What is the best way to share automated updates to stakeholders that do not have a Software license?

Mike Tierney
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February 27, 2024

Hey there,

I’m reaching out to discuss a common theme within my organization. Due to licensing constraints, my stakeholders are unable to access our Jira Software project and that essentially eliminates sharing automated updates with stakeholders for ongoing issues.

While Jira offers robust tools for internal team communication and reporting, extending this functionality to external stakeholders who lack direct access presents a unique set of challenges.

I’m eager to hear from fellow community members about their favorite methods or best practices for addressing this issue. Specifically:

  1. How do you automate updates for ongoing issues in Jira?
  2. What tools or integrations do you use to share these updates with stakeholders who do not have direct access to the Jira project?
  3. Have you encountered any particularly effective strategies or workflows for ensuring stakeholders remain informed and engaged?

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Bill Sheboy
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February 27, 2024

Hi @Mike Tierney -- Welcome to the Atlassian Community!

IMHO, there are no best practices; only better or worse ones for your particular needs / scenario.  That being noted...

  • What problems are your stakeholders trying to solve by having updates?
  • What do they need to know to achieve that, and with what frequency, level of detail, and feedback mechanism?  How do you know they actually need those things and are using them?
  • What recurring conversations happen with the stakeholders?  Why, and what outcomes are produced?
  • What other tooling do you have in place, such as Slack, Microsoft Teams, Confluence, etc.?  What about information management and reporting tools?

Pausing to consider these things may help to decide how to proceed. 

For some examples with Jira tooling, I have helped teams where the product champion would have regular intake conversations for new (non-urgent) request management, and other progress was available by "pull", where stakeholders could attend the team's standups or sprint reviews.

Others used automated processes to post updates to Slack, Microsoft Teams, etc.  Often, there were more employees with licenses for those communication tools, eliminating the Atlassian licensing constraints.  And with other automation (such as webhooks or REST API functions), other systems could pull data from Jira for reporting.

For larger scale roll-ups, either purpose-built tools for things like enterprise OKR tools or a free graphical board (e.g., Miro) could be used to show context within a journey or story map.

Depending on your enterprise and stakeholder community size, you may do not want to solve such needs by sending "progress emails" and "reports".  I find having some pull-based sources and conversation often helps with effectiveness.

Kind regards,

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