PI planning is one of the most critical events in the Scaled Agile Framework (SAFe). It brings together multiple teams working on an Agile Release Train (ART) to align on shared goals, plan deliverables, and identify dependencies. By following a structured approach, organizations can ensure that PI planning sessions drive collaboration, transparency, and predictability across teams.

In this guide, we will walk through a step-by-step process for effective PI planning so you can implement it successfully in your Agile environment.

Understanding PI Planning in the Scaled Agile Framework

Before diving into the process, it's important to understand what PI planning is and why it is essential.

In the Scaled Agile Framework, PI planning stands for Program Increment planning. A Program Increment is typically a timebox of 8 to 12 weeks during which an ART delivers incremental value in the form of working software or systems. PI planning is a face-to-face (or virtual) event where all members of the ART come together to define the scope, set objectives, and identify dependencies for the upcoming increment.

The main goals of PI planning include:

  • Aligning teams on a shared vision and mission
  • Prioritizing features and capabilities based on business value
  • Identifying cross-team dependencies and risks
  • Establishing clear PI objectives and commitment

When done correctly, PI planning becomes the foundation for seamless execution in SAFe.

Step-by-Step Process for Effective PI Planning

1. Prepare for the PI Planning Event

Preparation is crucial for a smooth and effective PI planning session. The Release Train Engineer (RTE), Product Management, and other stakeholders should begin preparations at least two to three weeks before the event.

Key preparation activities include:

  • Define the business context and vision – Ensure leadership clearly communicates the business goals for the next increment.
  • Refine the backlog – Product Owners and Product Managers should have prioritized features and enablers ready for discussion.
  • Arrange logistics – Whether the event is in-person or virtual, ensure meeting spaces, tools, and communication channels are set up.
  • Engage stakeholders – Confirm attendance from all ART members, including system architects, business owners, and key decision-makers.

2. Set the Business Context and Vision

The first official step during the PI planning event is presenting the business context. A senior executive or business owner outlines the current market situation, company strategy, and upcoming product initiatives.

Following this, Product Management presents the product vision and the top features planned for the upcoming PI. This helps teams understand the big picture and how their work aligns with business objectives.

3. Present the Top 10 Program Backlog Items

The Program Backlog is the single source of truth for upcoming features. During PI planning, Product Management presents the top items from this backlog, along with acceptance criteria, dependencies, and any relevant architectural considerations.

In the Scaled Agile Framework, this step ensures all teams have the same understanding of priorities before breaking down work.

4. Break Out into Team Planning Sessions

Once the vision and backlog items are shared, individual teams conduct breakout sessions to plan their work for the increment. Each team:

  • Selects the backlog items they can commit to
  • Breaks features into stories
  • Estimates effort using story points
  • Identifies dependencies on other teams
  • Flags risks and potential blockers

In distributed setups, virtual collaboration tools like Miro, Jira, or Rally can help manage breakout activities effectively.

5. Identify and Manage Dependencies

One of the main benefits of PI planning is surfacing cross-team dependencies early. Teams document these dependencies during breakouts and bring them to a centralized program board.

The program board provides a visual map of features, dependencies, and timelines, making it easier to coordinate and avoid bottlenecks.

6. Review and Address Risks

During PI planning, teams use a method called ROAM (Resolve, Own, Accept, Mitigate) to manage risks. Each risk is discussed openly, and a decision is made on how to handle it.

This step ensures that potential blockers are addressed before execution begins, improving the likelihood of meeting PI objectives.

7. Draft PI Objectives

Once planning is complete, each team drafts a set of PI objectives. These are specific, measurable goals that the team commits to achieving during the increment.

In the Scaled Agile Framework, PI objectives serve two purposes:

  • Communicate the plan to stakeholders in business terms
  • Provide a basis for measuring progress and success

Objectives can be marked as “stretch” if they are ambitious but not guaranteed.

8. Conduct a Management Review and Problem-Solving Session

After the first round of planning, leadership and stakeholders meet to review the aggregated plans, dependencies, and risks. If there are resource constraints, conflicting priorities, or unaddressed dependencies, they work together to resolve them.

This step may lead to adjustments in scope or commitments before finalizing the plan.

9. Finalize the Plan and Commitment

Following problem-solving, teams return to their breakout rooms to make final adjustments. They then present their plans, including features, dependencies, and PI objectives, to the entire ART.

At the end of this step, all teams collectively commit to delivering the agreed-upon objectives, creating a shared sense of ownership and accountability.

10. Follow Up After PI Planning

The PI planning event does not end when everyone leaves the room. After the event:

  • Teams enter their plans and objectives into the chosen Agile tool
  • RTE and Scrum Masters ensure dependencies are tracked
  • Progress is monitored through iteration reviews and system demos

Consistent follow-up helps maintain alignment and ensures that the goals set during PI planning are achieved.

Best Practices for Successful PI Planning

To make PI planning effective within the Scaled Agile Framework, consider these best practices:

  • Timebox sessions to avoid fatigue
  • Use visual boards for better collaboration and transparency
  • Ensure leadership participation to make quick decisions
  • Prepare well-defined backlog items before the event

Foster an open environment where teams can voice concerns

Common Mistakes to Avoid in PI Planning

Even experienced teams can fall into common traps during PI planning:

  • Starting with an unrefined backlog
  • Underestimating cross-team dependencies
  • Allowing scope creep after the plan is finalized
  • Neglecting post-PI follow-up activities

Avoiding these mistakes will improve the quality and predictability of your increment delivery.

Conclusion

PI planning is more than just a meeting in the Scaled Agile Framework. It is a collaborative alignment event that sets the tone for the entire Program Increment. By following a structured step-by-step process — from preparation and backlog review to risk management and commitment — organizations can ensure their Agile Release Trains deliver maximum business value.

Whether you are implementing SAFe for the first time or looking to improve your current process, mastering PI planning will enhance team alignment, transparency, and execution across your Agile enterprise.