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Best practice for tracking ongoing tasks? Edited

How should things that go on for indefinite periods like participation in working groups, standards committees, and so on be tracked and managed?

These can't be issues that sit in a To Do or On Hold board, nor are they a match for an In Progress service request. They will be there forever. A "time to resolution" that only closes once a year only to start up again would be soul sucking. Yet they still needs to be tracked somehow as an ongoing commitment, something that consumes resources.

A working group meeting a month of 2 or 3 hours, plus effort between meetings for pre- and post- work of at least the same (there's not point in being involved at all if there isn't between work). That adds up to significant expenditure to be aware of and manage. We could add each meeting as it's own task, and then the same for each action item, but then there's no view on what the whole 'project' costs.

What's best practice for things like this in the Jira platform?

1 answer

Hi @Matt Wilkie

This is a good question and having given it some thought, I'm wondering if your organization has Advanced Roadmaps available to use? The reason why I ask is that Advanced Roadmaps introduces a level in hierarchy higher than Epic, which would be the initiative.

You could potentially have the initiative be the individual working group, standards committee, etc. and then have Epics to manage work that comes out of the meetings.

If you don't have the ability to use Advanced Roadmaps, I'd think you could create an issue type for on-going work and have its own workflow that you customize. The stages don't necessarily need to be 'to-do', 'in progress', etc. but something that works better for what you're doing?

Hope this helps.


We do not have Advanced Roadmap. We might go to premium but we're a single small team at this time and the value of Advanced Roadmaps reads like it's oriented to coordinating multiple teams. I'm leery of introducing more complexity than we need. (Our parent org already has at least three extant examples of badly implemented tracking systems that are horrible to use. We're exploring Jira for our own team in self defense.)

I will look into a new issue type for on-going work with it's own flow. Thank you for the suggestions.

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