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Collaborative planner

Sofia Papaefthymiou

Hello,

I work as a communication manager for a cultural institution. There are 3 to 5 of us in the communications team, depending on the time of year and activities.

I'm looking for a useful, user-friendly application to create an efficient workspace that makes people want to work, and that's easy to organise because there are lots of tasks for each person and type of project. The company already has a Confluence account, and although at the moment it's just for the communications team to use, we could consider extending it to the rest of the team (around 6 people) or simply so they can check the status and progress of the communication side.

These are our requirements:
Need to visualise tasks, which are assigned to people in the team, deadlines, and dependencies (such a task can only start when such is completed). The best would be to be able to have different views, such as Gantt, list and kanban for example.
We'd also need to be able to create shared and collaborative note cards and collaborative to-do lists.
Finally, we'd need to be able to keep a history of all the tasks completed.
Which addon would you recommend?

Thanks for your advice,
Have a nice week,

Sofia

Accepted answers

Ignacio Aredez GenAI Expert

Certainly! Based on your requirements and your existing use of Confluence, Jira Cloud is the best fit for your team, coupled with select add-ons for enhanced functionality.

Why Jira Cloud?
Seamless Integration with Confluence: Allows linking project tasks with documentation.
Flexible Task Visualization: Offers Kanban, Scrum boards, and with add-ons, Gantt charts for managing deadlines and dependencies.

Collaborative Tools: Supports shared note-taking and to-do lists through integration and add-ons.
Task History: Maintains a comprehensive record of all tasks and progress.

Recommended Add-ons:
BigPicture or Advanced Roadmaps: For Gantt chart capabilities and detailed project planning.
EazyBI Reports and Charts: For advanced reporting and task history analysis.

Implementation Steps:
Set Up Jira Cloud: Tailor it to your team’s workflow.
Integrate with Confluence: For documentation and reporting.
Install Add-ons: Enhance project management and visualization.
Train Your Team: Ensure everyone is comfortable using these tools.

Start with trial versions to confirm they meet your needs. This setup will create an efficient and organized workspace that's easy to manage and makes work more engaging for your team.

Linh Pham_Ricksoft_Inc

Hi @Sofia Papaefthymiou and welcome to the Atlassian Community!

If you want to implement Confluence for more comprehensive project management, allow me to suggest the add-on Gantt Chart Planner for Confluence. It's one of the app that my team develop

The company already has a Confluence account, and although at the moment it's just for the communications team to use, we could consider extending it to the rest of the team (around 6 people) or simply so they can check the status and progress of the communication side.

The add-on is a macro that can be embedded on your Confluence page, so you can share it with stakeholders for reporting on progress, while ensuring the project information is included for clarity.

Screenshot 2024-02-12 at 10.12.22 AM.png

Also, it sounds like your Confluence instance has less than 10 users, which means you can continue using the Gantt chart app for free after the trial period.

Need to visualise tasks, which are assigned to people in the team, deadlines, and dependencies (such a task can only start when such is completed). The best would be to be able to have different views, such as Gantt, list and kanban for example.

We'd also need to be able to create shared and collaborative note cards and collaborative to-do lists.

Confluence is the best solution for collaborative editing (note-sharing and to-do lists). And enhanced with the Gantt Chart app, you can use Confluence for project planning with dependencies visualization. It even helps you automatically schedule tasks based on dependencies as well as resource capacity. We don’t currently support other views - I’d highly recommend you check out Jira Work Management as another alternative for this

Finally, we'd need to be able to keep a history of all the tasks completed.

You can access Gantt Chart versions to track historical changes, completed tasks will be shown accordingly on the timeline, plus you’ll have features like baseline to track the progress against the original schedule. However, if you want a more granular audit log on individual tasks, Jira Work Management would be ideal.

I hope this helps! I've written a detailed guide for managing projects in Confluence if you're interested to explore more 😃

Cheers,

Linh

All comments

Ignacio Aredez GenAI Expert

Certainly! Based on your requirements and your existing use of Confluence, Jira Cloud is the best fit for your team, coupled with select add-ons for enhanced functionality.

Collaborative Tools: Supports shared note-taking and to-do lists through integration and add-ons.
Task History: Maintains a comprehensive record of all tasks and progress.

Recommended Add-ons:
BigPicture or Advanced Roadmaps: For Gantt chart capabilities and detailed project planning.
EazyBI Reports and Charts: For advanced reporting and task history analysis.

Linh Pham_Ricksoft_Inc

Hi @Sofia Papaefthymiou and welcome to the Atlassian Community!

If you want to implement Confluence for more comprehensive project management, allow me to suggest the add-on Gantt Chart Planner for Confluence. It's one of the app that my team develop

The company already has a Confluence account, and although at the moment it's just for the communications team to use, we could consider extending it to the rest of the team (around 6 people) or simply so they can check the status and progress of the communication side.

The add-on is a macro that can be embedded on your Confluence page, so you can share it with stakeholders for reporting on progress, while ensuring the project information is included for clarity.

Screenshot 2024-02-12 at 10.12.22 AM.png

Also, it sounds like your Confluence instance has less than 10 users, which means you can continue using the Gantt chart app for free after the trial period.

Need to visualise tasks, which are assigned to people in the team, deadlines, and dependencies (such a task can only start when such is completed). The best would be to be able to have different views, such as Gantt, list and kanban for example.

We'd also need to be able to create shared and collaborative note cards and collaborative to-do lists.

Finally, we'd need to be able to keep a history of all the tasks completed.

I hope this helps! I've written a detailed guide for managing projects in Confluence if you're interested to explore more 😃

Cheers,

Linh

Sofia Papaefthymiou

Hi Linh,

Thank you for the answer !
Seems to be interesting.

I'll dig a little deeper but seems to be perfect !

Thank you in advance,

Sofia

Sofia Papaefthymiou

Hello Ignacio,

Thanks a lot for all these options. I will try them, hope there will be the perfect option for our team !

Have a nice week,
Sofia

Sofia Papaefthymiou

Hello again @Linh Pham_Ricksoft_Inc

Is there an easy way to copy/paste the table to another workspace ?
I created one on my personnal space but want to copy it in another page in another workspace called "communication" for me and my team.

Thank you in advance,

Sofia

Linh Pham_Ricksoft_Inc

@Sofia Papaefthymiou Thank you for trying our app and I'm glad you like it so far!

There are 2 ways you can copy/share Gantt to another page across spaces:

1. Use the excerpt macro to reference the Gantt chart without manually copying the content, this is ideal if you want to maintain a single Gantt version in multiple pages

2. Gantt chart macro is essentially an attachment on the page, so you can copy Gantt by uploading the attachment to the desired page. Here's the documentation for your reference

Please feel free to send us any feedback or inquiry via the support portal if you need anything else, I'll be happy to help!

Cheers,

Linh

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