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How to use checklists in the marketing team? [Use Case]

This is a use case for Forms for Jira Service Management. These examples are shared here on Community as part of a series we're producing to show how teams use Forms to provide quick service. Please click here to view all use cases that have already been published.

Before using the add-on, we have used Google Sheets for some time to deal with repetitive tasks, but this method has some drawbacks. Let's consider them.

First, we sometimes forget to fill them. The company is growing, and there are many constant tasks and checklists. It’s increasingly difficult to control routine processes that are important to perform, so we have decided to automate these processes with the help of the Recurring Checklists and Report add-on. It provides you with a weekly to-do list template that you can use whenever you need it without lots of manual work.

How to automate processes Jira Cloud checklist?

This add-on is different from those checklists that you are used to see in Jira because they give the ability to create a checklist, add it to a task, and automate recurring tasks too. You can make a schedule, and it will create Jira tasks with the checklists inside of them. Let's look at the example of the marketing department at SaaSJet.

Which process checklist do we use?

  1. Tasks each marketer should solve every week. For us, the manager took all the Checklist items that were in Google Sheets and moved them to the add-on. With the help of the checklist builder, you can create not just a checklist, but a guide with instructions, links,etc.
  2. This is very convenient because our team lead creates a weekly checklist only once, and there is no need to do that again. In the add-on, it looks like it’s shown below:

Such a task comes to product marketers automatically according to the chosen schedule. It's Mondey in our case, but you can set up such a recurring process according to your needs: daily, weekly, monthly, etc. For marketers, this task looks like this.

image.png

And the most convenient thing is that our team can directly monitor which checklist items have already been completed in the add-on report.

  1.  Monthly report. It’s the same as the weekly checklist report, but the recurring is set every month.
  2. There are some specific checklists that we add to the task manually. For example, this is a checklist for publishing an article. To add a Jira checklist manually, it is necessary to create a checklist in the add-on, then in the already created task in Jira, select the recurring checklists plugin and report. Then select the necessary checklist from the drop-down list. In our case, this is a checklist for publishing an article.

For example, in other departments, the product manager uses a Jira checklist for product releases or add-on security requirements. There is a helpful use case from the product manager, which you can read here.

What profit did we get from moving tasks to the add-on?

  1. Our manager and team do not create tasks manually.
  2. We have regulations for any standard processes. Such as publishing an article or releasing a new version. It helps to standardize processes.
  3. The manager can clearly see which tasks are completed because there is a checkmark opposite them in the action item.
  4. Information is not lost because any changes to the checklist template are visible.

In general, checklists help you deal with repetitive tasks and set up processes automatically so that you spend less time on routine tasks.

To sum up

Recurring Checklists and Report add-on can help to optimize processes in all departments, not only marketing. So you can create various monthly or weekly checklists with the steps you need to prevent wasting time. Also, it helps to check how team members complete tasks so that you can do that faster and in a more convenient way.

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