Product Backlog Items: Artefacts To Include (+Identifying Any Feature's Limitation Template)

Understanding Product Backlog Items in Your Development Workflow

Product backlog items are the building blocks of any successful agile project. They represent features, fixes, and enhancements your team needs to deliver. Each item contains specific details about what needs building and why it matters. Think of them as individual work packages that guide your development team toward the final product.

When managing website projects, knowing what to include in each product backlog item saves time and reduces confusion. A well-structured PBI helps everyone understand the scope and limitations upfront.

Essential Artefacts for Every Product Backlog Item

Each PBI in software development should contain specific information that makes it actionable. Your team needs clear descriptions, acceptance criteria, and priority indicators.

Here are the core elements to include:

• Title and description: Write what the feature does in plain language
• Acceptance criteria: List measurable conditions that define completion
• User value: Explain why this matters to your end users
• Priority level: Indicate urgency and business impact
• Effort estimate: Add story points or time estimates
• Dependencies: Note any related items or technical requirements

Product Backlog Item vs User Story: What's the Difference

Many people ask what is PBI in Scrum compared to user stories. A product backlog item is the broader term that includes user stories, bugs, technical tasks, and research spikes.

User stories are just one type of PBI. They focus specifically on user needs using the format: "As a [user type], I want [goal] so that [benefit]."

Other product backlog items might be technical improvements like "Reduce page load time to under 2 seconds" or bug fixes like "Fix mobile menu collapse on iPhone."

Template for Identifying Feature Limitations

What is a product backlog item without clear boundaries? Identifying limitations prevents scope creep and manages expectations.

Use this template structure for each item:

• Out of scope: List what this feature will NOT include
• Technical constraints: Note browser support, device limits, or API restrictions
• Known issues: Document any accepted trade-offs
• Future considerations: Track ideas for later iterations

For example, a website contact form PBI might specify: "Does not include file uploads" or "Limited to 500 characters per field."

Practical Tips for Managing Your Product Backlog

Keep your backlog items small enough to complete within one sprint. Large features should break down into multiple PBIs.

Review and refine items regularly with your team. What made sense last month might need updates based on new information or changed priorities.

Your development process improves when every team member understands what each product backlog item contains and why it exists. Clear documentation and consistent structure make the difference between smooth delivery and constant clarification requests.