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This is a high-level plan of action on establishing a complete work environment from scratch on Atlassian ecosystem of tools.

1. Bringing everything into one place

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1. Bringing All Work on a Whiteboard

The initial phase is all about establishing the ground. It is recommended to use Whiteboards app https://marketplace.atlassian.com/apps/1223211/whiteboards-for-jira-team-collaboration?tab=overview&hosting=cloud to bring together all available materials in a free form, e.g. upload documents/reports, embed competitor’s / partners / customers' website pages, etc.

Use stickers to represent thoughts, decisions and requirements. Align the ideation stickers on a high-level timeline, classify across swim lanes, and outline dependencies.

2. Defining Jira Parameters

Client and Consultant work together with the Whiteboard
Time for collaborative work - 1 to 4 hours, depending on complexity

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Expand
titleHow to work with Whiteboard sticky notes and convert them into Jira issues - DEMO VIDEO
https://youtu.be/kKgHtRdcHlg

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titleDEMO WHITEBOARD
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width100%
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2. Identify Requirements for Jira Projects

During collaborative work on Whiteboard, all pieces (sticker notes) are organized and interlinked, high level picture becomes clear → define Jira project requirements to accommodate the current workflows, while enabling future rapid growth.

Examples of what we need to understand

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titleIssue Types, Screens and Fields - DEMO VIDEO

Define custom issue types that can be universally applied and reused across multiple projects. Every issue type can have its designated screen with a defined set of fields.

Jira Software projects https://wmdemo.atlassian.net/jira/software/c/projects/BE/boards/36/backlog https://wmdemo.atlassian.net/jira/software/c/projects/FE/boards/35/backlog

Jira Work Management Projects - https://wmdemo.atlassian.net/jira/core/projects/DES/summaryhttps://wmdemo.atlassian.net/jira/core/projects/MAR/summary https://wmdemo.atlassian.net/jira/core/projects/LEG/summary

Out of the box JWM capabilities

https://youtu.be/OIWDjCht_8Q

Jira allows for advanced customization! Feel free to refer other work management tools' functionalities and I will suggest the options of configurations to mimic them as close as possible. Some resources on that are here.

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titleWorkflow Statuses and Transition Rules

Define workflow statuses, transition rights and conditions, validators and transition screens for each issue type.

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Expand
titleExpense Tracking - DEMO VIDEO

If expense tracking is required, the necessary accounting-related information will be detailed, including the breakdown of expenses into CAPEX/OPEX categories, assignment to cost centers, and delineation of approval requirements.

https://youtu.be/jA0WikSnlg0

Expand
titleTime Tracking - DEMO VIDEO

Should time tracking be a requirement, the relevant fields will be set up, as well as parameters for time expense allocation (cost centers, hourly rates, etc,)

https://youtu.be/0B7bAyAqQ-Q

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titlePermission and Notification Schemas

Clearly defined user roles and responsibilities will determine who should have the ability to create, edit, or delete issues. Specific notification rules will be outlined to ensure that the right stakeholders are promptly informed about relevant events.

3. Setting up Jira Instance according to the defined parameters

Set up by Consultant → Reviewed by Client → Feedback from Client → updates by Consultant.
Setup time may take from 2 hours (with out-of-box templates) to 24 hours (significant customization)

4. Transferring Work from Whiteboard to Projects Issues

Client does the transfer. Consultant supports and checks that the final result looks as expected.

Once the Jira projects are configured, stakeholders can convert all stickers into issues of the appropriate type and within the relevant project.

Expand
titleVideo tips on how to convert Whiteboard stickers into Jira issues
https://youtu.be/kKgHtRdcHlg

Expand
titleConfluence Whiteboards (NATIVE feature as of Aug '23 in Beta test mode) - structuring work and linking issues
https://youtu.be/7Y3-bWw0jrQ?t=1034

5. Setting up Confluence

More information on Requirements is needed.

Some sources for references / ideas for organizing are here

6. Documentation and Trainings

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  • Once requirements are articulated for Software and Business Jira Projects, I create traceability matrix document and start with system configurations → need org admin access to your Atlassian Instance

3. Transfer Work from Whiteboard to Jira Projects

  • Once the Jira projects are configured, all stickers can be converted into issues of an appropriate type and assigned to a project. Couple videos demoing this process

  • Creating a shared board reflecting dependencies across teams and alignment of all stakeholders' work to ensure hitting the Startup milestones.

  • Testing → feedback → refinement.

4. Define Confluence Setup Requirements

The following Confluence use cases might be relevant for the Startup at this early stage:

  • Shared Workspace to drive alignment around product and business goals. Contains documents such as Startup goals and vision, Product roadmap, Status reports/dashboards, Cross-project Kanban board

  • Individual Workspaces: personal to-do list and calendar, embedded views to Jira projects and boards, quick links to 3rd tools (Google Docs, Sheets, etc.)

  • Product Documentation: Product (MVP) roadmap, Customer interviews, Market research results, etc.

  • Legal documents: Incorporation documents, employment contracts with e-signature capabilities, etc.

  • Catalogues of recurring docs: retrospectives, meeting minutes, etc.

