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Ah, project management. Not a science, not an art, and certainly not for the faint of heart!
At K15t, we’ve been managing projects of different sizes for over 10 years. Some have been on time and on budget, some involved more than we originally bargained for, and some sat there, stagnated, and were eventually quietly archived 🙂 🙃
No matter the project size or work involved, our projects have one thing in common: we’ve managed them in Confluence.
Some might say: “Confluence? What about Jira?! What about Trello?!” No worries, we love Jira and Trello for managing our project tasks, but there’s so much more to managing a project than that. So we wanted to share the parts of project management we use Confluence for and why.
Check out the video where you can see all these Confluence best practices in action 🎥
If you're more of a reader than a watcher, we've got you covered!⬇
Start with a project page. Here anyone can find the purpose of the project, the goal you’re trying to achieve, read regular status updates, etc. This should be the one project page to rule them all! Make sure anyone who’s interested in the project knows where this page is and has at least skimmed through it.
Bring everyone working on your project together using a team in Confluence. Anyone in the organization can use this page to see who’s on the team, what they’re working on, and how to reach out with questions. This is a great resource for those people more interested with who is working on a project than what the project involves.
Using the page tree and spaces, you can directly structure the pages you’re collaborating on in Confluence under the project plan. This way, you can have your project where anyone can find it in the page tree and then explore the child pages to learn more. It might not seem like a big deal, but being able to create a project structure like this ensures everyone know’s what’s being done, where it’s being done, and most importantly, why.
As mentioned, project tasks are likely managed in another tool, like Jira or Trello. You can use integrations and apps to bring those tasks directly into Confluence. So whether your tasks and milestones are laid out in Confluence or another tool, you can view and collaborate on them all on a single page.
Skip the one-off project emails by putting all your updates in Confluence. Insist that the team uses templates to keep weekly meetings organized and in one place. Also, put your project status updates right on your project page so everyone knows exactly where to look for the latest news.
Don’t waste time sending separate emails, posts, messages, and faxes. Write a single project update in Confluence and share it with your stakeholders using integrations with Slack and Teams or with notifications to the Confluence Mobile App or in their inbox. These automations help you ensure everyone is working from a shared set of information and also save you valuable time not writing emails. Yay!
Anybody in your organization can get updates on the projects they care about quickly in Confluence. Use the Page Properties macro on your project pages and then create project overview pages using the Page Properties Report macro. With these two helpful macros, your project overview pages will be easy to read and always have the latest project information.
We hope some of these best practices help your team manage your next project in Confluence.
So these are the things we think are really important about project management in Confluence, but what did we forget? Jump in the comments and let's talk about:
Matt Reiner _K15t_
63 accepted answers