How to best collaborate between teams and between projects?

Question

Our HR team often gets issues that gets issues, subtasks, or info that needs to be shared across to our accounting or IT teams in their own project instances. What is the best way to make sure that we can share those across without status issues, visibility/compliance issues, or using request participants?

Amanda Culver_o0ik1x · Answer

I offer a different perspective.

Copying information from one work item to another then puts us in a position of having similar information in different places.  For instance, if HR were to speak to a candidate and they asked for a change to their contact details, if the data had been copied, this copy may become out of date.

Jira is essentially about *work item management*.  Registering the need for a piece of work, and processing it, through its workflow, to completion.

If the need is to acknowledge, store and share information, can I suggest that Confluence is the best collaboration space.  You set up an automation that, upon a trigger of your choice, a confluence page is created with the data and emails sent to collaborators that the page exists.

Confluence has the added advantage of hierarchical page permissions, meaning that you can protect any Personal Information.

Walter Buggenhout · Answer

Hi @Allie Hittner and welcome to the Community!

As you already describe: many teams have their own projects where they manage their work. HR is indeed typically a place where work for other teams originates (when new employees must be onboarded, transfer to a different department, ...).

It is usually best to support the already practices already used by existing teams. Adding sub-tasks in your HR project creates permission challenges there. So, because of that and because people usually already have ways of working within their teams, it makes more sense to create issues for other teams in the projects they already use. Linking them to the original request in the HR project creates overview on that linked work from the HR side of things.

Automation allows you to copy over any fields you need in these linked issues, as long as you make sure that information is already available in the HR issue when you create them. Building a consistent process comes done to a proper analysis of who is involved, what information they need, where people are working, what process each team follows and how teams' work influences the jobs of other teams.

Hope this helps!