PI Planning Tools and Techniques: A Comprehensive Overview

Ruth Hadari
Ruth Hadari
Agile Advocate, Engineering Ops Expert
Posted on
Apr 27, 2023
Updated on
May 2, 2023
Table of Content

PI Planning is a powerful technique used to align work with the company's objectives and maximize value. It helps ensure that everyone involved in the project works together towards a common goal, making it easier to manage resources, properly allocate budgets, and reduce the chance of failure. 

This comprehensive overview of PI Planning tools and techniques will give you an understanding of how to structure your PI Planning process for maximum efficiency so that you can quickly achieve success. 

From defining deliverables to setting expectations, this guide explores essential steps for ensuring successful implementations of PI Plans. By learning about various methods and Sprint Planning tools available for effective PI Planning, you'll be able to confidently make decisions on which strategies are best suited for your particular situation and produce exceptional results.  

What Is PI Planning?

PI Planning Meaning

PI Planning stands for Program Increment Planning. It is a technique that allows teams to plan, align and track progress—all within the same session. During PI Planning, teams go through a comprehensive process of examining their current working environment and identifying areas for improvement.

What Is Pi Planning in Agile

PI Planning is a type of Agile planning session that allows teams to create their product roadmap, plan the upcoming Sprint, and ensure alignment between the scrum team and stakeholders. This process helps teams set goals, objectives, milestones and deliverables for the next period of development in an efficient manner. 

The aim is to ensure that everyone on the team understands what needs to be done and why, in order to successfully deliver the desired outcome.

PI Planning is based on the Scrum framework, a type of Agile methodology that emphasizes collaboration between teams and stakeholders.

During PI Planning, teams will typically review what has been accomplished in the past, set new objectives for the next period of development and assign tasks accordingly. The session should also allow for open discussions about any challenges the team may face, and how to address them.

What Are PI Planning Tools?

PI Planning tools are software aids that help the PI Planning event run smoothly and increase its effectiveness. They provide an intuitive platform for project teams to work together in achieving their goals. These tools allow for collaboration, improved communication, and better decision-making which can all contribute to increased productivity.

What Are the Benefits of Using PI Planning Tools?

PI Planning Tools are essential for any organization to make sure their strategy and goals are aligned. Some of the key benefits they offer include increased collaboration, improved focus, and enhanced coordination. 

1) Increased Collaboration

PI Planning Tools provide organizations with a structured approach to collaborative problem solving and strategic planning that encourages all stakeholders to contribute to finding solutions. 

By creating an environment where everyone’s ideas are heard, teams can come up with better solutions more quickly. This is beneficial not only for the organization but also for individual team members who feel like their contributions make a difference. 

2) Improved Focus

PI Planning tools help teams stay focused on their objectives by breaking down the task into smaller, achievable goals. This makes it easier to track progress and identify areas where additional focus is needed. 

Teams are also able to easily adjust their approach if something isn’t working as expected, allowing them to remain Agile and responsive to changing conditions. 

3) Enhanced Coordination

PI Planning tools provide an easy way for teams to coordinate efforts across departments or divisions. By providing a centralized source of information about each team’s tasks and objectives, it’s easier for groups to stay in sync with one another, which helps reduce the chances of conflicting priorities or wasted resources. 

Best PI Planning Tools

1. GoRetro.ai

GoRetro.ai is one of the best PI Planning tools available to help teams stay on top of their game. Its comprehensive suite of features makes it a must-have for any team striving for efficiency and agility. 

From its capacity planning dashboard, which helps make individual responsibilities clear, to its deep Jira integration that allows teams to track their velocity and buffers, GoRetro offers everything they need to plan Sprints with confidence. 

And thanks to its syncable backlog management tool and various estimation techniques, teams are always able to keep up with the latest trends as well as plan ahead for future success. With GoRetro's powerful yet easy-to-use interface, you won't find anything better when it comes to PI Planning!

