Build Your Backlog
A Primer for Solopreneurs (3 of 7)
What Is a Backlog?
A backlog is a prioritized inventory of all your potential work.
In Agile methodology, the product backlog contains all features, fixes, and improvements a team might implement. For your one-person business, the backlog becomes your master task list organized by value and readiness.
Unlike a simple to-do list, a well-structured backlog helps you decide strategically what to work on next. It separates the planning process from execution, so you think clearly about priorities without the pressure of immediate action.
Backlog Anatomy
Your backlog should contain all relevant work items.
This includes client deliverables, administrative tasks, marketing activities, professional development, and business improvement projects. Each item should be specific enough to act upon but not include every implementation detail.
Organize your backlog with the highest-priority items at the top. These are the items you’ll include in your next sprint.
Lower-priority items remain in the backlog until they become more critical or are eliminated. This allows you to capture ideas without committing to them immediately.
Write Effective User Stories
In Agile, work is captured as user stories, short descriptions of functionality from an end user's perspective.
For example:
"As a consultant, I want to create an email template for client onboarding to reduce setup time."
"As a service provider, I want to update my portfolio with recent projects so potential clients can see my latest work."
By connecting tasks to their business value, you effectively prioritize.
Agile Estimation
Estimation helps you understand how much work fits into a sprint.
Instead of detailed time estimates, use relative sizing with story points. Assign each backlog item a point value based on its complexity and effort compared to other items (1, 2, 3, 5, 8).
A one-point item is quick and simple, while an eight-point item represents significant work. Avoid items larger than eight points. Break them into smaller components.
You'll learn your capacity after several sprints. If you typically complete 10 points per sprint, plan accordingly for future sprints.
Prioritization Techniques
Prioritization is your most important skill.
The MoSCoW method offers a simple framework:
Must have: Critical for survival or contractual obligations
Should have: Important but not immediately critical
Could have: Desirable but not necessary
Won't have: Not planned for the current timeframe
Another practical approach is the value/effort matrix. Plot backlog items on a quadrant based on business value (high/low) and required effort (high/low). Focus first on high-value, low-effort items for maximum return on your time investment.
Backlog Refinement
Schedule 20-30 minutes weekly for backlog refinement.
Review your entire backlog to ensure it is current and adequately prioritized. Add new items, remove irrelevant items, and adjust priorities based on changing conditions.
Break down larger items into sprint-sized pieces. Clarify vague items with more specific descriptions. Consider dependencies between items and sequence them appropriately.
Regular maintenance prevents your backlog from becoming overwhelming or outdated.
Balance Different Types of Work
Your backlog must balance competing demands on your time.
Client work directly generates revenue, but business development ensures future income. Administrative tasks keep operations running while professional development builds your capabilities.
Create categories within your backlog to ensure you invest appropriate time in each area. Aim to include at least one item from each category in every sprint.
Pay special attention to business development tasks, which often get postponed in favor of immediate client work. Without consistent business development, you risk feast-or-famine cycles.
Manage Client Requests
Client requests will continually impact your backlog.
When a new request arrives, add it to your backlog rather than immediately acting on it (unless truly urgent). This practice allows you to assess its priority relative to existing commitments.
Communicate clearly with clients about when you'll address their requests. Setting realistic expectations prevents you from making promises you can't keep.
Allocate a percentage of each sprint for ongoing client relationships to accommodate their ad-hoc requests. This buffer helps you remain responsive without derailing your planned work.
Digital vs. Physical Backlog Management
Your backlog system should match your working style.
A digital backlog in a tool like Notion offers flexibility, searchability, and access from anywhere. It scales as your business grows and integrates with other digital tools.
A physical backlog using whiteboards or index cards provides high visibility and tactile interaction. It constantly reminds you of your priorities and limits the number of items you can maintain.
A combination works best: a digital master backlog with a physical representation of current sprint items.
Practical Application
Here's how to build your initial backlog:
Schedule a two-hour block of uninterrupted time
List all current client commitments and deadlines
Add administrative tasks necessary for operations
Include business development activities essential for growth
Identify professional development needs
Categorize each item (client work, admin, business development, etc.)
Assign a priority level to each item
Estimate the relative size/effort of each item
Select items for your next sprint based on priority and capacity
Schedule regular backlog refinement sessions
In the following post, I'll explore how to adapt Scrum ceremonies for maximum benefit in your one-person business.