Dec 15, 2023 Project Management

User Stories in Agile - How To Write With Examples

User Stories in Agile - How To Write With Examples

User stories play a crucial role in Agile methodologies, serving as the smallest unit of work and expressing the end goals from the user's perspective. They bridge the gap between technical requirements and the needs of the end-users, making them an essential tool in product development.

This article will guide you through crafting compelling user stories, providing practical examples to inspire your Agile team. We'll explore steps to create user stories, from outlining acceptance criteria to investing in their development, ensuring that your product meets the needs of its users.

What are user stories?

User stories are a fundamental building block in Agile methodologies, providing a simple and straightforward way to describe a software feature from an end user's perspective. They focus on the value that the user will gain from the feature rather than getting bogged down in technical details.

A user story is typically expressed in a simple sentence, following the format: "As a [type of user], I want [an action] so that [a benefit/a value]." This helps to keep the focus on the user's needs and encourages the team to consider the functionality from the user's perspective.

The INVEST principle is a widely accepted set of criteria for writing good user stories:

  • Independent: It must be independent; it shouldn't rely on another story.
  • Negotiable: You can always rewrite and change user stories until they become part of an iteration.
  • Valuable: A user story must offer value to an end user.
  • Estimable: At any time, you must be able to evaluate the size of a user story.
  • Small: Don't make your user story big; otherwise, it will be impossible to plan, task, and prioritize.
  • Testable: The user story should offer the necessary information to make test development possible.

Purpose of User Stories

User stories serve multiple purposes in Agile development as a vital tool for ensuring that the end product aligns with the user's needs and expectations. The key purposes they serve are:

  • Communication and Understanding: User stories facilitate communication between the development team and stakeholders. They help to ensure everyone has a clear, shared understanding of what is to be achieved and why it matters.
  • Focus on User Value: By framing features in the context of user needs, user stories ensure that the project stays focused on delivering real value to the end user.
  • Simplicity: User stories are designed to be simple and concise, cutting through non-technical language to express what the user wants in plain language.
  • Prioritization and Planning: User stories can help prioritize features based on their value to the user. They also assist in planning by providing a clear view of what needs to be done.
  • Flexibility: User stories are flexible. They can be rewritten or split into smaller stories as needed, enabling the team to adapt to changes quickly.
  • Testability: With clear criteria defined, user stories provide an excellent basis for creating test cases. They help ensure the resulting feature works as intended and meets the user's needs.

Who Creates User Stories in Agile?

In Agile development, user stories are typically created by the product owner. He is responsible for understanding the needs of the end users, stakeholders, and the business and translating these into user stories that the development team can work on.

However, it's important to note that while the product owner is primarily responsible for creating user stories, this is often a collaborative effort. The development team, stakeholders, and sometimes even the users themselves can contribute to creating user stories.

Who Accepts User Stories in Agile?

The development team presents the completed work to the product owner during the sprint review. At this point, the product owner reviews the work against the defined acceptance criteria. The product owner accepts the user story workflow if the work meets these criteria. If it doesn't, the story may be moved back to the product backlog for further work in a future sprint.

How to Write User Stories?

Writing user stories is a key part of Agile development. Here are the steps you can follow to create effective user stories:

  • Understand Your User: Start by identifying and understanding your user. Create personas that represent different user types for your product or service.
  • Define What They Want to Do: List the tasks they want to accomplish with your product or service for each persona.
  • Write the User Story: Use the standard format: "As a [type of user], I want [an action] so that [a benefit/a reason]." This keeps the focus on the user role, their needs, and the value they get.
  • Define Acceptance Criteria: You must meet these conditions to complete the story. They offer clear guidance on what is expected from the feature and how it should behave.
  • Prioritize Your User Stories: Some stories have different importance. Prioritize them based on their value to the user and business and the feasibility of implementation.

A typical user story includes:

  • Title: A short, descriptive name for the story.
  • Description: The user story itself is written in the standard format.
  • Acceptance Criteria: Specific conditions must be met to complete the story.
  • Story Points: An estimate of the effort required to complete the story. This is typically determined using Planning Poker, where team members make estimates using cards with values representing complexity and effort.

