Overseeing the orderly progression of a task from conception to completion is the core of project management. But effective task monitoring requires developing workflows your team can optimize to deliver consistent, high-quality outcomes.

Using a tool like Atlassian’s Jira helps project managers establish effective protocols. Jira enables teams to monitor a task’s progression, communicate changes, and stay on track using one seamless application.

But it’s not enough to simply adopt the software. Incorporating Jira best practices into your process ensures every team member has the support needed to deliver their best work.

Why do managers choose Jira workflows?

Atlassian applied a customer-centric approach to developing Jira, focusing on flexibility and customizability. The application supports multiple management approaches — including Lean, Kanban, and Scrum agile methodologies — so project managers across industries and departments can easily plan and launch initiatives.

Jira workflow management provides visibility at all project phases with real-time data access. For teams juggling many recurring tasks, Jira offers an automation feature to improve productivity, governance, and performance.

And by integrating with third-party plugins like Tempo’s Roadmunk, Structure, and Timesheets, Jira offers additional elements like portfolio road-mapping and reporting functionalities. This synchronicity promotes streamlined project management in a single, easy-to-use application.

What’s task management in Jira?

Using Jira for task management facilitates organizing and tracking work. Project managers can create an entry for every backlog item, including crucial details, milestones, and timelines, and then assign the task to a team member. The application also showcases item progress, flagging delays you can mitigate right away.

Individual team members can leverage Jira software for time tracking and task logging. They can also use it to report bugs and roadblocks, keeping everyone in the loop.

The task management process in Jira

The first step to perfecting Jira’s agile workflow management is to familiarize yourself with Jira 101. To begin, here’s the basic task management process.

1. Open a new task ticket with subtasks

When creating a new Jira ticket, document its type and specifics. This information includes:

  • Issue
  • Task
  • Bug
  • Description
  • Label

These details allow for quick filtering. If the task is complex, divide it into smaller jobs to simplify management, linking subtasks to the original ticket directly from the dashboard.

2. Establish ownership and due dates

Once you’ve entered task details, set milestones, deadlines, and task ownership. Ensure assignees know they’re accountable for completing their items on time and according to project plan objectives.

3. Manage team activities

Teams can use Jira’s dashboard to view task status and responsible team members. As a project manager, you can adjust workflows by adding subtasks or revising due dates. Jira automatically alerts the team to these changes so everyone stays informed.

4. Close tasks

It’s important to close off complete tickets to keep your dashboard organized and accurate. Begin by verifying the owners have delivered all subtasks and addressed additional requirements or changes. Then, mark the task as “resolved” or “closed,” freeing assignees to move on to the next item.

10 Jira task management best practices

Project management software is only effective if you know how to optimize it. To take full advantage of Jira’s capabilities, follow these practical tips.

1. Keep projects organized

Keeping tasks and workflows well-ordered using Jira makes it easy to sort through issues and assign the right people to each item.

Create an orderly management system by:

  • Creating customized issue types and labels for quick identification and assignment
  • Labeling each item for simple filtering
  • Establishing individual task boards to track and manage different kinds of work
  • Grouping work into sprints to avoid overwhelming your team

2. Be clear

Ensure all background information and updates are straightforward and detailed — whether you communicate through channels like HipChat or within the Jira software. Clearly define expectations, requirements, and timelines. Ensuring that everyone understands the project criteria can preserve resources and avoid delays.

3. Be selective with details

While it’s essential to clearly define expectations and requirements, don’t go overboard with the specifics. An overemphasis on irrelevant details can lead to confusion and delays, so keep assignees focused by limiting information to the necessities.

4. Prioritize effectively

Avoid placing the most complex items at the top of your priority list. Instead, follow agile principles and begin with essential items that meet customer needs. This lets your team deliver project outcomes that drive maximum customer value. And beginning with your most challenging tasks might cause delays due to a lack of preparation, resources, and budget.

5. Avoid complicated workflows

To ensure peak team performance, keep your processes lean, including only the necessary phases for clarifying your workflow. Too many task statuses increase complexity, making processes difficult to understand and slowing your team down.

6. Monitor progress

You can align your team with project schedules using time-tracking Jira’s functionalities to complete work promptly. Reviewing progress also reveals blockages, letting you intervene before delays impact delivery dates.

7. Involve team members

Consult with team members and customize workflows to meet their needs. Depending on your project’s requirements, include representatives from all project groups to create a cross-functional team, helping you develop a multi-beneficial work schedule.

8. Test and iterate workflows

No process is flawless from the start, so test workflow versions before implementing one to scale. You can start small, focusing on a single sprint planning session or one-off project. Collect feedback and incorporate suggestions into the next iteration. Teams evolve, so remain flexible and open to adapting the workflow as needs change.

9. Consider your team

Every team is unique, and Jira is customizable to meet your group’s distinct needs. Select templates to configure workflows and processes that best suit each project team. You can include additional plugins like Confluence from Atlassian or a third-party provider like Tempo to create a tool that benefits everyone equally.

10. Sync Jira with your project management boards

Whether you operate within a lean agile framework or use other project management formats, synching Jira tasks and workflows to your Scrum or Kanban boards improves sprint planning and performance. Jira allows you to:

  • Provide visibility to backlogs
  • Estimate stories
  • Adjust scope
  • Monitor progress
  • Re-prioritize tasks in real-time

Easy task management with Roadmunk for Jira

Connect high-level strategies with day-to-day task management by seamlessly synching Jira and Tempo’s Roadmunk software. Roadmunk creates audience-friendly visual roadmaps of all your projects so you can track work, prioritize ideas, and monitor workflows — keeping your project team on the path to success.