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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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https://youtu.be/kKgHtRdcHlg |
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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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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 capabilitieshttps://youtu.be/OIWDjCht_8QJira 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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Define workflow statuses, transition rights and conditions, validators and transition screens for each issue type. |
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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 |
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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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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.
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https://youtu.be/kKgHtRdcHlg |
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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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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
https://www.refined.com/ For enhanced interface customization. Optimal for Intranet and knowledge management.
https://marketplace.atlassian.com/apps/27447/table-filter-and-charts-for-confluence?hosting=cloud&tab=overview Key for PM if Confluence is the primary tool.
http://draw.io for diagrams and charts
These apps have been chosen for their reasonable pricing or free availability for small user groups, allowing for cost-effective scaling.