Smarter Week

How to automate it

How to automate “groom and prioritize the backlog”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, once a week
30%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Agree a simple scoring rule and groom the backlog on a schedule

Grooming drags when every item is re-argued. A shared scoring rule and a regular cleanup make most priority calls quick and keep the backlog short.

Typically saves about 30% of the time1 h to set up
  1. 1Pick a scoring method (RICE or impact versus effort) and agree it with stakeholders.
  2. 2Score new items when they come in, not in the meeting.
  3. 3Close anything untouched for six months; it can be re-opened if it matters.
  4. 4In grooming, discuss only the top items and the ones where scores disagree.

Tools: Jira, Linear or Productboard · A shared spreadsheet

Fix 2 of 2

Software feature

Use the AI built into Jira, Linear or your tracker

Atlassian Rovo, Linear and other trackers can now write ticket descriptions, find duplicates, suggest labels and summarize long threads, which trims backlog busywork.

Typically saves about 25% of the time15 min to set up
  1. 1Check which AI features your tracker plan includes and turn them on.
  2. 2Use duplicate detection and auto-labelling for incoming requests.
  3. 3Use "summarize" on long tickets before grooming meetings.
  4. 4Ask it to draft descriptions for the bare tickets in the backlog.

Tools: Jira with Atlassian Rovo · Linear · Asana AI · ClickUp Brain

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Product manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

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Other common tasks for Product managers