Read the accompanying newsletter here — https://www.vibhorchandel.com/p/how-to-be-a-proactive-scrum-master
👋 Use this template to help you pinpoint specific areas to be a Proactive Scrum Master.
The most valuable Scrum Masters I've worked with share one rare trait:
They thrive in ambiguity.
Here's what makes them stand out:
In an environment where business challenges are increasingly complex, these Scrum Masters are worth their weight in gold.
As a "Proactive" Scrum Master, you do more things.
As a "Proactive" Scrum Master, you do the same things "differently."
| Sno. | Activity | What is it? | Howcan you improve at this activity? |
|---|---|---|---|
| 1. | Summary and Confirmation | Don't end meetings without creating clarity. Summarize key points discussed, highlight decisions made, call out blockers or risks, and confirm action items with owners and deadlines. | Here are some questions to help you improve: |
Am I setting aside the last 5 minutes of meetings for summary?
Can I summarize the key points of a meeting in 3 minutes? -Do I explicitly confirm who is doing what by when?
Are my meeting summaries concise and actionable?
Does everyone leave with the same understanding? | | 2. | Following up | Action items don't complete themselves. Follow up at the right time—not too early (micromanaging), not too late (crisis management), but just right when you can still provide meaningful support. | Some strategies to implement:
Schedule follow-ups 3-5 days after assigning action items
Keep follow-ups casual and supportive: "How's that task going? Any blockers I can help with?"
Add follow-up timeframes to your team's working agreement
Create a system for tracking action items that require follow-up
Focus on removing barriers, not creating pressure | | 3. | Maintain working agreements | Working agreements are living documents that reflect how the team works together. Don't let them get forgotten in a drawer. | Ways to keep agreements relevant:
Review working agreements at least quarterly
Watch for signals that updates are needed (meetings running over, unclear expectations)
Use retrospectives to revisit and adjust agreements
Keep agreements visible (Confluence, Slack, team space)
Ensure new team members understand and contribute to agreements | | 4. | Conduct regular training | Teams don't grow by accident. Proactive Scrum Masters identify learning needs and provide continuous opportunities for growth. | Effective training approaches:
Identify specific learning needs from retrospectives and daily work
Keep training sessions short and practical
Mix delivery methods (bring in experts, share resources, lunch & learns)
Schedule regular learning sessions (once per sprint or monthly)
Focus on solving real team problems, not theoretical concepts | | 5. | Monitor team metrics | Use metrics to spot patterns before problems occur, not just because they're required. | Key metrics to watch:
Velocity trends (stability vs. volatility)
Cycle time (where work gets stuck)
Quality indicators (bugs, technical debt)
Sprint burndown patterns
Look for trends, not just current numbers
Turn observations into questions: "I noticed our cycle time is increasing. Are we facing new blockers?” | | 6. | Create an impediment board | Don't keep impediments in your head. Make blockers visible, trackable, and resolvable. | Implementation options:
Add sprint-specific impediments to the Scrum board
Create a separate Kanban board for ongoing impediments
Track description, impact level, date identified, owner, next action, and target resolution date
Review impediments daily
Follow up consistently and escalate when necessary | | 7. | Network with other Scrum Masters | Build relationships before you need them. Your team operates within a larger ecosystem, and cross-team dependencies are often the biggest blockers. | Networking strategies:
Set up regular check-ins with other Scrum Masters
Join or create a Community of Practice
Identify dependencies early during backlog refinement
Proactively reach out to other teams to align timelines
Facilitate cross-team conversations
Escalate with clear data and proposed solutions when needed | | 8. | Conduct pre-refinement sessions | Help Product Owners prepare stories before they reach the team. Ensure they're clear, prioritized, and actionable. | Pre-refinement process:
Meet with Product Owner for 30-60 minutes weekly
Review stories planned for the next team refinement
Check for clear acceptance criteria, business value, and dependencies
Help break down large stories
Ensure supporting materials are ready
Focus on preparation, not perfection | | 9. | Casually reinforce Agile values | Integrate Agile principles into everyday conversations to help the team internalize the mindset. | Implementation ideas:
Recognize when team demonstrates Agile values: "That's a great example of collaboration!"
Frame decisions through Agile lens: "Since our highest priority is delivering value..."
Use phrases from Agile Manifesto naturally in conversation
Keep it informal and non-preachy
Connect team behaviors to Agile principles | | 10. | Periodically remind DoD | Keep the Definition of Done top of mind to maintain quality standards. | Reminder opportunities:
During Sprint Planning: "Before we take on these stories, let's remember what 'Done' means for us"
In Daily Scrums when tasks are nearing completion
During Refinement when discussing acceptance criteria
After incidents that suggest DoD gaps
When reviewing completed work
Evaluate if the DoD remains realistic and achievable | | 11. | Celebrate sprint completion | Mark the end of each sprint with acknowledgment to create positive associations with completion. | Celebration approaches:
Share quick summaries of achievements: "We completed 8 stories, resolved 3 bugs, and delivered feature X!"
Post relevant GIFs that match the sprint's theme
Highlight specific wins and their impact for successful sprints
Acknowledge hard work and lessons learned for challenging sprints
Keep celebrations brief but meaningful
Vary your approach based on the sprint's character |