User Story Structure

The recommended structure for writing user stories follows the Role-Feature-Reason format. This is a simple yet effective way to frame the functionality and value of a feature from a user's perspective.


This refers to the type of user who will use the feature. It could be a specific user persona or role within your user base.


This is the action or capability that the user wants to perform or have. It should be described in terms of what the user wants, not system functionality.


This is the benefit or value that the user will get from the feature. It explains why users want this feature and what they hope to achieve.

User Story Syntax

The syntax for writing a user story in Agile development typically follows the formula: "As a [type of user], I want [some goal] so that [some reason]." This structure helps to keep the focus on the user and their needs. Let's break down each part:

"As a [type of user]": This segment represents the person or role using the feature. It's important to specify this to clarify who the functionality is being built for. For example, "As an administrator..."

"I want [some goal]": This part expresses the user's action or what they want to achieve. It describes the feature from the user's perspective. For example, "...I want to be able to create new user accounts..."

"so that [some reason]": This final segment provides the context and justifies why the user needs this feature, i.e., the benefit they expect to gain from it. For example, " I can give new employees access to the system."

User Story Description

User story descriptions provide more context to the user story and help the development team understand the requirements better. They often include the following elements:

  • Title: A brief, concise summary of the user story.
  • Narrative: This is the user story itself, following the format: "As a [type of user], I want [some goal] so that [some reason]."
  • Acceptance Criteria: Detailed conditions must be met for the story to be considered complete. They act as a checklist that confirms the story's functionality.

Story Mapping

Story mapping is a technique that provides a visual representation of the user journey through a product based on user stories. It's a helpful tool for understanding the bigger picture, prioritizing work, and planning releases.

Here's how you can create a story map:

  • Identify User Tasks: List all the tasks a user would need to complete to achieve their goal with your product or service.
  • Arrange Tasks Into a User Journey: Place the tasks along a horizontal line in the order in which a user would complete them. This forms your backbone.
  • Break Down Tasks Into User Stories: Write any related user stories for each task and place them vertically under the relevant task. These are your branches.
  • Prioritize User Stories: Determine which stories are most critical to the user journey and move them to the top of their respective branches. These become your walking skeleton, representing the minimum viable product.

User Story Components

User stories in Agile are a way to capture the product's desired functionality from the end user's perspective. They typically consist of three main components:

  • The Card: This is the written user story, usually on a physical card or a digital equivalent. The card contains the basic narrative. This keeps the focus on what the user wants to achieve and why.
  • The Conversation: This component refers to the discussions about the user story. Conversations help clarify the requirements and ensure that everyone on the team understands the story. These conversations can also add additional notes or diagrams to the card.
  • Confirmation: The acceptance criteria determine when a user story is done. They define the specific requirements that must be met for the story to be considered complete.

Story Cards in Agile

Story cards (index cards) are a traditional and popular tool in Agile methodologies. Each card contains a single user story, making them easy to handle, arrange, and rearrange as needed.

Cards are typically physically on a board in the team's workspace, visually representing the product and current sprint backlog. They can be moved around to indicate progress, from 'To Do' to 'In Progress' to 'Done.'

The front of the card usually contains the user story and a unique identifier. At the same time, the back can be used for additional details, such as acceptance criteria, notes from conversations, and any other relevant information.

User Story Examples

Developer User Stories

As a software developer, I want an integrated development environment (IDE) that can detect syntax errors to write code more efficiently and with fewer errors.

User Story in Business Analysis

As a project manager, I want a tool that can track project progress and alert me when tasks are falling behind schedule so that I can proactively manage resources and timelines.

Website User Story

As a blog reader, I want to be able to leave comments on articles so that I can engage with the author and other readers.

How to write good user stories?

Write good user stories by focusing on best practices and how you can avoid common pitfalls.

