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.

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

7. Evaluate
Do
something
Did it
work?
Do
something
else

8. Be Specific
Work smarter
Assign issues
to only one
person

9. Be Measurable
Just fix it!
Create new
bug handling
process

10. Be Attainable
Invade
Russia
Put all tasks
in JIRA

11. Be Relevant
Make many
reports
Define KPIs

12. Be Time-bound
Sometime
this year
No emails
after August 1

13. FOLLOW UP!

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

20. THANK YOU
CHRISTIAN.SCHADE@NEWMEDIACREW.COM
@SCHADE_CHR
WWW.NEWMEDIACREW.COM