When I first stepped into the world of Agile project management, I was overwhelmed by the countless ceremonies, frameworks, and collaborative practices teams followed. But among all these practices, one approach truly stood out for its simplicity and effectiveness—the Three Amigos in Agile. I remember sitting in my first Three Amigos session, watching how seamlessly the business analyst, developer, and tester aligned their perspectives to create a shared understanding of our project goals. It was like watching three different languages converge into one clear message. That experience not only transformed how I viewed collaboration but also sparked my journey toward obtaining my PMP Certification to deepen my understanding of project management excellence.
Today, I want to share everything I've learned about this powerful Agile practice that has helped countless teams bridge communication gaps and deliver exceptional software products. Whether you're a seasoned project manager or just beginning your Agile journey, understanding the 3 amigos agile approach can significantly enhance your team's productivity and product quality.
What is the Three Amigos Meeting in Agile?
The Three Amigos in Agile is a collaborative meeting that brings together three key perspectives in product development: the business analyst (or product owner), the developer, and the quality assurance tester. This meeting aims to bridge any gaps between the interpretations of business requirements and customer expectations.
The concept was introduced by George Dinwiddie in 2014 as a way to ensure that all critical viewpoints are represented before development begins. While the name suggests exactly three participants, the three amigos agile practice isn't strictly limited to three people—what matters is that the three core perspectives (business, development, and testing) are all represented.
The primary objectives of this scrum 3 amigos meeting include:
Establishing a clear, shared understanding of user stories and requirements
Identifying assumptions, risks, and potential roadblocks early in the development cycle
Creating well-defined acceptance criteria that everyone agrees upon
Reducing ambiguity that often leads to costly rework and delays
Who Are the Three Amigos in Agile Development?
Understanding the roles within the 3 amigos agile framework is crucial for conducting effective meetings. Each "amigo" brings a unique perspective that contributes to a holistic view of the project.
1. The Business Analyst or Product Owner
The first amigo represents the voice of the customer and the business. Their primary responsibilities include:
Presenting user stories and business requirements to the team
Clarifying the "why" behind each feature or functionality
Ensuring that customer expectations are accurately communicated
Defining the Definition of Done from a business value perspective
The business analyst serves as the bridge between stakeholders and the development team, ensuring that everyone understands what needs to be built and why it matters to end-users.
2. The Developer
The second amigo brings technical expertise and feasibility insights to the discussion. Their role encompasses:
Evaluating technical approaches to implement the requirements
Identifying potential technical challenges or dependencies
Suggesting alternative solutions or improvements
Clarifying technical constraints and possibilities
Estimating effort and complexity
Developers help ground the discussion in reality, ensuring that proposed solutions are technically feasible within the given constraints.
3. The Quality Assurance Tester
The third amigo focuses on quality, testability, and acceptance criteria. Their responsibilities include:
Developing test scenarios based on the discussed requirements
Defining clear acceptance criteria that can be validated
Identifying edge cases and potential failure points
Ensuring that quality standards are built into the design from the start
Clarifying how success will be measured
The QA perspective is invaluable for catching potential issues before they become expensive problems in production.
How Should You Conduct an Effective Three Amigos Meeting?
Implementing the scrum 3 amigos practice successfully requires careful planning and execution. Here's a comprehensive guide to running productive sessions:
1. Before the Meeting: Preparation is Key
- Select the Right Participants: Ensure that representatives from all three perspectives (business, development, testing) are present. If the user story is particularly complex, consider inviting additional experts like UX designers or architects.
- Share Materials in Advance: Distribute user stories, requirements documents, and any relevant background information at least 24 hours before the meeting. This allows participants to come prepared with questions and ideas.
- Set a Clear Agenda: Define what will be discussed and in what order. A typical agenda includes reviewing requirements, discussing implementation approaches, defining acceptance criteria, and identifying risks.
- Time-box the Session: The optimal meeting time is between 30-45 minutes, and it should not exceed one hour. Strict time management keeps the discussion focused and prevents meeting fatigue.
2. During the Meeting: The Three Amigos Process
Step 1: Requirements Review (10-15 minutes)
The business analyst or product owner presents the user story, explaining the business value, customer needs, and expected outcomes. This sets the foundation for the entire discussion.