2. Kendis.io

Kendis.io is a comprehensive solution for all your planning and tracking needs, bringing together cross-functional teams virtually to work collaboratively on PI Planning projects. With Kendis' automated AI-driven insights, you can easily manage dependencies, set smart objectives, capture risks, and track change scopes during the project. 

You also have the advantage of customizing tracking as per your own requirements, from projecting feature completion based on milestone data to comparing team progress side by side. 

All of this works together in tandem to help you take out any surprises in delivery. The best part? You'll never be alone with one of the most dedicated client support teams available that understand your problems instantly and walk you through it until resolution. 

3. Figma

Figma is another great PI Planning tools available, offering users a comprehensive template for fine-tuning their machines. With Figma's PI Planning agenda, Agile roadmaps, and action plans, teams can sync tasks across multiple teams with ease and stay connected throughout the planning process.

The PI Planning board allows various teams to come together to tackle projects head-on. Plus, collaboration is driven through project-tracking interfaces that align workflows and set long-term goals. 

Notification systems also ensure everyone involved in the project stays up to date on progress and developments. Figma also allows users to assign tasks, set priorities, and track status to get projects off to a strong start and into the right lane. 

Finally, thanks to its Agile Release Train (ART) integration, you can ensure your business stays the course by creating timelines, assigning tasks, and shipping projects without delay. 

4. Miro

Miro is an excellent PI Planning tool for teams who want an efficient and effective way to plan their projects. With the PI Planning Template, you can easily organize both remote and in-person events. 

The template is divided into four parts: Agenda, Program Board, ROAM Board, and Teams Board. The agenda lets everyone know what to expect during the event while the program board helps teams track milestones and iterations as well as get a better overview of features, dependencies, and milestones. 

The ROAM board allows teams to identify risks that may affect their plans, while the Teams Board ensures that each team has clear future iterations, tasks, and objectives laid out in a comprehensive roadmap. 

Miro is an excellent platform for getting your PI Planning event up and running quickly and easily. With its comprehensive approach, you can be confident that your team is well-equipped to achieve success in their project planning! 

5. Mural

Mural is undoubtedly one of the best PI Planning tools out there. From a single source of truth, it provides an online PI Planning board to help you strategize your product and reach alignment faster among teams from anywhere. 

It can easily be set up with a free PI Planning template or customized in minutes, allowing organizations to organize, analyze, and prioritize feedback and next steps using color coding or tags. 

Plus, its Facilitation Superpowers features like timer, anonymous voting, and Private Mode help keep teams on task. What’s more, Mural helps speed up decision-making by facilitating team connection and unlocking collective intelligence across all teams through real-time collaboration or asynchronously. 

6. StormBoard

StormBoard offers seamless remote collaboration and bi-directional backlogs to help teams shorten their planning sessions by 33%. 

With StormBoard's Agile PI Planning integrations, everyone in your session can work together in one space without having to switch back and forth between applications or boards on a wall. 

Plus, you don’t have to build your own Sprint Planning template from scratch—Stormboard has built-in templates for all your Agile processes including Retrospectives, Story Mapping, Sprint Planning, Issue Sizing, Risks/ROAM Board, Program/Dependencies Board and more. With powerful features like these at your disposal, you can easily keep your team aligned on budget and on deadline.

7. Piplanning.io

Piplanning.io is an efficient and modern way to organize PI Planning events remotely in a hassle-free manner, allowing Release Train Engineers (RTEs) and System Team Engineers (STEs) to conduct activities without distractions. It helps team members focus on conversations, objectives, and the plan instead of dealing with manual copy paste work. 

Its RTE Cockpit feature allows for easy preparation of any PI Planning event by creating a simple user interface that teams can use during their breaks. Additionally, Piplanning offers real-time collaboration features that simulate face-to-face conversations as if everyone was gathered in front of the same board. 

In this way, it enables effective conversation quality even when meeting online or at a distance. Piplanning is undoubtedly one of the best PI Planning tools that offer convenience, ease of use, and effective remote collaboration.

What Are PI Planning Techniques?

