Definition of Done Dilemma

“It’s done”, said the developer. Moments later, QA chimed in, “Uh, it’s failing on staging on itself.” Meanwhile product manager jumped, “Where’s the feature we discussed"?” and thus began the never-ending saga of what “done” really means.

The word done is deceptively simple, yet in software development or tech project s overall, it carries the weight of endless misinterpretations. One person’s “done” is another’s “half-baked”. In the absence of a clear definition, we find ourselves in a loop of rework, frustration and finger-pointing.

But here’s the kicker (& reality) : What if “done” isn’t just a state of completion but a shared understanding? (Read it again)

Anti-patterns with DoD

Even with best intentions, teams often stumble upon pitfalls when implementing a Definition of Done. Here’re common anti-patterns:

1. Overcomplicatiing the DoD

• A bloated checklist that covers every imaginable scenario, surely turn “agile” into “fragile”

2. One-Size-Fits-All Mentality

• Applying the same DoD to every task, regardless of its nature, complexity or scope

3. Poorly Tracked DoD

• Recall if you ever got DoD in very first attempt from anyone

4. Skipping Retrospectives

• Teams don’t revisit or refine DoD, even when it’s clear certain elements aren’t quite working

The Hidden Costs of ‘Done’ Ambiguity

Ever worked on a task you thought was complete, only to have it boomerang back with feedback like, “Actually, we need this tweaked…and also that…and oh, by the way, this too”?

An unclear or inconsistent definition of “done” leads to:

• Rework Overload: Tasks keep bouncing back, draining time and morale.

• Missed Deadlines: Consistent delays because no one agreed on what “done” actually looks like.

• Team Misalignment: Developers, QA and stakeholders all have different ideas of what should have been delivered.

Definition of Done vs. Acceptance Criteria

It’s easy to confuse DoD with Acceptance Criteria, but they serve different purposes.

• Acceptance Criteria are task/requirement-specific: They outline what needs to be achieved for a particular story or feature to be accepted. Think of it as the scope of the task.

• Definition of Done is universal (for your project): It’s a standardized checklist of criteria that each increment has to meet before we can consider them ready to use.

For example, a story’s acceptance criteria might be: “As a user, I can reset my password using a valid email address.” But the DoD would include additional layers like:

• Code is peer-reviewed and merged.

• Tests (unit, integration) are passing.

• Deployment steps are completed.

By separating these, teams can avoid the trap of calling a task “complete” just because it meets the bare minimum.

Anatomy of a Clear Definition of Done

What separates a task that’s truly “done done” from one that’s simply “done-ish”? A robust Definition of Done (DoD) should cover:

1. Code Completeness: It’s written, reviewed, and merged into the main branch.

2. Testing: All automated tests (unit, integration, regression) are passing.

3. Validation: Acceptance criteria outlined in the ticket are fully met.

4. Documentation: Relevant docs (if any) are updated.

Think of your DoD as a checklist that keeps everyone aligned. It’s not about adding bureaucracy; it’s about clarity.

Practical Steps to Define ‘Done’ in Your Team

Here’s how to bring clarity to your project’s definition of “done”:

1. Workshop it

• Bring together developers, QA, product managers, and other stakeholders to define what “done” means.

• Use real-world examples of past misalignments to avoid repeating mistakes.

2. Create a checklist

• Document the agreed-upon Definition of Done as a simple, repeatable checklist.

• Ensure it’s concise, actionable and specific to project needs.

3. Make it Visible

• Post the checklist somewhere everyone can see it - in JIRA, on a team wiki, or even printed out in the workspace.

4. Revisit, Review and Refine

• Periodically review the DoD during retrospectives.

• Is it still relevant and practical?

• Adjust the checklist as processes evolve or as new challenges emerge.

5. Embed in the workflow

• Incorporate the DoD into pull request templates, sprint reviews or JIRA board to ensure it’s consistently applied.

Closing Thoughts

At its core, “done” isn’t just about completing a task; it’s about shared understanding. A task is only truly complete when everyone — from the developer to the stakeholder, agrees that it’s ready for its next stage.

But here’s the paradox: In software, nothing is ever truly done. Requirements evolve, bugs surface, and technology changes. The best we can do for the project is agree on what “done” means right now.

Until next time, Cheers

How does your team define “done”? Have you ever had a project where this definition (or lack thereof) caused major headaches? Join the conversation on LinkedIn and 𝕏 

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Thanks for reading,
Kelvin
TechParadox.dev