Step 2: Technical Discussion (10-15 minutes)
Developers share their perspectives on implementation approaches, technical constraints, and potential solutions. This is when technical feasibility is validated and alternatives are explored.
Step 3: Testing Perspective (10-15 minutes)
The QA tester presents test scenarios, discusses edge cases, and helps the team define clear, testable acceptance criteria. This ensures that everyone understands how success will be measured.
Step 4: Alignment and Documentation (5-10 minutes)
The team confirms their shared understanding, documents agreed-upon acceptance criteria, assigns action items, and identifies any remaining questions that need resolution.
3. After the Meeting: Follow-Through
1. Document Decisions
Record all key decisions, acceptance criteria, and action items in a format accessible to the entire team. This documentation becomes the source of truth during the development process.
2. Update User Stories
Ensure that user stories are updated with the refined requirements and acceptance criteria discussed during the meeting.
3. Follow Up on Action Items
Track and complete any research, design work, or additional clarification that was identified as necessary during the session.
When Should You Schedule the Three Amigos Meeting?
Timing is critical for maximizing the value of the three amigos agile approach. Industry experience shows that the Three Amigos meeting is most effective when scheduled well in advance of development.
1. Sprint Planning Cycle
Most successful teams schedule Three Amigos sessions one to two sprints before the actual development work begins. This provides adequate time to address any identified issues or gather additional information.
2. Backlog Refinement Integration
Many teams integrate Three Amigos discussions into their regular backlog refinement activities. This ensures a continuous flow of well-understood, development-ready user stories.
3. On-Demand Sessions
Beyond scheduled meetings, teams should feel empowered to call ad-hoc Three Amigos sessions when:
A user story is unclear or incomplete
Significant changes to requirements occur
Complex technical challenges emerge
There's disagreement about acceptance criteria
4. Frequency Considerations
The frequency of Three Amigos meetings depends on your team's context:
New teams might benefit from more frequent sessions (2-3 times per sprint)
Mature teams with strong communication might need them less often (once per sprint or as needed)
Complex projects typically require more frequent alignment sessions
What Format Works Best for Three Amigos Meetings?
The format of your Three Amigos sessions can significantly impact their effectiveness. Here are proven approaches:
1. Traditional In-Person Format
Face-to-face meetings allow for the richest communication, with body language and immediate feedback enhancing understanding. Use a whiteboard or flip chart to capture key points and acceptance criteria visually.
2. Remote Collaboration Format
For distributed teams, leverage video conferencing tools with screen sharing capabilities. Use collaborative digital whiteboards (like Miro or Mural) to create a shared workspace where all participants can contribute in real-time.
3. Structured Discussion Framework
Follow a consistent framework for each meeting:
Context setting (2 minutes)
User story walkthrough (5 minutes)
Questions and clarifications (10 minutes)
Acceptance criteria definition (10 minutes)
Risk and dependency identification (8 minutes)
Summary and next steps (5 minutes)
Example-Mapping Technique
Some teams use the Example Mapping technique during Three Amigos sessions, where they use colored sticky notes to represent:
Yellow cards for user stories
Blue cards for rules or requirements
Green cards for examples or test scenarios
Red cards for questions or assumptions
What Are the Potential Limitations of the Three Amigos Meeting?
While the Three Amigos approach offers substantial benefits, it's important to understand its potential challenges to implement it effectively:
1. Time Investment Concerns
Some teams view Three Amigos meetings as additional overhead, especially when juggling tight deadlines. However, the time invested upfront typically saves much more time that would otherwise be spent on rework and defect resolution.
2. Risk of Excluding Important Perspectives
By excluding relevant participants from the Three Amigos meeting, valuable perspectives may not be considered. While keeping the group small is important, ensure that all critical viewpoints are represented, even if it means occasionally including additional subject matter experts.
3. Meeting Fatigue
By extending the Three Amigos meetup to the entire team and imposing it as a regular event, key perspectives can easily go unnoticed. Maintaining focus and engagement requires discipline and proper facilitation.
4. Lack of Structure
Without clear guidelines and time management, Three Amigos sessions can become unfocused discussions that waste time rather than clarify requirements. Establishing a structured format is essential for success.
What Tools Can Enhance Your Three Amigos Sessions?