PI Planning techniques are the way in which PI Planning is practically carried out to increase its effectiveness. It involves a set of methods, techniques and tools that help teams plan their work much more effectively. 

Best PI Planning Techniques

PI Planning techniques are essential to ensure that every team member has an opportunity to be heard and engage in the planning process. 

To ensure this, one of the best PI Planning techniques is to use a talking stick. This tool allows everyone in the meeting to have their turn at speaking without interruption or distraction, allowing for more focused and effective conversations. 

It is also important to make the content of the meeting available ahead of time, and in one place, so that all stakeholders can familiarize themselves with it prior to attending. 

Facilitation is also key; having someone clearly lead discussions and determine who talks when helps keep things on track and ensures everyone gets a chance to contribute their ideas.

As more and more teams are transitioning to remote work, digital tools have become an integral part of PI Planning. Therefore, if you are remote, you will enjoy find the following techniques useful:

1. Accommodation of the number of people in your scrum event

2. One-to-one private chats as well as group chats to facilitate real-time discussion

3. Voting to facilitate prioritization and decision-making

4. Breakout rooms for small-group work, and the ability to automatically bring people back to the main room

What Are the Benefits of Using PI Planning Tools and Techniques? 

Using PI Planning techniques comes with a range of benefits that help teams to reach their goals faster and more efficiently. Here are some of the most prominent advantages: 

1. Clear Focus: PI Planning provides a clear direction and focus on the objectives, which can be better tracked and monitored during progress reviews. 

2. Prioritized Backlogs: A robust backlog management system allows teams to prioritize tasks based on criticality, urgency and expected impact. 

3. Streamlined Processes: PI Planning helps streamline processes for better efficiency and smoother execution of projects or Sprints by utilizing a Sprint Planning event timebox, i.e., specifying how much time should be spent on each task or phase in the project life-cycle without compromising quality. 

4. Improved Team Alignment: With the help of PI Planning, teams can stay better aligned with each other to keep them on track and ensure that no one gets left behind during any sprint or project cycle. 

5. Reduced Risk: By setting clear expectations and goal-oriented tasks, teams can identify risks more efficiently and take proactive steps to reduce them. 

6. Increased Visibility: When used correctly, PI Planning provides a higher level of visibility over the progress of sprints, projects or initiatives for better tracking and accountability. This helps managers to make informed decisions quickly based on real-time data points from the team’s performance. 

7. Enhanced Communication: PI Planning enables better communication between individuals within the team and stakeholders, making it easier to collaborate on projects. This, in turn, helps reduce errors while working on tasks or initiatives, which improves the overall quality of the output. 

8. Improved Productivity: With PI Planning techniques, teams can identify opportunities for improvement and optimize their workflows for increased productivity. This helps them stay focused on achieving their goals without compromising deadlines or other commitments that may arise during a project lifecycle. 

Overall, by using PI Planning tools and techniques, teams are able to improve their performance and efficiency while reducing risks associated with executing complex projects or Sprints. 


When it comes to PI Planning, the tools and techniques available can be overwhelming. But with proper guidance and understanding, you can make the best of them for your business goals. After all, PI Planning is about setting a clear goal and aligning your efforts in order to meet that goal. 

With GoRetro’s comprehensive suite of PI Planning solutions, you can get organized while keeping track of progress towards success. From automatic data collection to integrated collaboration features, GoRetro has everything you need to ensure top performance during every phase of your project. Take control today and start maximizing the potential of PI Planning!

About the author

Ruth Hadari
Agile Advocate, Engineering Ops Expert

Highly experienced in leading multi-organizational teams, groups, in-shore as well as off-shore. The go-to person who is able to simplify the complex. An agile advocate, experienced in all common methodologies. Responsible for the entire software development lifecycle process from development, QA, DevOps, Automation to delivery including overall planning, direction, coordination, execution, implementation, control and completion. Drives execution, and communicates on status, risks, metrics, risk-mitigation and processes across R&D.

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