User Story Best Practices:

  • User-Centric: User stories focus on the needs and goals of the end users, ensuring that the features being developed provide value and address their pain points.
  • Independent: Each user story is self-contained and independent of other stories, allowing for flexibility in prioritization and implementation.
  • Specific and Measurable: User stories are clear and specific, with well-defined acceptance criteria allowing easy evaluation and testing.
  • Small and Iterative: User stories are small enough to be completed within a single sprint or iteration, enabling faster feedback, iteration, and value delivery.
  • Collaborative: They encourage collaboration between stakeholders, product owners, and development teams, fostering shared understanding and collective decision-making.
  • Prioritized: User stories are prioritized based on business value, user impact, and project goals, enabling teams to focus on the most important features first.
  • Estimable: User stories are estimable, allowing the team to estimate the effort, complexity, and resources required for implementation, aiding in planning and prioritization.
  • Testable: They have clear acceptance criteria defining a successful outcome, facilitating effective testing and validation.
  • Valuable: Each user story delivers value to the end users or stakeholders, aligning with the overall vision and objectives of the project.
  • Emergent: User stories are open to refinement and adaptation as new insights, feedback, or changes in requirements emerge during the development process.

Common Pitfalls to Avoid in User Story Creation

  • Writing Too Detailed Stories Too Early: Details should be discovered closer to development.
  • Leaving Out the 'Why': The purpose behind the story (the 'so that' part) is crucial because it provides context and helps prioritize.
  • Not Involving the Team: The best user stories are written collaboratively, with input from the whole team

Types of User Stories

  • Functional User Stories: Describe features or functions that directly interact with users. E.g., "As a user, I want to save my shopping cart."
  • Non-Functional User Stories: Define system qualities like performance and security. E.g., "As a user, I want my data to be encrypted."
  • Technical or Infrastructure User Stories: Focus on system-level concerns, usually written by developers. E.g., "As a developer, I want to refactor the codebase."
  • Constraint User Stories: Outline restrictions or limitations. E.g., "The system must support 2000 concurrent users."
  • Business Rule User Stories: Describe rules that the system must conform to. E.g., "As a manager, I want to approve all refunds."
  • User Persona Stories: Based on specific user personas, focusing on their unique needs. E.g., "As a new user, I want a tutorial."
  • Epic User Stories: Large user stories that need to be broken down into smaller stories. E.g., "As a user, I want a personalized dashboard."
  • Spike User Stories: Used to research or create a proof of concept. E.g., "Research ways to integrate with the payment gateway."

What Is a User Story in Agile?

A user story in Agile is a tool that captures a software feature from an end-user perspective, focusing on the user's needs and the value they would get.

What Is a User Story in Scrum?

In Scrum, a user story is a functional increment of work used to break down the work into manageable chunks that deliver value to the user.

What is a Kanban User Story?

In Kanban, user stories help visualize the workflow. They represent individual pieces of work that move across the Kanban board as they progress.

Prioritizing and Managing User Stories

When it comes to prioritizing user stories in the product backlog, several techniques can be used.

  • Stack Ranking: This technique involves taking the list of items that need prioritization and ranking them from the most important to the least important. The items at the top of the stack are given the highest priority.
  • Kano Model: The Kano Model is a technique that helps prioritize user stories based on their impact on customer satisfaction. It categorizes user stories into different categories, such as basic expectations, performance factors, and delighters.
  • MoSCoW Method: MoSCoW stands for Must have, Should have, Could have, and Won't have. This technique involves categorizing user stories based on their importance and urgency. Must-have stories are given the highest priority, while won't-have stories are deprioritized.
  • Bucketing System: This technique involves organizing items on the backlog into buckets or categories based on their themes or priorities. This helps in better organization and decision-making when prioritizing user stories.

When it comes to tools you can use to manage user stories, ActiveCollab has shown amazing results. It manages stories by providing a user-friendly interface to create and prioritize them. It enables collaboration and communication among team members through comment sections.

Tasks can be assigned to team members with due dates for accountability. Progress tracking and reporting features help monitor project milestones and performance.

User Story Board

User storyboards are visual tools used to track the progress of user stories through different stages of development. They typically consist of columns representing the various stages, such as "To Do," "In Progress," and "Completed." User stories are cards that move across the columns as they progress.

By using user storyboards, teams can quickly assess the status of each story, identify bottlenecks, and prioritize work effectively. It provides a clear visual representation of the workflow, improves communication, and helps team members stay aligned throughout development.

