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Free Printable User Story Templates [Word, Excel] / Jira, Azure

    Software developers constantly seek input on their creations, and the most valuable insights come straight from their target audience. In order to obtain this crucial data, a user persona template is indispensable. By employing such a template, you can craft user personas that encompass key details about each unique demographic, ultimately enabling you to refine and enhance your product or service offerings.

    What is a user story template?

    User Story
    User Story

    A user story template is a framework that helps product managers, developers, and designers to capture the requirements and expectations of their target users effectively. The template serves as a guide to create user stories, which are short, simple descriptions of a feature from the perspective of an end-user. User stories are a crucial aspect of the Agile development process, as they enable the team to focus on delivering value to the users through iterative development.

    User Story Templates

    User Story Templates are pre-designed formats used in agile software development to capture and communicate requirements from the end user’s perspective. These templates provide a structured framework for describing a desired software feature or functionality in a concise and user-centric manner. User Story Templates enable effective collaboration between development teams and stakeholders, ensuring a shared understanding of user needs and guiding the development process towards delivering value to the end user.

    User Story Templates are designed to be concise, focused, and user-centered, reflecting the principles of agile development. By using these templates, development teams can effectively capture user requirements, maintain a shared understanding, and align their efforts towards delivering valuable software features. User Story Templates facilitate communication, collaboration, and iterative development, enabling the team to deliver incremental value to the end user with each iteration. These templates serve as valuable tools in agile software development, helping teams prioritize, plan, and execute development efforts based on user needs and business value.

    Why do you need user stories?

    User stories are essential in the software development process for several reasons, as they facilitate a user-centric approach to product design and development. Here are some key reasons why you need user stories:

    Understand user needs and expectations: User stories help you capture the requirements, goals, and motivations of your target users. This understanding allows you to develop features and functionality that cater to their specific needs and preferences, resulting in a more useful and user-friendly product.

    Improve communication and collaboration: User stories provide a common language and format for the development team, stakeholders, and end-users to discuss and understand the requirements of a project. This shared understanding fosters better communication and collaboration among all parties involved.

    Prioritize features and tasks: By breaking down complex requirements into smaller, manageable user stories, you can effectively prioritize features and tasks based on the value they provide to users. This prioritization helps ensure that the most critical and valuable features are developed first, leading to more efficient use of development resources.

    Enable iterative development: User stories support an Agile development process, which encourages iterative and incremental development. By focusing on delivering smaller, user-focused features in each iteration, the team can quickly respond to user feedback and make necessary adjustments, resulting in a more refined and adaptable product.

    Encourage empathy and user-centric design: Writing user stories requires putting yourself in the shoes of your end-users, which fosters empathy and a deeper understanding of their needs and pain points. This user-centric mindset helps ensure that the product is designed and developed with the end-user’s experience in mind.

    Facilitate testing and validation: User stories can serve as a basis for creating test cases and acceptance criteria, which are crucial for validating that the developed features meet the user’s requirements and expectations. This alignment between user stories and testing helps ensure that the product delivers the desired value to the end-users.

    Key Components of an Agile User Story

    An Agile user story is a concise, simple description of a feature or requirement, expressed from the perspective of an end-user. It is an essential component of the Agile development process, helping the development team to focus on delivering value to the users through iterative and incremental development. To create an effective Agile user story, it’s essential to include several key components. Here’s a comprehensive guide to understanding these components:

    Role or Persona:

    The role or persona represents the type of user who will interact with the feature or benefit from its functionality. By defining the role or persona, you provide context for the development team, helping them understand the user’s background, needs, and motivations. This information is crucial for designing and developing a product that addresses the specific needs of the target users.

    Example: As a content writer…

    Action or Goal:

    The action or goal component of a user story outlines what the user wants to achieve by using the feature. It describes the primary task or objective that the user needs to accomplish. This component helps the development team to focus on the functionality required to meet the user’s goal and deliver value.

