Willemijn
Workflows by Willemijn
Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams
### 👤 Who is this for? This workflow is designed for **Scrum Masters** and **Agile Coaches** who prepare and coordinate **Sprint Planning sessions**, using **Google Calendar**, **Google Sheets**, and **OpenAI**. ### 🧩 What problem is this workflow solving? It solves the **manual and time-consuming task** of collecting, validating, and preparing backlog items for sprint planning—especially when coordinating with **distributed teams** or **large product backlogs**. ### ⚙️ What this workflow does Every week, the workflow: - Detects if a Sprint Planning event is coming up. - Retrieves relevant backlog items marked as “Ready for Sprint Planning” or “Active in Sprint.” - Checks each user story against the **Definition of Ready (DoR)** using AI. - Adds **AI-generated feedback** per story in the backlog. - Drafts a personalized **preparation email** for the team and sends it after Scrum Master approval. - Optionally, generates **Sprint Goal suggestions** for the Product Owner. ### 🚀 Setup Connect your **Google Calendar**, **Sheets**, and **Gmail** accounts. Then configure variables like **event names**, **sheet names**, and **email addresses** in the “Start Here” node. ### 🛠️ How to customize this workflow to your needs - Swap **Google Sheets** with Jira or another tool. - Adjust **status filters** and **column mappings**. - Tweak **AI prompts** for tone, language, or preferred practices. - Change **email logic** for different approval flows. ### 🔥 Unique Selling Points (USPs) - **Validated** by a Scrum Master with 10+ years of experience - **AI-driven** backlog validation and email drafting. - **Weekly automation** with human approval loops. - **Clear, structured output** aligned with agile best practices. - **Fully customizable** for any Scrum environment.
Automate agile refinement prep with Gmail, OpenAI & Google Sheets
### 👤 Who is this for? This workflow is designed for **Scrum Masters**, **Agile Coaches**, and **Product Owners** who want to automate backlog refinement preparation using **Google Sheets**, **Gmail**, and **OpenAI**. It’s ideal for teams seeking consistent, high-quality refinement sessions with minimal manual effort. ### 🧩 What problem is this workflow solving? Many Agile teams struggle with unprepared refinement sessions, unclear user stories, and inconsistent feedback. This workflow solves that by automating the selection, validation, and communication process—saving time while improving backlog quality and team alignment. ### ⚙️ What this workflow does The workflow checks the Scrum Master’s **Google Calendar** for an upcoming refinement event. It then pulls potential user stories from a **Google Sheets** backlog, filters them by status, and validates them using **OpenAI agents** for Scrum, business, and technical feedback. Finally, it compiles everything into a structured **HTML email**, either creating a draft or sending it upon approval. ### 🚀 Setup - Use consistent event naming in Google Calendar - Configure environment variables for your project (e.g., sheet names, statuses) - Connect your own backlog and Definition of Ready - Customize the AI prompts and email layout ### 🛠️ How to customize this workflow to your needs - Replace Google Sheets with Jira or Airtable - Switch Gmail to Outlook, SMTP, or Mailgun - Extend error handling or approval logic - Tailor the email tone and AI prompts to match your team ### 🔥 Unique Selling Points (USPs) - AI-Powered Multi-Perspective Feedback - Automated Definition of Ready (DoR) Checks - Calendar-Aware Triggering - Fully Formatted Gmail Emails, With Approval Flow - Plug-and-Play Customizability