Best Practices for Creating and Maintaining DoD 

Here are DOD best practices you should know:

• Engage Key Stakeholders: Enegeging key stakeholders in the DoD definition process ensures alignment with project goals and stakeholder expectations.
• Regular Review and Update: Regularly reviewing and updating the DoD as the project evolves keeps it relevant and adaptable to changing requirements.
• Use Effective Tools and Techniques Using tools and techniques for managing and enforcing DoD compliance, such as task tracking software or automated testing frameworks, ensures consistency and quality in product delivery.

Final Words 

Undoubtedly, the Definition of Done is very important for a project’s success, as it ensures quality, alignment, and efficiency throughout the development process. 

When you clearly define the DOD’s completion criteria and adhere to best practices, you minimize risks, enhance collaboration, and track progress effectively. 

Make sure you constantly review criteria, engage stakeholders, and use effective tools to maintain an ever-green robust DoD.

FAQs

1. What is the Definition of Done (DoD)? 

The Definition of Done outlines the criteria that a product or task must meet to be considered complete and ready for release.

2. Why is the Definition of Done important? 

The DOD is essential for sustaining quality, reducing rework, and ensuring team and stakeholder alignment.

3. Who defines the Definition of Done? 

The DoD is typically defined collaboratively by the Scrum Team, including developers, product owners, and stakeholders.

4. Is DoD mandatory in Scrum? 

Yes, adhering to the Definition of Done is mandatory in Scrum to ensure consistent quality and alignment with project goals.

5. When should the Definition of Done be defined? 

The Definition of Done should be defined during sprint planning or early in the project lifecycle to establish clear criteria for completion.

6. Can the Definition of Done vary between projects or teams? 

Yes, the Definition of Done can vary based on project requirements, team preferences, and organizational standards.

7. Who accepts the Definition of Done? 

The Definition of Done is typically accepted by the Product Owner or relevant stakeholders once all criteria are met.

8. Can we change the Definition of Done? 

Yes, the Definition of Done can be changed or modified as needed to reflect changes in project requirements or team dynamics.