While the Three Amigos practice doesn't require specialized tools, certain technologies can enhance collaboration and documentation:
1. Collaboration Platforms
Jira: For documenting acceptance criteria and linking discussions to user stories
Confluence: For creating detailed meeting notes and requirement specifications
Miro/Mural: For visual collaboration and example mapping exercises
2. Video Conferencing
Zoom/Microsoft Teams: For remote Three Amigos sessions with screen sharing
Spatial Chat: For more natural remote collaboration experiences
3. Documentation Tools
Notion: For creating structured templates and maintaining a knowledge base
Google Docs: For real-time collaborative documentation during sessions
How Can PSM Certification Enhance Your Three Amigos Practice?
While the Three Amigos approach is a cornerstone of Agile development, professionals with Professional Scrum Master (PSM) Certification bring specialized skills that significantly enhance these sessions:
- Facilitation Excellence: PSM-certified professionals excel at keeping scrum 3 amigos meetings focused, productive, and time-boxed while ensuring all voices are heard.
- Scrum Framework Integration: Deep knowledge of how the 3 amigos agile practice fits within Sprint Planning, Backlog Refinement, and other Scrum events ensures seamless integration.
- Servant Leadership: PSM training creates psychologically safe environments where business analysts, developers, and testers feel comfortable sharing concerns and asking challenging questions.
- Continuous Improvement: Apply empirical process control to evolve the Three Amigos practice through regular retrospection and adaptation.
At StarAgile, we offer comprehensive PSM Certification programs that equip professionals with the skills needed to excel in Agile and Scrum environments. Our courses cover essential collaborative practices like the Three Amigos approach, helping you become a versatile Scrum Master who can drive team collaboration and deliver exceptional results.
Conclusion
The Three Amigos in Agile represents more than just another meeting—it's a mindset shift toward collaborative requirement discovery and shared ownership. By bringing together business, development, and testing perspectives early in the development cycle, teams can significantly reduce defects, improve communication, and deliver higher-quality products that truly meet customer needs.
Success with the 3 amigos agile practice requires commitment to preparation, disciplined facilitation, and continuous improvement. Start small, measure your results, and adjust your approach based on what works for your team's unique context. Whether you're pursuing your PSM Certification or simply looking to enhance your Agile practices, mastering the Three Amigos approach will make you a more effective contributor to any development team.
Frequently Asked Questions (FAQs)
1. What is the difference between Three Amigos and Backlog Refinement?
While both practices focus on clarifying requirements, Three Amigos sessions are more targeted and involve specifically the business analyst, developer, and tester discussing individual user stories in depth. Backlog refinement is broader, involving the entire team reviewing and prioritizing the product backlog. Three Amigos meetings often occur as part of backlog refinement activities but are more focused on achieving detailed understanding of specific items.
2. Can the Three Amigos meeting work for remote or distributed teams?
Absolutely! Remote Three Amigos sessions can be highly effective when teams use appropriate collaboration tools. Video conferencing platforms, digital whiteboards, and shared documentation tools enable distributed teams to conduct productive sessions. The key is ensuring all participants can actively engage, see shared materials, and contribute to the discussion in real-time.
3. How long should a Three Amigos meeting last?
The optimal duration for a Three Amigos meeting is between 30-45 minutes, and it should not exceed one hour. Keeping the meeting time-boxed maintains focus and prevents fatigue. If discussions regularly exceed one hour, it might indicate that user stories need to be broken down into smaller, more manageable pieces before the Three Amigos session.
4. What if we have more than three people who need to participate?
While the practice is called "Three Amigos," it's not strictly limited to three participants. The important factor is ensuring that the core perspectives (business, development, testing) are represented. Additional subject matter experts like UX designers, architects, or customer support representatives can join when their input is relevant. However, keep the group as small as possible to maintain effectiveness—typically no more than 6-7 people.
5. How is the Three Amigos different from Sprint Planning?
Three Amigos meetings focus on clarifying and understanding individual user stories in detail, establishing acceptance criteria, and identifying potential issues before work begins. Sprint Planning, on the other hand, is about selecting which stories the team will commit to delivering in the upcoming sprint and planning how to accomplish them. Three Amigos sessions typically occur before Sprint Planning to ensure stories are ready for the team to commit to and work on.
