Yale Digital Conference 2019 Meredith Crawford, Reilly Hartigan, Laurie Toth Yale School of Management Office of Communications
Beyond IT: Using JIRA/Confluence for the Editorial Process Meredith Crawford, Reilly Hartigan, Laurie Toth Yale School of Management Office of Communications
Raise your hand if… You’ve used JIRA or Confluence before You’re tired of searching your inbox for a lost email Duplicated work that your colleague already did You have an ever-growing to-do list You like pizza Congratulations You’re in the right session!
Presentation Roadmap JIRA and Confluence What these tools are Why we use Atlassian tools JIRA and Confluence How we use them day-to-day Advice for teams wanting to do the same
Presentation Roadmap JIRA and Confluence JIRA and Confluence What these tools are Why we use Atlassian tools JIRA and Confluence How we use them day-to-day Advice for teams wanting to do the same
Wait, Pizza? Imagine you run a pizzeria What happens when a customer orders a pizza? How do you communicate the status of the pizza to your customer?
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
My Pizza Story ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
What are JIRA and Confluence TO DO IN PROGRESS DONE What are JIRA and Confluence
What are JIRA and Confluence TO DO IN PROGRESS DONE What are JIRA and Confluence ORDER PLACED PREP BAKING BOX OUT FOR DELIVERY DELIVERED
What are JIRA and Confluence? JIRA is our “pizza tracker” JSD is “Customer Service” Confluence is where pizza recipes, guidelines are written and discussed A pizza can be anything!
Presentation Roadmap JIRA and Confluence JIRA and Confluence What these tools are Why we use Atlassian tools JIRA and Confluence How we use them day-to-day Advice for teams wanting to do the same
Presentation Roadmap JIRA and Confluence JIRA and Confluence Why we use Atlassian tools JIRA and Confluence How we use them day-to-day Advice for teams wanting to do the same
Presentation Roadmap JIRA and Confluence JIRA and Confluence Why we use Atlassian tools JIRA and Confluence How we use them day-to-day Advice for teams wanting to do the same
Where we started
Where we started
Enter JIRA BACKLOG (TO DO) IN PROGRESS DONE All All All
AWAITING EXTERNAL APPROVAL WAITING FOR FINAL APPROVAL Enter JIRA OPEN ASSIGNED DRAFT IN REVIEW READY FOR CMS PUBLISHED DONE All All AWAITING EXTERNAL APPROVAL WAITING FOR FINAL APPROVAL All All All All All All All
Keeping it All Organized
Keeping it All Organized
How and Why We Use Confluence Content Planning Organization Historical Data
How we use We discovered early on that Confluence is a great place to create and share how-to guides for our team and other content editors, store meeting notes, and collaborate on things that we are working on… including events like Commencement. It’s also where we keep track of our social media calendar for the team. We have a separate section for all social related things, from analytics and campaigns, to our social media planning document.
How we use We also have a section where we keep track of the items we have in the queue but haven’t shared yet. It’s a great way to keep track of campaigns since you can add all the elements, plan a date, and then work on scheduling them when you get a moment. We have found that we are able to be more thoughtful on the posts by being proactive and planning things rather than reactive.
How and Why We Use Confluence Editorial Planning Better Collaboration Increased Transparency We discovered early on that Confluence is a great place to create and share how-to guides for our team and other content editors, store meeting notes, and collaborate on things that we are working on… including events like Commencement. It’s also where we keep track of our social media calendar for the team. We have a separate section for all social related things, from analytics and campaigns, to our social media planning document.
How we use Speaking of planning, another thing we collaborate on are newsletters. We work with our admissions teams to send four newsletters a month. That’s a lot of back and forth with multiple people. When we were in basecamp, we sometimes lost track of conversations since the organization there isn’t as robust as Confluence. You also couldn’t link things easily to the editorial work flow.
How we use Here you can see how we are using Confluence to plan the MBA newsletter. We meet monthly with each team to discuss potential content for the newsletter. Once that is laid out, we track the progress of the stories in the notes area. In this sample alone you can see we have some that are published, done, editing, or in progress. That ties into the workflow that Meredith mentioned before.
How we use
How and Why We Use Confluence Publications Alumni Webinars Website Updates Analytics
Presentation Roadmap JIRA and Confluence JIRA and Confluence Why we use Atlassian tools JIRA and Confluence How we use them day-to-day Advice for teams wanting to do the same
Presentation Roadmap JIRA and Confluence JIRA and Confluence Advice for teams wanting to do the same
Presentation Roadmap JIRA and Confluence JIRA and Confluence Advice for teams wanting to do the same
Tips and Advice Keep it simple, especially to start. Do the legwork – “Build it and they will come”. Find Champions (e.g. others in your department, school). Make sure it’s the right solution for your team. This tool does not replace in-person collaboration and communication – remember the basics, don’t get caught up in how “cool” or “flashy” a new tool is!
Contact Us Questions? Meredith Crawford meredith.crawford@yale.edu Reilly Hartigan reilly.Hartigan@yale.edu Laurie Toth laurie.toth@yale.edu Questions?