    Example: As a content writer, I want to create and edit articles…

    Benefit or Value:

    The benefit or value component of a user story explains the outcome or advantage that the user will gain by completing the action or achieving the goal. By understanding the expected outcome and its significance to the user, the development team can prioritize features based on the value they deliver and ensure that the product meets the user’s expectations.

    Example: As a content writer, I want to create and edit articles, so that I can publish high-quality content on my website.

    A common format for an Agile user story is: “As a [Role/Persona], I want to [Action/Goal], so that [Benefit/Value].” This simple structure ensures that each user story is concise and focused on delivering a specific outcome for the end-user.

    Additional components to consider:

    Acceptance Criteria:

    Acceptance criteria are a set of conditions that must be met for a user story to be considered complete. These criteria help the development team understand the specific requirements of the feature, guide the testing process, and provide a clear definition of “done” for each user story.

    Story Points or Estimation:

    Story points or estimation is a numerical value assigned to a user story to indicate its complexity or effort required to complete it. This estimation helps the team to prioritize tasks and plan the workload for each iteration more effectively.

    How to Write a Good User Story

    Writing a good user story is crucial for the success of an Agile project. User stories help ensure that the development team understands and addresses the needs of the users. To write a good user story, follow this step-by-step guide:

    Identify the users:

    Start by identifying the different types of users who will interact with your product or feature. Consider their roles, needs, and goals. Create user personas to represent these users, which can help you empathize with their needs and guide your user story creation.

    Choose a format:

    The most common format for writing user stories is: “As a [Role/Persona], I want to [Action/Goal], so that [Benefit/Value].” This format helps you to focus on the user’s perspective and ensure that the story is concise and actionable.

    Write the user story:

    Using the chosen format, write a user story that describes the user’s goal or action and the benefit they will gain from it. Be concise and use clear, simple language. Focus on one specific goal or need for each user story, avoiding the temptation to include multiple requirements or features.

    Example: “As a content writer, I want to create and edit articles, so that I can publish high-quality content on my website.”

    Add acceptance criteria:

    For each user story, write a set of clear, specific acceptance criteria that define the conditions that must be met for the story to be considered complete. These criteria will guide the development and testing process and help ensure that the implemented feature meets the user’s needs and expectations.


    • Users can create a new article.
    • Users can edit existing articles.
    • Users can format text using a rich text editor.
    • Users can add images to articles.
    • Articles can be saved as drafts or published.

    Estimate effort and complexity:

    Assign story points or an effort estimation to each user story. This estimation will help the development team prioritize tasks and plan their workload for each iteration. Use a consistent scale or method for estimating the effort required for each user story, such as Fibonacci numbers or T-shirt sizes (e.g., small, medium, large).

    Prioritize user stories:

    Once you have written and estimated the user stories, prioritize them based on their value to the users, the effort required, and any dependencies between stories. Prioritization helps ensure that the most important features are developed first and that the team focuses on delivering the highest value to the users.

    Review and refine:

    Regularly review and refine your user stories throughout the project. As you receive feedback from users, stakeholders, or the development team, update the user stories and their priorities accordingly. This iterative process helps ensure that the product continually evolves to meet the changing needs and expectations of the users.

    How to Write a User Story in Agile (Key Principles and Techniques)

    Writing user stories in Agile is an essential practice for capturing requirements and guiding the development of a successful product.

    Good user stories should be concise, focused on user needs, and adaptable throughout the development process. Here are some essential tips and techniques for writing user stories in Agile:

    Collaborate with stakeholders:

    User stories should originate from the people who represent the business users. Engaging with stakeholders, such as product owners or users, helps to capture their perspectives and ensure that the user stories accurately reflect their needs and expectations.

    Focus on the “what, why, and who” but not the “how”:

    User stories should clearly define the desired functionality, its purpose, and the intended users. However, they should not dictate the specific implementation details. By focusing on the “what, why, and who,” the development team is empowered to find the best solution.

