Establishing cadences for artifact updates

Different artifacts require different update frequencies based on purpose and audience. Roadmaps typically need quarterly updates to reflect strategic shifts and new priorities. More frequent updates create confusion and suggest a lack of direction. Communicate major pivots between formal updates to maintain trust.

Backlogs usually need weekly or biweekly refinement so upcoming work has the right level of detail and outdated items are removed. This avoids last-minute scrambles and keeps the team focused on valuable work. Some teams dedicate specific sprint time for refinement, while others handle it continuously.

Sprint-level artifacts like burndown charts are most useful when updated daily, while vision documents may only need annual reviews unless the market changes significantly. What matters most is setting clear expectations and maintaining consistency. Inconsistent updates reduce trust and make artifacts less useful as communication tools.

The right level of planning depends on your team. If you are small, too much process and detail can slow you down. If you are large, too little planning leaves teams without alignment or direction. The key is to match the level of detail and update frequency to your team’s size and complexity, so planning supports progress rather than getting in the way.