Sucessful implementation of JIRA and Confluence - tips and best practice

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How to make sure that your Social Enterprise platform becomes a success in the company. Focus in Atlassians JIRA/Confluence products. Implementation checklist at the end.

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  • Totes agree with this presentation. I experienced an implementation of JIRA and Confluence for supporting Entreprise Architecture services publication and tracking. The curve of adoption is quicker than other tools of the market. Moreover a lot of plugins allow to extend the basic functionnalities - for instance we avoid to use the basic file storage for document management.
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Sucessful implementation of JIRA and Confluence - tips and best practice

  1. 1. Project management withJIRA & ConfluenceBest Practice tips forimplementationCHRISTIAN SCHADE
  2. 2. What is Social Enterprise?”Social Enterprise is used bycompanies for innovation,collaboration and communicationin systems based on social media”
  3. 3. Core featuresSocial ToolsContent sharingLikingCommentsStatus updatesProfilesConnectionsPollsExpert searchInstantMessagingMember directoryWho is online?Fast responseSharing links andfilesMeetings andonlineconferencesSchedulingDocument sharingReal time featuresArchiving andsharingProjectmanagementCreate andassign tasksCommentsPlanning andfollow upWorkflowsReporting
  4. 4. Core featuresFile sharingSynchronizationAccess controlInternal andexternalsharingVersion controlE-mail/messagesGroupmessagingNotice boardsPersonalmessagesRoutingMediaBlogsRSS feedsintegrationVideoDiagramsDocumentsCollaborativeproductionAccess tocommonrepositoriesMacros andautomation
  5. 5. Setting the business goalsfor a JIRA/Confluenceproject and following upThis is really old hat – S.M.A.R.T.
  6. 6. Why are companies using these systemsin the first place?StrategicgoalsSupportinnovation andcreativitySupportchangeGreatereficiencyUncoverexpertise andrelationsSharingknowledge andpracticeCustomer andpartnerrelationsStrengthencommunityand commongoalsCompanydifferentiationA rewardingand positiveworkplace
  7. 7. EvaluateDosomethingDid itwork?Dosomethingelse
  8. 8. Be SpecificWork smarterAssign issuesto only oneperson
  9. 9. Be MeasurableJust fix it!Create newbug handlingprocess
  10. 10. Be AttainableInvadeRussiaPut all tasksin JIRA
  11. 11. Be RelevantMake manyreportsDefine KPIs
  12. 12. Be Time-boundSometimethis yearNo emailsafter August 1
  13. 13. FOLLOW UP!
  14. 14. Practical roll out of a JIRA/Confluence combinationCollaboration and projectmanagement in an organizationthat is not familiar with theAtlassian toolbox
  15. 15. System features overlap – andsome are missingTask/projectmanagementDocumentationTeamcollaboration• Make clear choices - and stick to them• Use macros and blueprints• Get plugins for special needs• Consider external systemsInvoicingEmailmarketingWireframingExternalhelp deskTime trackingProgram/portfoliomanagement
  16. 16. Important implementationstrategy questions• Are the users in your JIRA andConfluence systems the same?• Are you matching Projects and Spacesstructurewise?• Are you migrating from other systems?• Are you using external system such asMailchimp, Zendesk or SharePoint?• Will the plugins you are betting on stayupdated?
  17. 17. Think of your target groups andtheir needs• What data do you need to create?• Weekly performance reports viaemail?• Web based assignment info?• Word file or Excel sheet formeetings?
  18. 18. Stale platform•All tech and no comms•Wrong platform•Long wait for Big bang•Culture trumps strategy•No content maintenanceCulture•The Man’s tool•Distraction•Too funky•Just more hassleProject issues•Uneven rollout•Losing pace•Obstruction•Frontloaded budgetSignificantimplementationrisks
  19. 19. Checklist for successfulimplementation Ignore fashion when choosingplatform It is a change project, not an ITproject Define project goals clearly andfollow up Avoid Big Bang rollouts One message once is neverenough Recruit opinion leaders Make it easy to participate Avoid fancy acronyms or names Avoid empty spaces orcommunities Use macros, blueprints andplugins to create great solutions Research existingprocess, channels, terminologyand org Get real people and projectsinto the platform early on Make it social (pictures, links) Integrate – don’t create awalled garden – rememberlegacy data Avoid too many customworkflows, issue types,priorities and fields Get enough licenses Use the system in the process Make sure to create local value Be generous, not strict Supply solutions, not demands Management must participate Involve your IT department
  20. 20. THANK YOUCHRISTIAN.SCHADE@NEWMEDIACREW.COM@SCHADE_CHRWWW.NEWMEDIACREW.COM

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