I suggest to create templates for all of your pages, in order to maintain your Confluence instance tidy and easy to navigate. A good idea is to have a defined content owner of each page, and create individual reminders to the owners to review content every xx months or even weeks while on an early stage.

* More ideas on how to get most value of your Confluence are here

5. Define Metrics and KPIs for EazyBI Dashboards and Reports

Based on the Startup’s requirements, custom dashboard can be configured to display key startup metrics and shared with potential investors (incl. non Jira users).

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titleConcept validation stage startup metrics (examples)
  1. Momentum: Calculated as progress by time or money raised, this metric emphasizes the startup's growth speed, using measures such as the number of free users or other growth indicators.

  2. Established User Base: The total number of people already using the product, even without paying. It's essential to understand how these early users engage with the product and gather insights into their behavior.

  3. Interested User Base: Metrics like the number of sign-ups for a waiting list or letters of intent that reflect the success in generating interest in the product or service.

  4. Website Traffic and Customer Acquisition Cost (CAC): Traffic and marketing metrics demonstrating demand and ability to reach potential customers, ideally with a low CAC, showing cost-efficient growth in the user base.

  5. MVP (Minimum Viable Product) Stickiness: A measure of user retention, focusing on how often users come back, as retaining an existing customer is typically more cost-efficient than acquiring a new one.

  6. Engagement Data: Quantitative data on market demand, such as the number of referrals, potential leads, and conversations with the target audience.

  7. Revenue Forecasting: A balanced and realistic prediction of revenue that reflects both ambition and practicality, considering that investors will assess the startup's potential to make money.

  8. Expected Recurring Revenues and Lifetime Value (LTV): Metrics related to revenue strategy, such as a subscription model, to understand the potential for recurring revenue and maximizing customer value.

  9. Projected Profit and Loss (P&L): Detailed projections of growth, including overheads like the cost of goods sold, general and administrative expenses, research and development costs, marketing budget, and interest on loans.

  10. Social Media Presence and Engagement: Metrics related to followers, likes, shares, and comments across various platforms to gauge branding and community engagement.

  11. Technology and Platform Metrics: Statistics related to the stability, scalability, and performance of the technological platform or product, such as uptime, latency, or error rates.

  12. Customer Feedback and Net Promoter Score (NPS): Quantitative metrics obtained through surveys to gauge customer satisfaction and likelihood to recommend the product or service.

  13. Partnerships and Collaborations: The number and quality of partnerships or collaborations formed, possibly with other startups, established companies, or academic institutions.

  14. Compliance and Regulatory Metrics: Measures related to legal compliance, especially if operating in a regulated industry, like adherence to rules, successful audits, or legal reviews.

  15. Intellectual Property (IP) Metrics: If applicable, the number of patents filed, trademarks registered, or other forms of intellectual property that protect the core idea or technology.

  16. Sales Funnel Metrics: Details of leads, opportunities, conversion rates, and average deal sizes within the sales process, providing insights into sales effectiveness and future revenue potential.

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titlePre-revenue stage startup metrics (examples)
  1. Customer Acquisition Cost (CAC): The amount it costs to acquire a new customer, calculated by dividing the total acquisition expenses by the number of new customers during a specific time frame.

  2. Lifetime Value (LTV): A prediction of the net profit attributed to the entire future relationship with a customer.

  3. Burn Rate: The rate at which the company is spending its cash reserves before making any profit.

  4. Monthly Active Users (MAUs): A measure of the number of unique users who interact with a service within a month.

  5. Churn Rate: The percentage of customers that stop using the startup's product or service during a particular time frame.

  6. Customer Engagement Metrics: Measures that include metrics such as daily active users, session length, and user retention rates.

  7. Conversion Rate: The percentage of visitors to a website or application who take a desired action, like signing up for a newsletter or completing a purchase.

  8. Cost Per Click (CPC) and Cost Per Impression (CPM): Key metrics to understand advertising effectiveness.

  9. Net Promoter Score (NPS): A measure of how likely customers are to recommend a product or service.

  10. Runway: The number of months a startup can survive without additional investment, given its current cash reserves and burn rate.

  11. Product Development Milestones: Metrics that track progress in developing the core product or service, which may include timelines, development stages, features completed, etc.

  12. Waitlist Size (if applicable): The number of potential customers who have shown interest and are waiting for the product or service to be available.

  13. Website or App Traffic: The number of visitors, page views, bounce rates, etc., which can provide insights into user interest and behavior.

  14. Social Media Engagement: Metrics that include the number of followers, likes, shares, and comments across different social media platforms.

  15. Gross Margin: Although there might be no revenue, understanding the expected gross margin can be crucial for pricing strategies and future financial planning.

  16. Customer Feedback and Satisfaction Scores: Quantitative measures obtained through surveys and feedback mechanisms.

  17. Sales Pipeline Metrics: Even if not generating revenue, understanding the leads, conversion rates, and potential deal sizes within the sales process can be essential.

Browse sample dashboards to get an idea of what can be achieved - https://portfoliohome.refined.site/space/DD

6. Documentation and Trainings

Scope and formats TBD.

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Optional Apps

These apps have been chosen for their reasonable pricing or free availability for small user groups, allowing for cost-effective scaling.