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Project management with
JIRA & Confluence
Best Practice tips for
implementation
CHRISTIAN SCHADE
What is Social Enterprise?
”Social Enterprise is used by
companies for innovation,
collaboration and communication
in systems based on social media”
Core features
Social Tools
Content sharing
Liking
Comments
Status updates
Profiles
Connections
Polls
Expert search
Instant
Messaging
Member directory
Who is online?
Fast response
Sharing links and
files
Meetings and
online
conferences
Scheduling
Document sharing
Real time features
Archiving and
sharing
Project
management
Create and
assign tasks
Comments
Planning and
follow up
Workflows
Reporting
Core features
File sharing
Synchronization
Access control
Internal and
external
sharing
Version control
E-
mail/messages
Group
messaging
Notice boards
Personal
messages
Routing
Media
Blogs
RSS feeds
integration
Video
Diagrams
Documents
Collaborative
production
Access to
common
repositories
Macros and
automation
Setting the business goals
for a JIRA/Confluence
project and following up
This is really old hat – S.M.A.R.T.
Why are companies using these systems
in the first place?
Strategic
goals
Support
innovation and
creativity
Support
change
Greater
eficiency
Uncover
expertise and
relations
Sharing
knowledge and
practice
Customer and
partner
relations
Strengthen
community
and common
goals
Company
differentiation
A rewarding
and positive
workplace
Evaluate
Do
something
Did it
work?
Do
something
else
Be Specific
Work smarter
Assign issues
to only one
person
Be Measurable
Just fix it!
Create new
bug handling
process
Be Attainable
Invade
Russia
Put all tasks
in JIRA
Be Relevant
Make many
reports
Define KPIs
Be Time-bound
Sometime
this year
No emails
after August 1
FOLLOW UP!
Practical roll out of a JIRA/Confluence combination
Collaboration and project
management in an organization
that is not familiar with the
Atlassian toolbox
System features overlap – and
some are missing
Task/project
management
Documentation
Team
collaboration
• Make clear choices - and stick to them
• Use macros and blueprints
• Get plugins for special needs
• Consider external systems
Invoicing
Email
marketing
Wireframing
External
help desk
Time tracking
Program/portf
olio
management
Important implementation
strategy questions
• Are the users in your JIRA and
Confluence systems the same?
• Are you matching Projects and Spaces
structurewise?
• Are you migrating from other systems?
• Are you using external system such as
Mailchimp, Zendesk or SharePoint?
• Will the plugins you are betting on stay
updated?
Think of your target groups and
their needs
• What data do you need to create?
• Weekly performance reports via
email?
• Web based assignment info?
• Word file or Excel sheet for
meetings?
Stale platform
•All tech and no comms
•Wrong platform
•Long wait for Big bang
•Culture trumps strategy
•No content maintenance
Culture
•The Man’s tool
•Distraction
•Too funky
•Just more hassle
Project issues
•Uneven rollout
•Losing pace
•Obstruction
•Frontloaded budget
Significant
implementation
risks
Checklist for successful
implementation
 Ignore fashion when choosing
platform
 It is a change project, not an IT
project
 Define project goals clearly and
follow up
 Avoid Big Bang rollouts
 One message once is never
enough
 Recruit opinion leaders
 Make it easy to participate
 Avoid fancy acronyms or names
 Avoid empty spaces or
communities
 Use macros, blueprints and
plugins to create great solutions
 Research existing
process, channels, terminology
and org
 Get real people and projects
into the platform early on
 Make it social (pictures, links)
 Integrate – don’t create a
walled garden – remember
legacy data
 Avoid too many custom
workflows, 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
THANK YOU
CHRISTIAN.SCHADE@NEWMEDIACREW.COM
@SCHADE_CHR
WWW.NEWMEDIACREW.COM

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Sucessful implementation of JIRA and Confluence - tips and best practice

  • 1. Project management with JIRA & Confluence Best Practice tips for implementation CHRISTIAN SCHADE
  • 2. What is Social Enterprise? ”Social Enterprise is used by companies for innovation, collaboration and communication in systems based on social media”
  • 3. Core features Social Tools Content sharing Liking Comments Status updates Profiles Connections Polls Expert search Instant Messaging Member directory Who is online? Fast response Sharing links and files Meetings and online conferences Scheduling Document sharing Real time features Archiving and sharing Project management Create and assign tasks Comments Planning and follow up Workflows Reporting
  • 4. Core features File sharing Synchronization Access control Internal and external sharing Version control E- mail/messages Group messaging Notice boards Personal messages Routing Media Blogs RSS feeds integration Video Diagrams Documents Collaborative production Access to common repositories Macros and automation
  • 5. Setting the business goals for a JIRA/Confluence project and following up This is really old hat – S.M.A.R.T.
  • 6. Why are companies using these systems in the first place? Strategic goals Support innovation and creativity Support change Greater eficiency Uncover expertise and relations Sharing knowledge and practice Customer and partner relations Strengthen community and common goals Company differentiation A rewarding and positive workplace
  • 8. Be Specific Work smarter Assign issues to only one person
  • 9. Be Measurable Just fix it! Create new bug handling process
  • 12. Be Time-bound Sometime this year No emails after August 1
  • 14. Practical roll out of a JIRA/Confluence combination Collaboration and project management in an organization that is not familiar with the Atlassian toolbox
  • 15. System features overlap – and some are missing Task/project management Documentation Team collaboration • Make clear choices - and stick to them • Use macros and blueprints • Get plugins for special needs • Consider external systems Invoicing Email marketing Wireframing External help desk Time tracking Program/portf olio management
  • 16. Important implementation strategy questions • Are the users in your JIRA and Confluence systems the same? • Are you matching Projects and Spaces structurewise? • Are you migrating from other systems? • Are you using external system such as Mailchimp, Zendesk or SharePoint? • Will the plugins you are betting on stay updated?
  • 17. Think of your target groups and their needs • What data do you need to create? • Weekly performance reports via email? • Web based assignment info? • Word file or Excel sheet for meetings?
  • 18. Stale platform •All tech and no comms •Wrong platform •Long wait for Big bang •Culture trumps strategy •No content maintenance Culture •The Man’s tool •Distraction •Too funky •Just more hassle Project issues •Uneven rollout •Losing pace •Obstruction •Frontloaded budget Significant implementation risks
  • 19. Checklist for successful implementation  Ignore fashion when choosing platform  It is a change project, not an IT project  Define project goals clearly and follow up  Avoid Big Bang rollouts  One message once is never enough  Recruit opinion leaders  Make it easy to participate  Avoid fancy acronyms or names  Avoid empty spaces or communities  Use macros, blueprints and plugins to create great solutions  Research existing process, channels, terminology and org  Get real people and projects into the platform early on  Make it social (pictures, links)  Integrate – don’t create a walled garden – remember legacy data  Avoid too many custom workflows, 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