Tips for all teams: How to manage events with Atlassian's Teamwork Collection

[#1]

👋 G’day Atlassian community! As part of our effort to show how all teams can benefit from Jira, we’re releasing an ongoing community series called “Tips for all teams”. Over the next few months, the Atlassian team will start to share posts spotlighting different use cases — along with how our tools can support them.

🔍 We’ll be exploring a variety of personas and use cases paired with quick, helpful tips to inspire new ways of using Teamwork Collection (Confluence, Jira, Loom, and Rovo) that you may not have considered before.

💬 We’d love to hear from you! Provide feedback, give additional tips, or even share your own stories in the comments below – we highly value your feedback. Your voice will help us shape and improve this ever-evolving series so we can better support your team’s project management needs.

---

Explore other use cases:

• Work Intake

• Content Creation

• GTM Launch

• Campaign Management

• Agency Collaboration

---

Event management is the art of bringing people together to achieve a specific outcome – whether it’s introducing a new product at a major conference, building team connections at an offsite, meeting with prospective customers at a trade show, or educating customers through a webinar. Events connect your business to the people that matter most. But behind every successful event is a mountain of planning, coordination, and teamwork. From juggling logistics and timelines to aligning cross-functional teams and ensuring a seamless attendee experience, event management can quickly become overwhelming.

In this post, we’ll explore how Teamwork Collection – of Confluence, Jira, Loom, and Rovo – can help you streamline every aspect of your event planning. With these tools, you can:

• Share ideas with open and collaborative brainstorming

• Centralize event resources, strategy, and communications

• Break down complex plans into digestible tasks with clear ownership

• Plan, track, and manage every event detail

• Manage dependencies and get ahead of bottlenecks

• Visualize milestones and meet key deadlines

• Share updates and context asynchronously

---

🎥 Let's see it in action:

Imagine you’re part of the events team or partner teams that are responsible for TEAM – our multi-day conference with three keynotes, hundreds of sessions, 40 customer speakers, 90 sponsors, and 5,000+ in-person attendees from around the world.

Before diving into logistics, our team starts with a collaborative brainstorm in a Confluence whiteboard to share ideas around event themes, session content, fun ideas for Bash, and more. Built-in AI features help to group ideas into thematic buckets or convert sticky notes directly into actionable work item, so great ideas don’t just stay on the whiteboard. This open, visual format encourages creativity and involvement from every team member – regardless of location or role.

Any brainstorming whiteboards, along with all other documentation related to event strategy or decisions, can be housed in a single folder or under a single page in Confluence. This essentially becomes our go-to hub for things like overarching event strategy, finalized schedules, vendor contracts, checklists, session content, and more. You can embed Loom videos directly into Confluence pages to give everyone richer context and create another opportunity to work through all event strategy and logistics. Having everything in one place ensures everyone – from marketing to IT to our agency partners to the CEO – has a single source of truth and can collaborate with teams in real time.

Once the event vision is clear and everyone is aligned on strategy, our team moves into Jira for project management and execution. We set up a new Jira project for the event, broken down into key work streams and their associated tasks – everything from keynote planning and attendee communications plans to staffing and travel logistics. Each is assigned to a DRI or work stream lead to ensure accountability and make it easy to see who’s responsible for what at any stage of the event planning process.

Each work stream is then broken down into specific, actionable child work items. You can fully customize these work type names, for example, “Major Milestone” for something with a set due date like a finalized budget plan, “Meeting/Event” for an in-person or virtual meeting like a site visit, or simply “Task” for any necessary to-dos.

💡 Pro-tip: Use Atlassian Goals to link work to business objectives. Since TEAM touches nearly everyone at our company, linking work to goals not only helps to show how our work supports business objectives, but also creates a single place where we can track progress, share updates, and keep all stakeholders and leaders informed.

As work progresses, team members update work item status in Jira (status names are also customizable, such as: To Do, In Progress, Done), add comments, and/or attach relevant files or links. This real-time visibility encourages everyone stays aligned and can quickly surface any issues or flag blockers.

With Jira’s timeline and calendar views, teams can visualize milestones, manage dependencies, and understand who owns what. Plus, automations handle all reminders and approvals, saving valuable time and making sure nothing slips through the cracks.

Throughout planning and project execution, we use Loom for async updates and quick knowledge sharing. Instead of adding more meetings and check-ins, you can record video walkthroughs to share progress, flag blockers, or explain complex logistics with more context than you can share in a Slack or email – making it easy for global teams and partners to stay aligned. These can be added to Jira work item descriptions, in the comments, Confluence docs… you name it! Teammates and external partners, like agencies we work with for TEAM, can watch the videos on their own time and give feedback directly by leaving comments, emojis, or even record their own video replies at specific moments in the recording, making our distributed teams more connected and collaborative.

Rovo is our AI-powered assistant, helping to write or edit content, surface relevant information from past events, automate repetitive tasks, and give instant answers to questions like “Who’s the main contact for AV?” or “Find approved customer stories for keynote”. You can also use Rovo to generate checklists for event setup, and capture learnings to optimize for our next TEAM event.

By centralizing knowledge, breaking down complex events into digestible and clearly defined tasks, and leveraging AI, our tools helps us deliver seamless, stress-free, impactful events – on time and on budget.

Fun fact: TEAM '25 had over 3,000 Jira work items For more on how we used Teamwork Collection for TEAM '25, check out this video.

---

🔑 Key benefits of using Teamwork Collection for event management

• Clearer communication: Confluence centralizes event strategy, logistics, resources, and documentation, making it easy for everyone to access-up-to-date information and stay aligned for smoother event execution.

• Organized & timely task management: Jira breaks down large work streams into manageable tasks and automates workflows, helping teams meet deadlines and use resources efficiently.

• Progress tracking & dependency management: Jira’s timeline and roadmap views help visualize milestones, manage dependences, and get ahead of bottlenecks, ensuring your teams stick to their deadlines and blockers are surfaced early.

• Better teamwork: Real-time collaboration in Confluence and asynchronous updates with Loom enable teams to share ideas, make decisions quickly, and work together across time zones without extra meetings.

• Save time with AI: AI can automate work assignment, reminders, and approval workflows, reducing manual work so teams can focus on the strategic tasks needed to pull off impactful events.

• Happier event attendees: Teamwork Collection will help you streamline event planning and stay organized during event execution, creating memorable and valuable experiences for attendees.

---

⭐ Want to manage your events more effectively?

Get started by creating a Jira project for your next event using this pre-existing template. Explore how it’s features, plus Confluence, Loom, and Rovo, can help your teams stay organized, collaborate better, and deliver successful events that drive business results.

Have questions or tips about using Teamwork Collection for event management? Share them in the comments below – we’d love to hear from you!