How to Run a SAFe PI Planning Workshop (SPC Best Practices)

Agile ways of working help teams deliver value faster and adapt to change with confidence. In large organizations, the Scaled Agile Framework (SAFe) brings multiple teams together to stay aligned and focused on shared goals. 

One of the most important events in SAFe is PI Planning, where teams plan their work for the next few months. Running this workshop well is key to success, and this is where SAFe Practice Consultants (SPCs) play a vital role. In this blog, you will learn simple steps and best practices to run an effective PI Planning workshop. 

If you want to build these skills, consider enrolling in Agile Management courses from upGrad KnowledgeHut.

What is PI Planning in SAFe?

PI Planning is a key event in the Scaled Agile Framework (SAFe) where teams come together to plan their work for a Program Increment (PI). A PI is a fixed time period, usually lasting 8 to 12 weeks, during which teams deliver value in small steps.

Main Purpose of PI Planning

• Create alignment across teams
• Improve visibility of work and goals
• Build commitment to shared objectives

Key participants include

• Agile Teams
• Product Management
• Release Train Engineer (RTE)
• Business Owners

During PI Planning, everyone works together to create a clear, realistic, and achievable plan for the upcoming increment.

Pre-PI Planning Preparation (SPC Checklist)

Before running a successful PI Planning workshop, proper preparation is essential. Without it, the session can become confusing and unproductive. SPCs must ensure all key inputs, people, and tools are ready in advance so teams stay aligned and focused.

SPC Checklist for Pre-PI Planning:

• Define business context and goals: Make sure leaders clearly explain the business objectives and expected outcomes.
• Prepare product vision and roadmap: Share a simple and clear product direction so teams understand what they are building.
• Create and prioritize the backlog: Ensure features and user stories are ready and ranked by importance.
• Identify dependencies early: Highlight how different teams depend on each other to avoid delays later.
• Confirm roles and participants: Make sure all key people are available, including teams, Product Management, RTE, and Business Owners.
• Set up tools and boards: Prepare tools like Jira, Miro, or physical boards for planning and collaboration.
• Plan logistics and agenda: Share the schedule, meeting links, breakout rooms, and timing in advance.
• Check team readiness: Ensure teams understand their priorities and are ready to plan.

PI Planning Agenda Breakdown (Step-by-Step)

PI Planning usually takes place over two days and follows a clear structure. Each session has a specific purpose to help teams align, plan, and commit to their work. A well-organized agenda ensures smooth collaboration and better outcomes.

Step-by-Step PI Planning Agenda:

Day 1: Setting Direction and Draft Planning

• Business Context Presentation: Leaders share business goals, priorities, and current challenges so everyone understands the bigger picture.
• Product Vision & Architecture Overview: Product Management explains the product direction, while architects share technical guidance.
• Team Breakout Session 1: Teams start planning their work, discussing features, and identifying dependencies with other teams.
• Draft Plan Review: Each team presents its initial plan, highlights risks, and shares dependencies.

Day 2: Refinement and Commitment

• Management Review & Problem Solving: Leaders review draft plans, address issues, and help resolve dependencies or risks.
• Team Breakout Session 2: Teams refine their plans, adjust based on feedback, and finalize their commitments.
• Final Plan Review: Teams present their final plans to ensure alignment across all groups.
• Program Risks (ROAMing): Teams identify risks and categorize them as Resolved, Owned, Accepted, or Mitigated.
• Confidence Vote: All participants vote on their confidence in the plan to ensure everyone is aligned and committed.

This structured approach helps teams create clear, realistic, and achievable plans for the Program Increment.

Key Roles in PI Planning

PI Planning involves many people working together to create a clear and realistic plan. Each role has a specific responsibility to ensure the event runs smoothly and delivers value. Understanding these roles helps improve collaboration and decision-making.

Here are the main roles in PI Planning:

• SAFe Practice Consultant (SPC): Guides the process, coaches teams, and ensures best practices are followed.
• Release Train Engineer (RTE): Facilitates the event, manages the agenda, and keeps everything on track.
• Product Management: Defines priorities, shares the product vision, and ensures teams focus on the right work.
• Scrum Masters: Support their teams during planning, remove blockers, and encourage collaboration.
• Agile Teams: Plan their work, identify dependencies, and commit to delivering value.
• Business Owners: Provide business input, validate plans, and ensure alignment with organizational goals.

SPC Best Practices for Successful PI Planning

Running a successful PI Planning session requires more than just following the agenda. SAFe Practice Consultants (SPCs) play a key role in guiding teams, keeping everyone aligned, and ensuring the event delivers real value. Using the right best practices can make the session more effective and engaging.

Best Practices for SPCs:

• Start with clear goals: Make sure everyone understands the purpose and expected outcomes of the session.
• Keep sessions timeboxed: Stick to the schedule to avoid delays and keep energy levels high.
• Encourage collaboration: Promote open discussions between teams to improve alignment and teamwork.
• Make dependencies visible early: Help teams identify and track dependencies to avoid future issues.
• Promote active participation: Ensure everyone is involved and not just listening passively.
• Use visual tools: Use boards and tools to make plans, risks, and progress easy to understand.
• Focus on value delivery: Guide teams to prioritize work that delivers the most business value.
• Address risks early (ROAM): Identify and manage risks using the ROAM method (Resolved, Owned, Accepted, Mitigated).
• Plan based on team capacity: Help teams commit to realistic workloads to avoid overcommitment.
• Keep energy and engagement high: Use breaks, interactive sessions, and clear communication to keep participants engaged.

Conclusion

PI Planning is a key event that helps teams stay aligned, plan better, and deliver value with confidence. With the right preparation, clear roles, and strong facilitation, SPCs can run smooth and effective workshops. Following simple steps and best practices makes a big difference in outcomes.

If you want to build these skills and grow your career, consider enrolling in Agile Management courses from upGrad KnowledgeHut to gain practical knowledge and hands-on experience.