How to Manage Backlog in Heap
A well-managed backlog is the foundation of good sprint planning. Here's how to structure and maintain your backlog in Heap.
Step-by-step
Create a backlog view
In Heap, use a list view filtered to unstarted items. Sort by priority.
Define your priority system
Use Heap's custom fields to add a priority field (P0/P1/P2 or Critical/High/Medium/Low). Agree on definitions with your team so priority is consistent.
Groom regularly
Run a backlog refinement session every 1–2 weeks. Review the top 20–30 items: update estimates, remove items that are no longer relevant, and add acceptance criteria to anything sprint-ready.
Use epics or initiatives for grouping
Group related backlog items under epics or parent issues so you can see the bigger picture. Use labels or parent tasks to group related work.
Archive, don't delete
When an item is no longer relevant, move it to an archive or "Won't Do" status rather than deleting it. This preserves decision history for future reference.
Pro tips
- A healthy backlog has 2–3 sprints worth of refined, ready-to-pull items at the top.
- Backlog items without acceptance criteria should never enter a sprint.
- Run a monthly backlog audit to remove stale items manually.