Stop Using Subtasks as a To-Do List (And What to Do Instead)

[#1]

I feel like in every Jira community I’m in, there’s this never-ending debate: to use subtasks, or not to use subtasks? Honestly, how many times have we dived into this already? But I see why. 

Personally, I’ve found that subtasks can be a bit of a trap. They aren't really a fancy to-do list, and when they're overused, they just clutter up reports and create a lot of noise on the board.💁‍♀️ 

We’ve all seen it: a single Jira board cluttered with 50 subtasks that are basically just "Update doc" or "Send email."

At gryd, we have a simple rule: Fix the process first, then the tool.

If your process is broken, Jira just helps you make a mess faster.

The "Subtask" Litmus Test

How do you know if you actually need a subtask? Ask yourself: Does this piece of work need its own life?

• ✅ Use a Subtask if: You have different owners or different deadlines (e.g., Person A writes the copy, Person B designs the graphic).
• ❌ Use a Checklist if: It’s a list of steps for one person to reach the Definition of Done (DoD). 

My quick breakdown:
Subtasks = Different owners or different timelines.
Checklists = The individual steps to get your own job done.

Why Subtasks Can Be a Trap

When overused, subtasks:

1. Clutter your reports and mess up your velocity charts.
2. Create noise on the board, making it impossible to see the big picture.
3. Add friction – clicking through 5 screens to check off a 2-minute task is a productivity killer.

The Better Way: Smart Checklists & Power Tools 🛠️

If you realize you don’t need subtaks, what then?

You need a checklist that is "smarter" than a simple text block. That’s exactly why we built the Checklist feature into Power Tools for Jira.

Instead of cluttering your board, you get:

• Live Tracking: See progress inside the issue without the "subtask noise."
• Context: Tag teammates or link Confluence pages directly in the checklist.
• Validators: Don't let a task transition to "Done" until the checklist is 100% complete.

But Wait... Power To is a Full Toolkit 🧰

We know nobody wants to install 10 different apps for 10 small problems. Power Tools for Jira is the "single tool for keeping projects green." Beyond checklists, it solves the most common PM headaches:

• The Cure for Stale Projects: Set multiple Reminders per issue. Stop manual pinging; let the tool nudge your team about old tickets while you focus on what’s next.
• Sprint Automation: Forgot to close a sprint? Your reports are now ruined. Our Auto-Start/Complete feature keeps your rhythm (and velocity charts) unbroken. Perfect for busy SMs and PMs.
• Time in Status & Dashboards: Instantly spot bottlenecks where tasks go to die.
• Admin Peace of Mind: Includes a Custom Field Finder, Secure Fields, and even a Signature Remover to keep your tickets clean.

👉 Want to try Power Tools for Jira? Use code ORGXMN to get 50% off and turn Jira into an execution machine

If you need to use subtasks, then remember:  

1. The "Clean-Up" Rule: Use automation. When the last subtask/checklist item hits "Done," the parent task should snap to "Done" automatically.
2. See Progress at a Glance: In Board Settings, add the "Subtasks" field to cards to see a progress bar (e.g., 3/5) without clicking into the ticket.
3. The Reset Button: If a parent task moves back to "To Do," use the Bulk Change tool to reset all child items. Don't move them one by one!

Stop making Jira harder than it needs to be. Try cleaning up your board this week. Your team (and your reports) will thank you!

And You? Anti-subtask club or opposite? 😊

[s_gridnevskii]

1. You may exclude subtasks from boards by using filter.
2. Work item has ... next to every subtask. One can click it and close subtask without opening it. 

[Celina]

@s_gridnevskii sure you can, you can hide the "done" also. But that's not the point - the point is that very often subtasks shouldn't even be created, because they are just action items :) 

[s_gridnevskii]

@Celina yes you are right, but I used subtasks as action items and they work pretty well.


E.g. we had test cases with subtasks as test steps. A QA tester opened the test case (work item), scrolled down to list of subtasks and followed steps. If any step failed he could open the subtask in a separate window and describe what failed with attaching a screenshot. If all steps passed well (subtasks are done) an automation rule closed the test case as "Passed". 

I was able to explain this procedure to non-it management and they participated in product acceptance testing.

[Celina]

So here you have different reporters and a different timeline for subtasks than the task - that's a situation where subtasks are more than fine! 

My quick breakdown:
Subtasks = Different owners or different timelines.
Checklists = The individual steps to get your own job done.

Should add that to the article! 

[s_gridnevskii]

ΟΚ but no todolist is needed in latter case.

It can be done by editing description or last comment.

☐ complete phase 1
☐ complete phase 2
☐ complete phase 3

-> Edit description

☑ completed phase 1
☐ complete phase 2
☐ complete phase 3


Additionally I could set up automation rule that e.g. changes Summary when a subtask is finished

From: Perform tests [0/5]
To: Perform tests [2/5]

I am not sure if todolist plugin has triggers in Automation rules.