    Create a vertical slice of functionality:

    User stories should be designed to deliver a complete, working piece of functionality. This means they should encompass all aspects of the feature, from user interface to backend processing, within a single iteration.

    Keep user stories small and manageable:

    User stories should be small enough that the development team can code and test them within a single iteration. If a user story is too large, consider breaking it down into smaller, more focused stories that can be completed independently.

    Some techniques and templates for writing user stories in Agile include:

    A. Role-Feature-Reason:

    This method uses a concise sentence structure that focuses on the “what, why, and who” aspects of a user story. By keeping the user story brief, it avoids providing too many implementation details and encourages the development team to find the best solution.

    B. The Three C’s (Card, Conversation, Confirmation):

    This technique helps to facilitate an agreement between the business and technical teams regarding the meaning and scope of a user story. The Three C’s guide the progressive elaboration of a user story, from a brief statement to a fully developed narrative.

    C. INVEST:

    The INVEST acronym outlines the criteria for a well-formed user story. Each letter in the acronym represents a key characteristic of a high-quality user story:

    I for Independent: The story should be self-contained and not rely on other stories for completion.

    N for Negotiable: The story should be flexible and open to adaptation, without excessive detail or constraints.

    V for Valuable: The story should clearly convey the value it brings to the users or the product.

    E for Estimable: The team should be able to gather enough information to confidently estimate the effort required for the story.

    S for Small: The story should be small enough to be completed within a single iteration. If necessary, break larger stories into smaller parts.

    T for Testable: The story should include clear acceptance criteria that can be tested, covering both the expected outcomes and potential error conditions.

    In conclusion, writing effective user stories in Agile involves collaboration with stakeholders, focusing on user needs and goals, and adhering to key principles and techniques, such as Role-Feature-Reason, The Three C’s, and INVEST. By following these guidelines, you can create user stories that accurately capture requirements and guide the development of a successful product.


    How do you estimate the effort required for a user story?

    Estimating the effort required for a user story typically involves using techniques such as planning poker, t-shirt sizing, or other relative estimation methods. The development team collaborates to estimate the complexity, effort, and time needed to complete the user story, often comparing it to other previously completed stories to provide a basis for comparison. This estimation process helps in planning and prioritizing work during iterations.

    What is a user story map?

    A user story map is a visual representation of the user stories in a project, organized according to their priority and sequence in the user’s journey. The map helps the development team and stakeholders to get an overview of the project, understand the relationships between user stories, and identify gaps or areas that need further clarification. It also aids in release planning and iteration planning.

    What are the differences between user stories, use cases, and requirements?

    User stories are concise, user-focused descriptions of desired features or functionality, typically written from the end-user’s perspective. Use cases describe how users interact with the system to achieve specific goals and often include detailed descriptions of the interactions and expected system responses. Requirements are more formal, structured descriptions of the features and capabilities a system must have, often including technical specifications and constraints.

    How do you prioritize user stories?

    Prioritizing user stories involves considering factors such as the value provided to users, the complexity and effort required for implementation, dependencies between stories, and stakeholder input. Common prioritization methods include the MoSCoW method (Must have, Should have, Could have, Won’t have), value-based prioritization, and risk-based prioritization.

    Can user stories be changed or updated during development?

    Yes, user stories can be changed or updated during development as new information, feedback, or priorities emerge. Agile development emphasizes flexibility and adaptability, allowing for changes to user stories to better align with evolving user needs and project goals. However, it’s essential to communicate and collaborate with stakeholders and the development team when making such changes to ensure a shared understanding and minimize disruptions.

    How do you break down large user stories into smaller ones?

    A: To break down large user stories into smaller ones, follow these steps:

    • Identify the core components or subtasks of the larger story.
    • Create separate user stories for each component, ensuring that they can be completed independently.
    • Make sure each smaller user story adheres to the INVEST criteria.
    • Maintain the overall context and user value while breaking down the story.
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    Betina Jessen

    Betina Jessen

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