Best practice is to integrate into a software you already have, e.g. 

• Jira
• Trello
• Asana
• Azure DevOps
• Monday.com 

Note: It's advisable to separate your WalkMe backlog from other shared services backlogs.

As your process matures, your request procedure might become more comprehensive, beginning with an initial assessment of the issue and then directing it to different backlogs based on the most suitable solution, such as RPA, WalkMe, development effort, etc.

Use a standardized template for each backlog item. Include the following:

• Title
• Description (As a [user], I want [feature] so that [benefit])
• Acceptance Criteria
• Priority
• Estimated Effort (e.g., based on problem discovery & solution design)
• Related Items
• Tags/Labels

Best in class programs repurpose a framework your organization already uses (e.g. those in agile project methodologies) and build on it to add DAP-specific criteria.

• Implement a scoring system (e.g., RICE: Reach, Impact, Confidence, Effort)
• Consider business value, user value, and technical factors
• Use a priority field (e.g., High, Medium, Low) and a numerical rank

Not sure where to start? See our Intake & Prioritization article for a downloadable list of prioritization questions.

• Break down large items into smaller, actionable pieces
• Schedule regular refinement sessions (e.g., bi-weekly)
• Review and update item details
• Remove or archive outdated items

• Consider major themes or aligned to strategic initiatives & priority use cases
• Apply tags for cross-cutting concerns (e.g., performance, security)
• Create versions or milestones for planning purposes

• Provide stakeholders with filtered views of the backlog
• Regularly communicate backlog status and priorities
• Collect and incorporate stakeholder feedback

• Conduct monthly or quarterly deep-dive sessions
• Reassess priorities based on current business objectives
• Ensure backlog items are still relevant and valuable

• Maintain a separate product backlog and sprint backlog
• Use the backlog for sprint planning sessions
• Update backlog based on sprint retrospectives

• Track backlog health metrics (e.g., item age, grooming frequency)
• Analyze trends in item types, priorities, and completion rates
• Use data to refine estimation and prioritization processes

• Create dashboards for different stakeholder groups
• Use burn-down or cumulative flow diagrams
• Visualize dependencies between backlog items

• Regularly review and refine the backlog management process
• Collect feedback from team members and stakeholders

• Maintain a backlog management guide for your team
• Document decision-making processes for prioritization
• Keep a changelog of major backlog reorganization

• Ensure the top of the backlog aligns with upcoming sprint capacity
• Use backlog data to inform long-term capacity planning

• Link customer feedback and feature requests to backlog items
• Regularly update customers on the status of their requests
• Use the backlog to inform customer-facing product roadmaps