In Scrum, clarity and shared understanding are crucial for building quality products. Two commonly misunderstood terms among new teams are Definition of Done (DoD) and Acceptance Criteria. As a Scrum Master, helping your Product Owner and Developers understand the distinction between these terms is vital for delivering successful increments every sprint.
Let’s break it down with simple examples, practical explanations, and real-time guidance, so your Scrum team never confuses the two again.
A Quick Overview of Scrum
Scrum is a lightweight framework used for developing complex products. As per the Scrum Guide, it enables people and teams to generate value through adaptive solutions. A typical Scrum team includes a Scrum Master, Product Owner, and Developers. Scrum Masters facilitate events like Sprint Planning, Daily Scrum, Sprint Review, and Sprint Retrospective. But more importantly, they coach the team toward a shared understanding of key Scrum artifacts, like the Definition of Done and Acceptance Criteria.
What Is the Definition of Done (DoD)?
The Definition of Done is a formal agreement within the Scrum team on what it means for a Product Backlog Item (PBI) or an increment to be considered complete. It includes a checklist of quality standards that must be fulfilled before a product increment is considered potentially releasable.
For example, a team’s Definition of Done might include:
- All Acceptance Criteria are met.
- Code is unit tested and reviewed.
- Integration testing is completed.
- Documentation is updated.
- Compliance or governance checks are done.
The Product Owner reviews and agrees on the DoD, and it can evolve as the team matures. Scrum Masters play a crucial role in reinforcing adherence to the DoD. Importantly, even if a feature works as intended, i.e., meets its Acceptance Criteria, it is not “done” unless it satisfies the DoD.
What Are Acceptance Criteria?
While the DoD is universal for all backlog items, Acceptance Criteria are specific to individual Product Backlog Items (PBIs). These criteria define the functional and non-functional behavior that the Product Owner expects from a user story or backlog item.
Examples of Acceptance Criteria include:
- “Users must be able to retrieve passwords using the ‘Forgot Password’ link.”
- “Dashboard must allow users to generate PDF reports.”
- “For inputs Y and Z, the system should return output X.”
Acceptance Criteria act as a contract between the Product Owner and Developers, ensuring the feature functions as expected. They are usually written during backlog refinement or Sprint Planning and serve as the basis for testing.
Real-Life Example to Understand DoD vs. Acceptance Criteria
Imagine visiting your favorite café to enjoy a sandwich (your Sprint Goal). Before ordering, you expect the place to be clean, the service to be friendly, and the ambiance to be good. These general expectations represent the Definition of Done, non-negotiable standards you need before enjoying the meal.
Now, suppose you want a freshly made club sandwich, with melted cheese, cut into two slices, and served warm. These are your Acceptance Criteria for that specific sandwich. Even if the sandwich is perfect, you wouldn’t eat it if the café is dirty. Similarly, in Scrum, even if a PBI meets its Acceptance Criteria, it can’t be marked “done” unless it also meets the DoD.
How Scrum Masters Can Help Teams Understand the Difference?
As a Scrum Master, especially for newer teams, your role is to help establish and reinforce both DoD and Acceptance Criteria:
During Sprint Planning: Encourage the team to define Acceptance Criteria for each selected backlog item and revisit the DoD.
- During Development: Help Developers understand that fulfilling Acceptance Criteria is just one step; completing all DoD steps is essential.
- Before Sprint Review: Ensure all items are tested, validated, and aligned with the agreed DoD.
- During Retrospective: Evolve the Definition of Done as the team gains maturity and faces new challenges.
- You can use real examples, like the café analogy, to coach teams in a relatable way. Over time, teams will begin delivering increments that are not just functional but also meet professional standards of quality.
Why It Matters?
Confusion between Acceptance Criteria and DoD often leads to:
- Incomplete increments presented in Sprint Reviews.
- Misalignment between Product Owner expectations and developer delivery.
- Poor quality or releasability issues at the end of sprints.
That’s why institutes like HelloSM, regarded as the best Scrum training institute in Hyderabad and one of the top training institutes in India, emphasize clarity in such core concepts. Their real-time coaching helps Scrum Masters guide their teams confidently.
If you’re aiming to become a skilled Scrum Master, it’s important to undergo training from the best training institute for Scrum in Hyderabad—like HelloSM, where concepts are taught with industry-relevant examples and hands-on scenarios.
Frequently Asked Questions
Is Acceptance Criteria part of the Definition of Done?
No. Acceptance Criteria are specific to individual Product Backlog Items. DoD is a universal checklist applied across all items to ensure the increment is of high quality and releasable.
Who is responsible for defining the Definition of Done?
The Scrum Team defines the DoD collectively. However, the Product Owner must review and agree to it. It is typically created during the early stages and improved over time in retrospectives.
Can an item meet Acceptance Criteria and still not be “Done”?
Yes. An item may function correctly but may not meet all DoD conditions like code review, testing, documentation, or compliance. Only when both are satisfied can it be marked “done”.
How can I coach my team to understand the difference?
Use analogies, like the café example, and guide them during Sprint events. Encourage open discussion, validate understanding, and evolve practices through retrospectives.
