Managing Backlogs: Strategies for Efficiency

BONUS: Keeping Backlogs Lean With The Now-Next-Later-Never Roadmap Framework with Kent McDonald

In this BONUS episode, we explore the art of backlog management with product management expert Kent McDonald. As someone with decades of experience in software product development, Kent shares practical strategies for keeping backlogs lean, meaningful, and focused on outcomes that truly matter. Learn how to escape the trap of bloated backlogs and implement a Now-Next-Later-Never approach that will transform your product management practice.

The Problem with Bloated Backlogs

"Some teams use backlogs as 'long term storage' devices."

Product backlogs often become unwieldy and difficult to manage because teams view them as a permanent repository for every idea that comes along. Kent explains that this "storage mentality" is one of the primary reasons backlogs grow out of control. Another common mistake is diving in too early and splitting items before they're actually ready to be worked on, which multiplies the backlog size unnecessarily. These practices lead to confusion, lost focus, and ultimately decrease a team's ability to deliver value efficiently.

The Now-Next-Later-Never Roadmap Framework

"You want to group things together on roughly categories of when you will attack it."

Kent walks us through the practical implementation of a Now-Next-Later-Never roadmap approach that keeps things manageable. This framework provides a simple but powerful way to organize initiatives based on their priority and timing. Instead of maintaining an endless list of requirements, teams can group work into these four buckets, making it easier to communicate priorities both internally and with stakeholders. Kent emphasizes that these roadmap items should be described in terms of outcomes rather than features, helping everyone stay focused on the value being delivered rather than specific implementations.

For more on the origin of the Now-Next-Later roadmap practice, see this article by Janna Bastow.

Making "Now" Work in Practice

"We only split items in the 'now' column."

When implementing the Now-Next-Later-Never approach, the "Now" column is where the magic happens. Kent advises:

• Only split items that are in the "Now" column into actionable tasks

• Express roadmap items in terms of outcomes or customer problems to solve

• Limit the number of items in the "Now" column to maintain focus

• List outcomes rather than detailed features to avoid having a large number of items

Kent explains that the "Later" and "Never" columns serve an important purpose in setting expectations with stakeholders about what won't be worked on immediately or at all.

Managing the Movement Between Roadmap Categories

"Items can move back and forth, to facilitate expectation setting."

The Now-Next-Later-Never roadmap isn't static. Kent provides practical advice on how to manage the flow of items between categories:

• Revisit the roadmap regularly, ideally monthly

• Consider reviewing the roadmap during sprint review sessions

• Use this format when communicating with stakeholders for clearer expectation setting

• Hold strong on the "Now" items to maintain focus and avoid constant reprioritization

This approach creates a dynamic but controlled environment where priorities can evolve without creating chaos or confusion.

Dealing with Backlog Bloat

"Create a 'museum', a set of items you can look at, but don't look at every day."

For teams struggling with already-bloated backlogs, Kent offers bold but effective advice:

• Create a "museum" for items you want to preserve but don't need to see daily

• Consider deleting your old backlog and starting fresh

• Begin by asking: "What are the main outcomes we're trying to achieve?"

• Focus on getting to a smaller set of bigger items, then sequence them appropriately

These approaches help teams overcome the fear of "losing" work while refocusing on what truly matters.

Maintaining a Lean Backlog

"Backlog items don't age well."

Kent's team maintains an impressively lean backlog of just 23 items across three brand websites. He shares the routines and guardrails that prevent backlog bloat from creeping back in:

• Create a filter to control what gets into the backlog in the first place

• Keep the Product Owner just slightly ahead of the development team

• Avoid the anti-pattern of trying to keep all developers busy all the time

• Remember that backlog items don't age well and lose relevance over time

These practices ensure the team stays focused on delivering current value rather than managing an ever-growing list of aging requirements.

About Kent McDonald

With decades in software product development, Kent is a go-to expert in product management, and agile strategy. He is a seasoned consultant and author of three books on agility, he helps teams cut through clutter to focus on what truly matters. When not optimizing workflows, he's exploring National Parks (52/63) or grooving to some jazz tunes.

You can link with Kent McDonald on LinkedIn, or follow Kent McDonaldn on Substack.