Using Teamwork Collection apps to simplify knowledge management

[#1]

Effective project plans start with a shared "why," just like how truly connected teams are built on shared knowledge. (If you missed it, we wrote an article that unpacks this foundational idea.)

But achieving this alignment is no small feat. With information scattered across tools like shared documents, presentation slides, project management platforms, direct messages, meeting recordings, and more, critical context and key information often get buried or remain completely inaccessible to those who need the context.

Think of your company's knowledge management system like a well-organized library—where every piece of information is easy to find, everyone can draw from shared knowledge, and collaboration thrives. That’s where the Teamwork Collection comes in.

With Jira for project work, Confluence for collaborative documentation, Loom for video communication, and Rovo as your AI teammate, you can create a unified approach that delivers the right context at the right time for every team member.

Let’s explore how to simplify knowledge management by organizing, connecting, and surfacing information across your entire organization.

How centralized knowledge unlocks team potential

When collective knowledge is connected, up-to-date, easily accessible, and embedded where you need it, teams can collaborate more effectively. Here’s what that unlocks in practice when using the Teamwork Collection:

• Speed to Market: Linking Jira work items to Confluence plans gives teams instant access to priorities and requirements, so decisions happen faster and work moves forward without delays.
• Higher Quality Work: Shared context across Jira and Confluence means everyone works from the same requirements and decisions, reducing errors, rework, and missed details.
• Increased Productivity: Embedding Jira views and Loom walkthroughs into Confluence keeps everyone updated and informed, cutting down on the need to sync for status meetings and freeing up time for real progress.
• True Alignment: Connecting decision history that lives in Confluence to Jira epics and Looms ensures everyone can trace the “why” behind work. Plus, with Rovo’s AI search functionality finding answers is always just a query away.
• Faster Onboarding: With Rovo, new hires can search once to access Jira work items, Confluence pages, and Loom videos. Plus, they can utilize AI summaries to get up to speed and start contributing right away.

Curious how Rovo makes this even smoother? Check out this article about using Teamwork Collection apps that harness AI to work faster and smarter.

How to put the power of a connected knowledge base into practice

With Teamwork Collection apps, you can layer in practical tactics at every level of your organization to create a connected knowledge base that works for everyone.

At the organization level, you need to create a central hub for documentation and collaboration. Start by creating an intranet in Confluence to host policies, team pages, how-tos, and project plans, so they are accessible to everyone. Then ensure these plans can be put into action by designating Jira as the system of record for tracking and managing work across all teams. While teams can customize how they work, this structure keeps all projects connected, ensuring org-wide visibility by default.

For distributed teams, use Loom for asynchronous updates and Rovo’s AI-powered search. Loom makes it easy to add visual context and share quick video updates, while Rovo connects the dots, surfacing the most relevant content instantly—even across third-party tools. Admins can help by ensuring every team has access to these tools or by adopting the full Teamwork Collection suite.

Admins can take things a step further by setting up platform-level features like the Goals app and Atlassian Analytics (which is available on Cloud Enterprise plans) to get a bird’s-eye view of work across all teams and workstreams. This helps leaders spot bottlenecks, track progress, and align priorities.

At the team and project level, consistency is key. Standardizing templates for meeting notes, project plans, and decision logs in Confluence helps everyone document work in a familiar, repeatable format. By embedding Jira issues and boards directly into Confluence pages, teams gain real-time visibility into project status and priorities, eliminating the need to switch between tools. Updates and decisions can be easily shared and linked to related Jira epics or tasks, making information simple to reference and track. Adding Loom videos to explain complex topics or demonstrate workflows provides additional clarity and context. This integrated approach keeps knowledge organized, accessible, and actionable for every team member.

Finally, at the work level, it’s all about surfacing the right context at the right time. As you update Jira work items, you can pull in relevant Confluence pages and Loom videos directly into the workflow. This reduces the back-and-forth of searching for information and makes it easy to add details as you go, keeping everyone aligned and informed.

