The Uncertainty List is a straightforward but powerful tool that can transform the way your team works. With just a few tweaks to your routine, you’ll see big benefits like:

• More confidence in how your team handles changes.

• Better estimates that are closer to reality.

• Smoother execution and fewer surprises.

• Stronger trust across the entire business.

All these add up to a team that’s more adaptable, reliable, and ready to tackle whatever comes next.

How It Works

Step 1: Talk About Uncertainty — Every Day

Every team has some form of a regular meeting, whether it’s a daily standup or a weekly catch-up. Start using this moment to ask a simple question:

“What’s your biggest uncertainty right now?”

Encourage each person to write down their top concern or question that’s making them feel unsure in a centralised shared list. If you can clear it up right away—great! If not, decide where and when to tackle it:

• Is it something that needs a bit more discussion? Schedule a separate time to dive in.

• Does it need broader input or a formal plan? Bring it up during planning, estimation, or even retrospectives.

Step 2: Make Uncertainty Part of Planning

When it’s time to plan, look at your list of uncertainties and ask: “What can we do to reduce these?” The goal isn’t to solve everything at once—just to chip away at it bit by bit. Maybe it’s a quick meeting, a new ticket, or simply gathering more context.

Step 3: Use Retrospectives to Spot Patterns

During retrospectives, review the full list of uncertainties that came up in the last week or month. Ask yourselves:

• Are there recurring themes?

• Do certain types of uncertainties keep popping up?

• Can these be solved by adding context, talking to other teams, or aligning better?

This isn’t just about problem-solving; it’s a chance to see where your team might need support, whether it’s more clarity from leadership, more training, or bringing in an expert.

Step 4: Bring It Into Your Estimates

Now let’s add some structure. When estimating projects:

• For small projects, identify one key uncertainty.

• For medium projects, name the top three.

• For large projects, call out the top five.

Capture each one as a separate ticket or task aimed specifically at reducing that uncertainty. This helps you prioritize based on unknowns, not just scope.

Extra Boosters: Questions and To Figure Outs (TFOs)

Want to supercharge this process? Try these two playful rules:

1. Phrase uncertainties as questions. It’s easier to tackle an issue when it’s framed as a question. Try using “If/then” or “Will/when” formats.

• For example: “If we launch this feature, will the system handle it smoothly?” or “If we delay this project, will it hurt Sales or are they okay showing prototypes for a bit longer?”

2. Turn todos into “To Figure Outs” (TFOs). Instead of listing generic tasks, label them as something "to figure out,” starting with a Why, How, What, or When question.

• Example: “Why do our estimates keep missing the mark?”

• It's more encouraging to ask somebody "What are you going to figure out today" than that it is to ask "What are you going to-do or today".

• TFOs have an outcome if you learned anything, any progress is beneficial.

• A todo is "done" or "not done", which might make it hard to stop researching.

• When a TFO is completed, the outcome should always be a Lesson Learned.

Step 5: Share the Lessons Learned

After working through your uncertainties, capture what you’ve figured out. Creating a shared “Lessons Learned” list means everyone benefits from what each person has discovered. During retrospectives, go over this list and celebrate the learning! You’ll be amazed at how much faster your team’s knowledge grows.

Where Should You Keep the List?

Start simple—a shared document is enough. If you use a ticketing system, add your TFOs there.

At ProductHub, we built uncertainty tracking into our platform to keep it front and center in estimates, reporting, daily and weekly meetings.

Why Does This Matter?

Building great products isn’t just about having the best ideas or the most talented team—it’s about learning fast and adapting. The faster you can turn uncertainty into knowledge, the better your outcomes. That’s why the most successful teams aren’t the ones that know everything; they’re the ones willing to say, “We’re not sure, but we’re going to find out.”

Uncertainty is a fact of life in any growing, changing, or evolving organization. It’s also a major source of stress. When people don’t know what’s going on, anxiety goes up, and confidence goes down.

The Uncertainty List gives your team a safe space to surface these unknowns, talk openly about them, and turn confusion into clarity. It’s more than just a tool for better estimates—it’s a way to build a team culture that thrives on learning and tackling the unknown head-on.

Final Thoughts

Every day, ask yourself and your team: “What’s the biggest thing we’re not sure about?” Make that uncertainty visible. Tackle it together. Learn from it.

With The Uncertainty List, you’re not just improving your process—you’re building a team that’s resilient, curious, and always ready to learn.