In Power Platform and Dynamics 365 projects, writing effective user stories is important for delivering user-centred solutions that meet real needs. Too often, user stories become just another task to complete—a box to check during a sprint. But user stories, when done right, are powerful tools. They connect technical work to the real needs of the people using your solutions.
This post explores how teams can refocus their approach to user stories, making them a tool for delivering user-focused, impactful solutions.
Why User Stories Fail to Deliver Value in Dynamics 365 Projects
On a recent Dynamics 365 project, I saw a familiar problem. A consultant had completed a user story, but when I reviewed their work, it was clear that while the task was “done,” the solution wasn’t something the users would enjoy, or even find particularly useful.
Why? The story had been treated as just a task to complete, not a way to understand and solve a user’s problem. This isn’t an isolated issue. Many business application teams face the same challenge. Agile environments often prioritise completing as many stories as possible, focusing on speed rather than value.
Common Mistakes with User Stories in Power Platform Projects
Several factors contribute to this issue:
Focus on metrics: Teams are often incentivised to complete as many user stories as possible, sidelining the time required for thoughtful design and user-centred solutions.
Disconnected stakeholders: User stories are frequently written by business analysts or delivery teams, sometimes with minimal input from actual users or product owners.
Pressure to deliver quickly: Deadlines can limit opportunities for collaboration, thoughtful planning, and meaningful retrospectives.
Lack of empathy: Without taking the time to empathize with end users, solutions can fail to address their needs, leaving them frustrated and disengaged.
How to Write User-Centred User Stories in Agile Projects
To create better outcomes, teams should treat user stories as more than just descriptions of tasks. Instead, they should be seen as tools to articulate value, foster collaboration, and guide user-centred development.
Firstly, it's a good idea to regularly reflect on the principles of the Agile Manifesto. In particular:
Our highest priority is to satisfy the customer through early and continuous delivery of valuable software.
At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behavior accordingly.
A Design Thinking approach to Power Platform solutions design can help empathise with users and write user stories that are truly user focused. Here are 10 simple ways to apply design thinking to your business application projects.
Additionally, here are some other practical steps to achieve user-centred user stories:
Focus on user needs
Include a meaningful "so that" clause in every user story. For example, in a Dynamics 365 project, and effective user story might be:
As a sales representative, I need an easy way to update customer data so that I can spend more time with clients.
This makes the value of the story clear and helps the team understand its purpose.
Create user personas
Detailed personas help teams empathise with users, prioritise features, and make better design decisions. They’re also helpful for areas like security, ensuring solutions meet both user and technical needs.
Involve users early
Whenever possible, involve users in writing, refining, and reviewing user stories. If direct input isn’t possible, product owners should act as their voice, bringing a deep understanding of user needs to the table.
Encourage collaboration and feedback
User stories should spark conversations. Use sprint reviews, demos, and refinement sessions to gather input from cross-functional teams and stakeholders.
Reflect during retrospectives
Sprint retrospectives are a chance to ask:
Did the solution meet user needs?
What feedback did we get from users?
How can we improve in the next sprint?
How Consultants Can Overcome User Story Challenges in Power Platform Projects
It’s true that real-world constraints like tight deadlines and limited user access can make this hard. But small changes can make a big difference. For example:
During refinement, encourage developers to suggest user experience improvements.
Update the “definition of done” to include checks for usability and logical workflows.
Use sprint reviews to get feedback and improve continuously.
Conclusion: User Stories form Impactful Power Platform Solutions
User stories are more than just a way to track work—they’re a way to create better solutions for users. By focusing on empathy, collaboration, and thoughtful reflection, teams can deliver work that truly makes an impact.
What’s your team doing to keep user stories user-focused? Share your ideas in the comments.
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