By layering these tactics across your organization, teams, and individual workflows, you’ll create a connected knowledge base that empowers everyone to work smarter, faster, and more collaboratively.

How Teamwork Collection apps bridge the gap between knowledge and execution

Connected Teamwork Collection apps transform daily work by embedding knowledge where you work, improving visibility, and linking goals to action. Here’s how these tools make a difference:

Imagine opening a Confluence page for an upcoming launch and finding a live Jira dashboard embedded within it. In seconds, you have a clear view of project health, without needing to switch tabs or spend time digging for updates.

Looking to provide more context for your tasks? You can surface relevant info based on what you’re working on in Jira and use Rovo to find related Confluence pages. For example, let's say you're updating a web checkout flow, quickly link the product requirement doc to your Jira task so everyone has the details they need.

Loom brings clarity where words alone might fall short. By embedding Loom videos into Confluence content, you can effectively capture decisions or explain complex processes.

Similarly, embedding Looms into Jira ensures everyone stays aligned, whether they're reviewing a project plan or tackling a challenging task like a bug report. With Loom, you make it possible for everyone to see the full picture, fostering better understanding and collaboration.

And it doesn’t stop there. With the Goals app, you can visualize progress and link it directly to Jira projects. This connection ties the “what” of daily tasks to the “why” behind them, helping teams stay aligned and motivated.

By embedding knowledge where it’s needed, surfacing relevant context, and connecting goals to work, Teamwork Collection apps equip all teams across an organization to work smarter, faster, and more collaboratively.

Rovo: The AI teammate that simplifies finding context and improves search

Let’s be honest: search is only as good as what it can find. That’s why Rovo is built to span across all your workspaces to deliver spot-on results no matter where you ask. Whether you’re using Chat for quick answers or Search for deep dives, Rovo transforms “where did we put that?” into “found it!”

Here’s how Rovo accelerates context-finding and improves your team’s productivity:

1. Rovo Chat is your fastest path to answers. It doesn’t just provide instant insights—it also takes action. Need to assess key takeaways and summarize comments from a Confluence page, identify trends from Jira work items, or confirm company policies like travel expenses? Just ask. Rovo Chat is available as a browser extension, so you can access it wherever you’re working. Whether you’re in Jira, Confluence, or outside Teamwork Collection apps, Rovo is always just a click away, ready to help you find information and keep moving forward without switching tools.
2. Rovo Search unifies data from every source, spanning Jira, Confluence, Loom, and connected third-party apps like Drive, Slack, and GitHub. Powered by the Teamwork Graph, Rovo respects original permissions so that your team always accesses the right version securely. This means teams can quickly find the canonical source of truth, which reduces duplicate work and saves time.
3. Rovo Skills are like building blocks for your workday. Each one is a ready-to-go action (like sending an email or updating a Jira ticket) that you can use on its own or combine to tackle bigger tasks across Atlassian apps. Additionally, Rovo Agents take automation to the next level. These customizable helpers can handle anything from real-time project tracking to generating whiteboard diagrams.

For example, you can create an Onboarding Agent that pulls the top 10 Confluence pages, key Jira epics, and Loom walkthroughs for a new engineer, and drafts a 7-day ramp plan. With Rovo Studio, you can even build your own Agents tailored to your team’s unique needs.

The more knowledge is shared, the stronger your organization becomes

Scaling team knowledge is a multiplier. Every time you add a doc, share a Loom, or sync a goal, you’re building up a knowledge graph that pays off for every future project. And you don’t have to do it alone: with Teamwork Collection apps delivering context where people already work, your connected system grows in both value and usability.

The more teams that use Teamwork Collection apps, the stronger your organization’s connected knowledge becomes. You can even bring in data from your most-used third-party tools, making search fully comprehensive and ensuring no information gets left behind.

Tired of scattered information and wasted cycles? Try linking Jira, Confluence, Loom, and Rovo today. The only surprise will be how quickly your teams can find what they need, leaving them wondering how they ever worked without these apps.