Darshan Hiranandani : How can I set up workflows in Jira Work Management?

[Darshan Hiranandani]

Darshan Hiranandani, I am currently working on setting up workflows in Jira Work Management, and I could use some advice from those who have experience with it. How have you approached setting up workflows in Jira Work Management? Any tips, best practices, or pitfalls to watch out for? Looking forward to hearing your suggestions!

[Megha Rajput]

Hello Darshan I introduce myself as Megha.

Setting up workflows in Jira Work Management involves careful planning to ensure they align with your team's processes and goals. Start by mapping out your existing workflow on paper or a whiteboard to understand all the stages and transitions your tasks go through. In Jira, use the workflow editor to replicate this process, keeping it as simple as possible while still covering all necessary steps. Avoid overcomplicating workflows with excessive statuses or transitions, as this can confuse team members and slow progress. Use clear and intuitive status names that everyone can understand. Configure transitions thoughtfully, ensuring they reflect logical progression and include any required approvals or conditions. Leverage custom fields and automation rules to streamline repetitive actions, like auto-assigning tasks or notifying stakeholders at specific stages. Test the workflow thoroughly with a small group before rolling it out, and gather feedback to make adjustments. Regularly review and optimize workflows to accommodate evolving team needs. Lastly, provide training and documentation to help your team navigate the workflow effectively, minimizing errors and ensuring smooth adoption.

I'm new to community, just joined to learn more from experienced people here!

[John Funk]

Hi Darshan - Welcome to the Atlassian Community!

In general, workflows should be as simple as possible to avoid confusion for the user. Reuse existing statuses with a generic name as much as possible instead of creating a bunch of very specific status names. Then use Conditions to provide clarity on transitions as needed. 

Having said the above, Initial workflows should mimic the process your team is currently using for that type of work. Start with where you are, basically. Then improve and simply from there.