Subtasks in Jira 101: How to Use Them to Streamline Project Management

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Subtasks in project management can be exceptionally useful, especially when you're dealing with complex projects. They allow you to break down large tasks into manageable pieces, making it easier for teams to track progress and maintain clarity.

Let’s dive into how subtasks work in Jira and why it's worth using them.

What are subtasks?

Subtasks are smaller work units within a larger parent task. Think of them as the building blocks of a project.

For example, if your main task is to build a house, subtasks could include laying the foundation, framing, and roofing. Each subtask focuses on a specific aspect, making it simpler to manage the overall project.

An example of a task and subtask structure in Jira Cloud

Why use subtasks?

Now let's take a closer look at the benefits of using subtasks.

1. Breaking down large tasks

Subtasks allow you to decompose complex tasks into smaller, actionable steps.

This not only helps in organizing work but also boosts team morale as members can celebrate completing smaller milestones.

2. Enhancing visibility

With subtasks, you can easily monitor the status of individual components of a larger task.

This visibility helps to identify potential bottlenecks early on, allowing for quicker resolutions.

3. Tracking progress

Assigning subtasks to specific team members enables you to track progress at a granular level. If someone is falling behind, it’s easier to reallocate resources or provide assistance.

4. Streamlining workflow management

Subtasks can create dependencies between tasks, ensuring that work is completed in the correct order.

You can also easily rearrange them as the project needs to evolve, which adds flexibility to your workflow.

When to use subtasks?

Subtasks are particularly useful when:

• You have one big task that you want to break into clear, manageable steps.
• You need to track individual progress and dependencies.
• You want to implement consistent workflows across similar tasks.

However, if tasks involve multiple independent actions or require unique workflows, it might be better to use checklists or separate issues instead.

Creating and managing subtasks

To set up a subtask, you need to ensure that your project’s settings allow for it. 

In Jira, you can create a subtask in two ways — create it within a parent issue or convert an existing issue into a subtask.

Here’s a quick guide.

Method 1: Create a subtask within a parent issue

1. Navigate to the parent task.

2. Click “Create subtask” or “+” in the Subtasks section.

Creating a subtask in Jira Cloud

3. Fill in the subtask summary and click “Create.”

Method 2: Convert an existing issue into a subtask

1. Find the issue you want to convert.

2. Click on the “More” dropdown menu.

3. Select “Convert to Sub-task,” specify the parent task, and click “Convert.”

Mastering subtasks: best practices

Here are five tips and tricks that help you efficiently utilize Jira subtasks in your projects. 

Define scope clearly: Ensure that each subtask has a clear and specific description to avoid confusion.

Maintain consistency: Use standardized naming to enhance communication across the team.

Encourage sharing comments: Let team members actively comment on subtasks to share updates or ask questions.

Regularly review: Schedule check-ins to discuss progress and adjust the subtask structure as necessary.

Avoid overloading: Don’t create too many subtasks under one parent task, as this can overwhelm team members and obscure visibility.

Subtasks template (Jira Cloud)

If you want to speed up the process of creating subtasks you can use a reusable template with Issue Templates for Jira Cloud app. To do this, follow these steps: 

1. Create a template containing subtasks in the repository project.

2. Enable copying sub-tasks in the template settings.

3. Use this template to create issues in this or other projects.

Now, every time you want to create such an issue with subtasks, you only need to choose Create from Template to easily create a new issue with automatically copied sub-tasks.

Creating an issue structure using the Template option in Issue Templates for Jira Cloud.

Conclusion

Using subtasks effectively can significantly simplify project management. By breaking down tasks into smaller components, you not only enhance clarity and focus but also improve collaboration and overall project outcomes.

Embracing this approach can lead to more efficient workflows and successful project completions.

[Amol Dongare]

Thanks for sharing best practices to use substaks 

[M Amine]

Thanks for providing these practices