Tips for Managing Creative Workflows for Video Projects in Jira

[Rajendra KC]

Hi everyone,

I’m currently managing a project that involves creating and refining video templates, and I’m finding it challenging to keep the process organized. Tasks like coordinating design, testing, and final delivery often involve multiple teams and can get a bit chaotic without a clear workflow.

Has anyone here used Jira to manage creative workflows like this? I’m curious about how to set up boards, structure tasks, and use automations to keep everything on track. Any tips, plugins, or best practices would be greatly appreciated!

Looking forward to hearing how others have approached similar challenges.

[Łukasz Modzelewski _Lumo_]

Hi @Rajendra KC , welcome to the Atlassian Community.

It can be as simple or as complicated as you make it.

It all depends on:

• number of approvers: 1 person, multiple or maybe chain of approvals
• number of teams: it is crucial to get the right team be ready to take the action on most important thing 
  • pull or push: https://en.wikipedia.org/wiki/Push%E2%80%93pull_strategy
  • e.g. from software development: QA team is waiting for Dev team to finish task and set status for 'Ready for testing'
• work vs tracking: is it more important to get things done or to have it documented and tracked in right transitions
  • e.g. 1 video can have 1 iteration - be perfect from 1st try, but can take 5 iterations, then changing statuses A -> B -> A -> B and adding comments, can frustrate team... unless this is the only communication
  • but again at some point people might be spending more time on jira then doing actual work ;) 
• Confluence usage - if there is something like script involved and it changes, or some other text - Confluence might  be better to hold that info, and store video

Tips:

• Talk to team
  • people might already know how to fix current problems 
  • if you enforce your way, it might be counterproductive 
• Limit number of transitions
  • use 2-3 (not 10!)
  • basic workflow is always like: To Do -> In Progress -> Closed (Done)
    • then something for Pending (to show some work was done but it is not complete, and this might be on both ends eg. pending because we dont have info to start, then can be pending because we need something to finish)
    • don't add status for cancel -> use resolution on final status e.g. change status Done to Closed, you can have multiple resolutions like canceled, won't do, done, etc.
    • new / open / idea - something that is before To Do, this is useful when there is a lot of work but it is not yet ready to be made eg. requirements are missing or it is just a summary
• Each team should know their priorities and pull work
  • when task reaches team, they should have all needed info/tools at hand

Damn, sorry for a long answer!

The most important: Talk to your team, to avoid wasting time on figuring out solutions which they don't need (and won't comply).

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Simple workflow example: