1. Yale Digital Conference 2019
Meredith Crawford, Reilly Hartigan, Laurie Toth
Yale School of Management Office of Communications

2. Beyond IT: Using JIRA/Confluence for the Editorial Process
Meredith Crawford, Reilly Hartigan, Laurie Toth
Yale School of Management Office of Communications

3. Raise your hand if… You’ve used JIRA or Confluence before
You’re tired of searching your inbox for a lost
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!

4. 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

5. 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

6. 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?

7. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

8. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

9. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

10. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

11. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

12. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

13. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

14. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

15. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

16. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

17. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

18. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

19. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

20. My Pizza Story
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

22. What are JIRA and Confluence
TO DO
IN PROGRESS
DONE
What are JIRA and Confluence

23. What are JIRA and Confluence
TO DO
IN PROGRESS
DONE
What are JIRA and Confluence
ORDER PLACED
PREP
BAKING
BOX
OUT FOR DELIVERY
DELIVERED

24. 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!

25. 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

26. 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

27. 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

28. Where we started

29. Where we started

30. Enter JIRA
BACKLOG (TO DO)
IN PROGRESS
DONE
All
All
All

31. 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

32. Keeping it All Organized

33. Keeping it All Organized

34. How and Why We Use Confluence
Content Planning
Organization
Historical Data

35. 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.

36. 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.

37. 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.

38. 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.

39. 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.

40. How we use

41. How and Why We Use Confluence
Publications
Alumni Webinars
Website Updates
Analytics

42. 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

43. Presentation Roadmap JIRA and Confluence JIRA and Confluence
Advice for teams wanting to do the same

44. Presentation Roadmap JIRA and Confluence JIRA and Confluence
Advice for teams wanting to do the same

45. 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!

46. Contact Us Questions? Meredith Crawford meredith.crawford@yale.edu
Reilly Hartigan
Laurie Toth
Questions?