Agile estimation tools allow teams to make more accurate projections of project timelines and effort. These tools accomplish this by using techniques like Planning Poker, t-shirt sizing, and story points to estimate the work.
As the entire team is typically involved in estimation, these tools promote collaboration and increase the accuracy of project forecasts. You’ll find a range of options that you can use with your team, from basic apps to sophisticated software that integrates with project management software.
Agile Estimation Tools Overview
Agile estimation tools are software designed specifically to help teams estimate how much effort various project tasks will require. These tools are designed to make more accurate and consistent estimations while working within Agile frameworks.
I’ve personally used many of these tools throughout my career, and they’ve been instrumental in improving project planning and team collaboration. You’ll especially benefit from these tools if you’re trying to make your estimation process more efficient and increase overall project efficiency.
The main advantages of using estimation tools in Agile projects are:
- More accurate task estimations
- Improved team collaboration and consensus building
- More transparency in the planning process
- Better consensus among team members and stakeholders
Agile estimation tools come in different forms, depending on the estimation technique:
- Planning Poker tools
- T-shirt sizing applications
- Story point estimation software
- Dot voting and affinity mapping tools
Accurate estimation is paramount within Agile, as it helps teams plan sprints, allocate resources effectively, and set honest stakeholder expectations. With the right estimation tools, you can make a significant improvement in your project outcomes and team performance.
Popular Agile Estimation Tools
The market is full of Agile estimation tools. Here are some of the most common Agile estimation tools I’ve come across:
Planning Poker tools:
- Planningpoker.com
- Scrumpoker-online.org
- PlanITpoker
T-shirt sizing tools:
- Trello with custom fields
- Jira with the T-shirt sizing add-on
- ClickUp with custom fields
Story point estimation software:
- Jira Software
- Azure DevOps
- Pivotal Tracker
Dot voting and affinity mapping tools:
- Miro
- Stormboard
- Conceptboard
Here’s a feature comparison of some of the most popular Agile estimation tools:
| Tool | Estimation Method | Real-time Collaboration | Integration Capabilities | Free Version |
|---|---|---|---|---|
| Planningpoker.com | Planning Poker | Yes | Limited | Yes |
| Jira Software | Multiple | Yes | Extensive | No |
| Trello | T-shirt Sizing | Yes | Moderate | Yes |
| Azure DevOps | Story Points | Yes | Extensive | Limited |
| Miro | Multiple | Yes | Moderate | Limited |
Each tool has its pros and cons. The right tool for you will depend on what your team needs and what Agile estimation technique the team prefers.
Planning Poker in Agile Estimation
Planning Poker is a consensus-based estimating technique I’ve used in Agile projects many times. It’s a great way to involve the entire team in the estimating process.
Here’s how to run a Planning Poker session:
- Present the user story or task to the team.
- Allow time for any questions or clarifications.
- Each team member privately selects an estimate card.
- All team members reveal their estimates simultaneously.
- Discuss the reasons behind the estimates, particularly if there are any outliers.
- Repeat the process until you reach a consensus.
Planning Poker has several benefits for team collaboration:
- Ensures everyone on the team participates in the estimation process
- Minimizes the impact of strong personalities
- Encourages discussion and a shared understanding of the task
There are also digital Planning Poker tools, such as Planningpoker.com and PlanITpoker, which offer virtual card decks, real-time voting, and integrations with project management software. With these tools, remote estimating sessions can be just as effective as in-person sessions.
Story Point Estimation Techniques
Story points are a relative unit of measure that represents the effort to implement a user story, and they’re a key Agile estimation concept that I’ve found most helpful on larger, more complex projects.
The Fibonacci sequence (1, 2, 3, 5, 8, 13, 21, …) is the most common sequence to use for story point estimation as it accounts for the inherent uncertainty when estimating larger tasks.
The best practices to consider when assigning story points are as follows:
- Use relative sizing, not absolute values.
- Assess both complexity and effort and uncertainty.
- Use reference stories to standardize story points.
- Continuously calibrate your team’s understanding of story points.
Tools like Jira Software, Azure DevOps, and VersionOne are all excellent tools with strong support for story point estimations. They have customizable estimation scales, automate the math, and allow teams to track historical data.
T-Shirt Sizing for Agile Estimation
T-shirt sizing is a simple, yet effective sizing method I’ve used, especially in the early stages of project planning. You simply categorize tasks into T-shirt sizes (XS, S, M, L, XL).
This method is most helpful when you need quick, high-level estimates for a large group of items. It’s commonly used during initial product backlog refinement or portfolio planning.
Pros of T-shirt sizing:
- Quick and easy to understand
- Non-technical stakeholders can easily understand it
- Effective for high-level estimates in the early stages of a project
Cons of t-shirt sizing:
- Less accurate than numeric sizing
- Likely requires further decomposition for detailed planning
- Sizes can be subjective unless you define them with clear guidelines
Tools like Trello and ClickUp support t-shirt sizing through custom fields. Jira also has a dedicated add-on for this sizing method. With these tools, you can visualize and track t-shirt sizes across your project items.
