4 min read

3 ways Jira Project admins can save time every day

If you are responsible for your team’s Jira and Confluence engagement, you are probably too swamped to even be reading this blog post! This is especially true if your users are still getting up to speed with Jira and Confluence - or if they are reluctant to do so.

While Atlassian tools are a godsend for software development teams, the average user in Sales or Marketing may not be as enthusiastic. Learning how to use Jira properly can seem hard, but it doesn’t have to be!

How difficult is it to learn Jira?

Jira’s more developer-oriented UI can make it a tad difficult for some users to navigate. For non-technical users especially, it can create a whirlwind of mishaps, confusion, and frustration. Not to mention the Jira Project admin in charge, who is bombarded by user questions every single day.

Brace yourselves. There are ways to make Jira easier and even – may I say – quite efficient. Here are three time-saving tips from our experience of using Jira and Confluence across Adaptavist:

1. Get a comprehensive knowledge base

Thinking that a one-off Jira tutorial or video will ensure a smooth transition is what gets organisations in this situation in the first place. Truth is, users will skip through a mandatory training video, retake the exams until they pass, and then forget all about it. People tend to focus on information that they can immediately use in practice, as it helps to understand new concepts more deeply than just the theory.

That is the reason people get stuck, are not productive and end up bombarding their Jira Project admin with basic questions. I am not saying that Jira courses are not helpful, but what you need is a way to ensure continuous, or a fancier way of saying it - just-in-time learning. So, most likely you need both: an Atlassian training course and a Jira knowledge base.

Make sure your organisation has an up-to-date knowledge base where users can find answers to common blockers and get quick reminders on how to perform routine tasks. This will reduce your question load significantly.

You can use Confluence for your knowledge base, but ensure that there is someone responsible for maintaining content and updating it as processes evolve, or get to a tool from a trustworthy company that specialises in Atlassian apps.

At Adaptavist we are fortunate to have a team of education specialists and designers who not only create comprehensive Jira training content, but also know the importance of explaining concepts clearly through visually engaging design, demos, and animated illustrations.

2. If you’re using Jira online courses, make sure to utilise Learning paths

Many learning management systems nowadays offer Learning paths. Use them! Learning paths allow you to tailor learning experiences to the people who need them. No one wants to spend hours learning generic Jira functionality if they are not going to use it.

The key to success here is to make the learning path as relevant to the learner’s day-to-day role as possible, making learning not only effective but also more enjoyable! For example, your support teams may require guidance on the essentials of navigating Jira and its core functions like issue tracking but require in-depth knowledge of how to work with Jira service desks.

On the other hand, your scrum masters may need in-depth knowledge on how to use JQL to set up effective issue filters and how to interpret team scrum reports. By setting up a learning path specifically designed for specific job roles, you can ensure users have exactly the information they need without having to work through multiple courses before finding modules relevant to their job roles.

3. Personalise, personalise, personalise

Generic courses are great for beginners who need to get the hang of Jira, Confluence and other apps that they will be using in their daily jobs. However, every organisation’s configuration and internal processes are unique, so you will want to include courses that address that too. By creating relevant training content that is specific to your organisation, users will be more likely to engage with and remember it.

There are a ton of accessible screen recording and video editing apps out there these days, and a wealth of YouTube videos to get you up and running in no time. Sound daunting? Just remember that you don't have to become a professional animator to make some seriously effective training content. The great thing about Jira tutorials is that even a quick screen recording of an experienced user can be an incredibly effective learning tool.

Show your users exactly how to request a new monitor from IT or brief the design team for a campaign banner. If you can do it, you can record it and share it with your teams! Add this custom content to a core of professionally made generic training and you'll not only save time but also make your organisation much more streamlined and efficient.

Bonus tip!

If you put our top three tips in place, your Jira user onboarding process will automatically be taken care of (hello, Captain Obvious).

How am I so sure of this, you ask? I am sharing this based on my own first-hand experience joining Adaptavist as a new joiner working remotely during a lockdown. Adaptavist has extensive experience with Atlassian tools, consulting and training customers globally for over a decade. Lucky for me, they have a handy tool called Learn for Jira, fitting all their experience into bite-sized video courses, accessible right in my Jira instance.

Here is my favourite feature: search for answers and get them immediately.

Gif of the Learn user interface
Seriously, that's convenient.

Check out a guided tour and get inspired to take your organisation’s Jira learning to the next level! If you’re still looking for more information, check out our blog which outlines some of the reasons why you should choose Learn for Jira.

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