Burn-down Chart and Burn-down Rate

A burn-down chart is a visual representation that tracks the progress of work completed against time during a project. It helps teams monitor and manage their progress toward completing the project's tasks or backlog items. The chart consists of two axes: the x-axis represents time, divided into iterations - the number of stories per sprint, while the y-axis represents the remaining work or effort.

As the team completes tasks, the chart's line or curve should gradually slope downwards, indicating the reduction in remaining work over time. By the end of the project, the chart should reach zero, indicating that all planned work has been completed.

On the other hand, the burn-down rate measures the pace at which work is being completed. It represents the rate at which the remaining work is decreasing over time. A steep slope indicates a fast rate, while a shallow slope suggests slower progress. By monitoring the burn-down rate, teams can assess if they are on track to complete the work within the desired timeframe or if adjustments need to be made to meet their goals.

Benefits of Using User Stories

  • Increased flexibility: User stories allow for adaptable planning and prioritization, enabling teams to respond to changing requirements effectively.
  • Improved product quality: User stories focus on end-user needs, leading to a better understanding and delivery of valuable features.
  • Enhanced customer satisfaction: By capturing user requirements and feedback, user stories help ensure the product meets customer expectations.
  • Better project control: User stories provide clear visibility into project progress, making tracking and managing tasks easier.
  • Faster ROI: Prioritizing user stories based on value allows teams to deliver high-impact features earlier, leading to faster return on investment.
  • Reduced risks: User stories promote incremental development, minimizing the risk of developing unnecessary or low-value features.
  • Higher team morale: User stories foster collaboration and empower teams, increasing motivation and productivity.

Challenges Associated with User Stories

  • Simplification of complex features: User stories need help to capture complex requirements' intricacies, leading to oversimplification.
  • Ambiguity, if not well-defined: Insufficiently detailed user stories can result in misunderstandings and confusion among team members.
  • Risk of scope creep: User stories can expand beyond the original project scope without proper control, causing delays and resource overruns.
  • Potential for neglecting technical tasks: User stories primarily focus on user needs, overlooking important technical considerations or infrastructure improvements.
  • Difficulties in scaling for larger projects: Managing and coordinating numerous user stories can become challenging as project size and complexity increase.
  • Reliance on continuous stakeholder involvement: User stories require ongoing collaboration with stakeholders, which can be challenging to maintain in certain situations.
  • Misinterpretation of user needs: Ambiguities or a lack of clarity within user stories can lead to misunderstandings and deviations from user expectations.
  • Overemphasis on short-term goals: User stories often prioritize immediate deliverables, which may hinder long-term planning or strategic decision-making.
  • The challenge in integrating with non-agile methods: Incorporating user stories into non-agile processes can pose integration challenges and require adaptation.
  • Inconsistency in story point estimations: Estimating story points accurately across different user stories can be challenging, leading to inconsistencies in work effort estimations.

User Story Breakdown

User story breakdown divides a user story into smaller, more manageable tasks or sub-stories. It involves decomposing the user story into specific, actionable steps that the development team can work on. The purpose of breaking down user stories is to ensure clarity, facilitate implementation, and enable better estimates and track progress.

During the breakdown process, the development team collaborates to identify the individual tasks or sub-stories required to fulfill the user story's objectives. These tasks should be small enough to be completed within a single Iterative refinement or sprint. They should also be well-defined, independent, and testable.

By breaking down user stories, teams can:

  • Gain a deeper understanding of the work involved: Breaking down user stories helps uncover hidden complexities and dependencies, allowing for more accurate estimation and planning.
  • Facilitate collaboration and delegation: Smaller tasks are easier to assign to individual team members, promoting parallel work and reducing bottlenecks.
  • Improve estimation and tracking: Breaking down user stories allows for more granular estimation and better progress tracking, as each task can be individually estimated and completed.
  • Enhance flexibility and adaptability: Smaller tasks enable teams to respond to changes and adjust priorities more effectively during development.
  • Enhance transparency and communication: Breaking down user stories promotes clear communication between the development team and stakeholders, as the breakdown provides a detailed view of the work being done.

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