Integration with Agile Management Platforms
Integrating estimation tools with Agile management software is one of the best ways to level up your workflow. The most popular Agile management software includes:
- Jira
- Azure DevOps
- VersionOne
- Rally Software
- Trello
Most estimation tools have API integrations or plugins for these software options. By integrating the two, you can ensure a seamless transfer of data from your estimation sessions to your Agile management software.
The benefits of integrating estimation tools into Agile workflows are:
- Estimates are automatically updated in your Agile management software.
- Data is consistent across all project artifacts.
- Improved traceability from the estimation to the work implemented
- Increased reporting and analytics capability
I’ve seen this strategy work successfully in various organizations. For example, one software development team integrated Planning Poker Online with Jira, which cut their sprint planning time by 30% and increased the accuracy of their estimates by 25%.
Comparative Analysis of Estimation Tools
Here’s a feature comparison of the top Agile estimation tools:
| Feature | Planning Poker Online | Jira | Azure DevOps | Trello |
|---|---|---|---|---|
| Estimation Methods | Planning Poker | Multiple | Multiple | Custom Fields |
| Real-time Collaboration | Yes | Yes | Yes | Yes |
| Integration Capabilities | Limited | Extensive | Extensive | Moderate |
| Mobile Support | Yes | Yes | Yes | Yes |
| Analytics | Basic | Advanced | Advanced | Basic |
Pricing for premium tools varies:
- Jira: $7-$14 per user/month
- Azure DevOps: $6 per user/month
- Planning Poker Online: $9 per user/month
Free tools like Trello and some open source options are sufficient for small teams or those new to Agile estimation. However, premium tools typically offer more advanced analytics, better customer support, and more integration options.
Note that 64% of teams struggle with technical complexity assessment, and 47% have challenges with dependency management. Using a more advanced estimation tool with features like complexity points and dependency mapping can help overcome these issues.
Step-by-Step Guide to Using Estimation Tools
Selecting the right estimation tool for your team will depend on considerations like team size, project complexity, and integration requirements. Once you select a tool, get started with it by:
Setting it up so it mirrors your team’s estimation scale
Onboarding team members so everyone knows how to use the tool
Importing your product backlog into the tool or creating new items
Scheduling your first estimation session
- During an estimation session
- Present each item in the backlog to the team
- Allow time for the team to ask questions and discuss uncertainties
- Have team members submit their estimates in the tool
- Review the results and discuss outliers
- Come to a group consensus and record the final estimate
Best practices when using the tool include regular estimate calibration, reviewing historical data, and ensuring the entire team participates in the estimation process. Maintenance involves keeping the tool updated and periodically evaluating its effectiveness.
Improving Estimation Accuracy
Factors that impact the accuracy of an estimate include team experience, complexity of the project, and quality of requirements. Understanding these factors is key to improving your estimates.
How to improve a team’s ability to estimate:
- Regular training on how to estimate
- Using reference stories to ensure consistency
- Encouraging discussion during the estimation process
- Regularly analyzing estimates vs. actual effort
Historical data is one of the most powerful instruments you have to refine an estimate. Most Agile tools allow you to track estimates over time and analyze them as historical data. This historical data will show you patterns you can then adjust future estimates for.
Regular retrospectives have a surprising impact on estimate accuracy. This is an opportunity to look back at what went well and what could be improved about the estimate. Data indicates that having these regular retrospectives increases the accuracy of an estimate by 27%.
Other interesting data:
- Involving cross-functional teams increases accuracy by 31%
- Using historical data increases accuracy by 42%
These numbers demonstrate the value of teamwork and making data-driven decisions in Agile estimation.
Advanced Estimation Techniques
As you and your team master basic estimation techniques, you may be curious about other advanced estimation methods:
- Three-point estimation considers three different scenarios: optimistic, most likely, and pessimistic. The formula for three-point estimation is:
- (Optimistic + 4x Most Likely + Pessimistic) ÷ 6
- This formula provides the weighted average considering uncertainties.
The Wideband Delphi technique is an iterative expert estimation method combined with expert feedback. It’s best suited for larger, high-uncertainty projects where you can gather multiple experts together.
Affinity estimation is an excellent technique if you have a large backlog. With affinity estimation, you group similar items together and estimate them at the same time. This can be extremely efficient if you have a long list of items to estimate.
Monte Carlo simulation is a mathematical approach using statistical modeling to predict project timelines and costs. While this technique is more advanced, it can assess project risks and uncertainties more accurately.
Using these advanced estimation techniques, you can solve more advanced estimation problems and obtain more accurate insights on project timelines and effort. These techniques are particularly useful when implementing agile project management in complex or large-scale projects.
Before We Go
Agile estimation tools are a key to succeeding in your projects. We’ve discussed various methods and tools, from Planning Poker to T-shirt sizing. Again, the key is to use what your team finds most effective. Use them consistently and have frequent retrospectives, and you’ll become a more accurate estimator over time. As you use these tools, you’ll notice that your Agile projects are more accurate and efficient.
