How can I streamline project management workflows in Jira to improve team efficiency?

[Farhan Sheikh]

I'm looking for ways to make our project management more efficient using Jira. What are some best practices, features, or add-ons that can help automate tasks, reduce bottlenecks, and keep the team aligned? Any tips on workflow customization or integration with other tools would also be appreciated.

[Valeriia_Havrylenko_SaaSJet · Accepted solution]

Hi @Farhan Sheikh  👋

Welcome to the community!

For such an aim, my SaaSJet company has developed Time in Status. 

With it's 7 types of status reports, you can easily track:

• the Issue Age, 
• the time in status data,

• how long it takes each assignee to solve the issue,
• Cycle and Lead time for each Jira issue;

• Present data as Charts and Graphs view;

So you can easily monitor the issue progress and who is responsible for some bottlenecks.

Dashboards gadgets feature will keep your finger on the pulse and track team productivity in real-time.

For Scrum teams we are also offering Sprint Report feature in Time in Status

Add-on has 30-day free trial, free up to the 10 users and developed by my team. 

---

Another option can be Time Between Statuses. This add-on measures connections in the workflow by tracking the time it takes for specific issues to transition between statuses. You can calculate various metrics by setting start/stop and pause statuses in the configuration manager. Make sure to select the first/last transition to/from status to define the calculation conditions. 

 Give it a try! The add-on offers a 30-day free trial version and is free for up to 10 users. It's developed by SaaSJet.

Hope it helps 😌

[Mehmet A _Bloompeak_]

Hi @Farhan Sheikh

Welcome to the Atlassian Community!

I have two recommendations for measuring team efficiency.

1. You can try Status Time Reports app developed by our team. It mainly provides reports and gadgets based on how much time passed in each status. Here is the online demo link, you can see it in action and try without installing the app.

For cycle time & lead time, you can have a look at the article below.
Cycle Time and Lead Time in Jira: Productivity Measurement with Two Critical Parameters

 For further details, you can have a look at Status Time Reports How to Videos.

If you are looking for a completely  free solution, you can try the limited version Status Time Reports Free.

2. You can try Reports - Charts and Graphs for Jira Dashboard app developed by our team to create various reports, charts and graphs for your Jira projects. Here is our live demo dashboard where you can see and modify sample reports and play with them.

Below you can see an article about creating custom reports, charts and graphs in Jira with our app.
How to Create Custom and Flexible Reports, Charts and Graphs in Jira

For more detail, you can have a look at Reports - Charts and Graphs for Jira How to Videos.

If you are looking for a completely free solution, you can try the limited version Reports - Charts and Graphs for Jira Dashboard Free.

If you have any questions, feel free to schedule a demo with us.

Hope it helps.

[Samuel Gatica _ServiceRocket_]

Hi @Farhan Sheikh 

Welcome to the community!

Please check the following doc:

• 3 steps to streamline workflows and optimize processes 
• Understanding workflow management 
• Streamlining Agile Project Management with Jira: A Practical Feature Guide 
• Important Steps in Project Management that Jira Helps Streamline 

Hope this helps!

Best regards

Sam

[Louis-Pier Alie - Okapya]

Hello @Farhan Sheikh 

You can connect Jira with your other software’s to help with alignment and streamlining. Here’s some popular ways to do it:

Design
It can be useful to link designs, sketch’s and UIs to your Jira issues to accelerate the feedback process and keep everyone informed. You can look for solutions to connect Figma, Adobe or others, depending on what you use.

Project Management
Your team is probably not only using Jira to help with project management. You might also use tools to help manage your calendar or to store your documents. It can be useful to be able to link events or folders to your Jira issues to add context for everyone on your team. There are many integrations to connect tools like Google Calendar, Outlook, OneDrive and more.

Communication
Your team might use multiple tools to manage communication internally or externally. It can be useful to be able to link, participate or trace conversations directly from Jira. To do so, you can look at integrations for Slack, Teams and more.

Data Management & Visualisation
Perhaps your team use analytics tools like Power BI, Tableau or even something like Google Sheets. Well, you might want to include Jira data in these reports. To do so, you might want to look for integrations that let you easily connect and export that data.

CRM/ITSM
Maybe your team is also using a CRM like HubSpot or another ITSM like ServiceNow. In both case, it can be useful to link crucial customer data from theses platforms to your Jira tickets. You can look for integrations for Salesforces, Zendesk and more.

Software Development
Obviously, there is also a wide range of integrations for developers. This is not my area of expertise, so I can't tell you much about it, but there is a wide range of options from GitHub, GitLab, Jenkins, Katalon, SonarQube etc.

You can find all these integrations, including many that are free, here; https://marketplace.atlassian.com/search?useCases=Integrations

Good luck!

Louis-Pier

[Gizem Gökçe _OBSS_]

Hello @Farhan Sheikh ,

Welcome to the community!

I can provide you with some articles from the Atlassian Community which offer guidance on how to improve time management in your projects. In addition, I can offer you some best practices for using Jira efficiently in project management.

Time in Status: How to measure in Jira?

Optimizing Workflow Efficiency with Jira

Revealing Operational Excellence: Identifying Bottlenecks through Metrics like Cycle Time, Lead Time

Recover Lost Time with Timepiece: Managing Blocked Tasks

They're all quick reads, around five minutes each, and easy to digest. I hope they're useful!