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Client Achieves 75% Time Savings on Key Product Management Tasks with Miro AI

ITX’s client is an industry-leading human capital management company. As one of our longest-standing clients, we enjoy a relationship founded on and sustained by a “we’re in this together” mindset.

The client partnered with ITX to help reduce the Program Increment (PI) Planning cycle from 2 full days of strategic collaboration per quarter to just 4 hours. We achieved these savings on two different teams during a pilot of Miro AI Assistant’s product planning and story-writing functionality.

CHALLENGE

Agile methodology generally recommends that dev teams commit 2 full days every 8-12 weeks to PI Planning. Our client sees this as time-intensive and costly, pulling the team away from product development for more than a week every year.

ACTION

The client asked ITX to experiment with Miro’s AI Assistant to automate user story creation and dependency mapping. Our goal was to demonstrate the AI tool’s ability to drive efficiency and maintain quality, freeing their teams to focus on creating premium business value. 

RESULT

Together with our client counterparts, we streamlined the traditional 2-day PI Planning process, achieving the same clarity and alignment at 25% of the cost – saving an estimated 456 hours of productivity annually per team.  

ITX immediately understood the project goal and the impact it could have on efficiency. Their working style and comfort with AI made them great collaborators. ITX’s thoughtful exploration helped us unpack the tool’s potential, and together we demonstrated that Miro AI is not just a powerful toolset, but also a strategic asset.

Client Senior Leader

Challenge.

Agile methodology recommends that dev teams dedicate 2 full days every 8-12 weeks to PI Planning. These intense quarterly sessions drive stakeholder alignment around goals, priorities, features, roadmaps, and cross-team dependencies, which ensures full buy-in on the mission.

Dev teams invest this time to perform important tasks: Charter Review, Feature Mapping, Dependency Mapping, Planner Board Review, and Idea Sessions. But the resource commitment can feel excessive, pulling the teams away from product development for over a week annually.

 

Action.

Growing acceptance of AI tools has only accelerated the continued modernization of the Agile methodology. Good news for Agile teams, as AI offers new ways to deliver the same alignment and clarity more efficiently. 

The client, aware of ITX’s expertise with Miro and its AI-powered capabilities, asked a group from ITX to run a pilot project to determine whether the tool could streamline their PI Planning process – while maintaining or improving the quality of outputs in less time. 

We designed a new process using Miro AI’s product planning capabilities to transform new features into user stories, building a robust backlog. We also leveraged the AI-powered tool for quick, simple dependency mapping that created clear documentation with far less human interaction.  

 

The Result

The pilot project was initiated to answer two critical questions: First, could deployment of the Miro AI Assistant drive efficiencies into their PI Planning cycle? Second, if so, did these efficiencies deliver significant business value? The answers were clear.

At the end of the 6-week pilot project, ITX reported these findings:

  • Cost Savings. A 75% cost reduction in the PI Planning cycle.
  • Productivity Spike. Development team members saved ~25 hours each during the PI Planning process – more than 450 hours annually.
  • Focused Planning. Efficient planning helps members remain locked in on goals, which accelerates momentum and achievement of the long-term vision.
  • Risk Mitigation. As projects stayed on track, the team observed no increase in risk or defects, and no adverse impact on quality of outcomes.

ITX’s ability to see the full picture and embrace our client’s business objectives inspired them to integrate the Miro AI Assistant into future planning cycles. They also identified additional opportunities to drive savings and enhance quality.

Let’s Talk.

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