Common Jira Challenges and How to Maximize Your Jira Instance

1.Complex workflows and too many required fields, too many issue types
Users often have to deal with complex workflows. Many project managers love to stay in control and with Jira’s capabilities it’s quite easy to do; make users fill required fields, add unnecessary screens and validations. Sometimes some project managers are given admin privileges and create redundant issue types instead of using the already provided issue types.

Plan ahead and create  simple workflows that have minimum requirements for  the end user. Try to think like an end user and you may find many non-required or redundant fields that can be removed from the system. Remove unnecessary  admin privileges.

2. Too many views confuse users
A Jira user can view a single issue on several different screens. An issue can be opened on a full screen view, or as a ticket with some details on a board. It can also be viewed on your board or in a search query with defined fields. Different views can cause confusion between team members, who may miss critical information if working with a view different from the other team members.

Streamline views within the team, educate end users how and when to use custom/filtered views or queries. If working with a board try fitting the quick view to provide the needed details so it will provide the best view for the team and everyone will be able to work inboard mode. Decide among the team which view they all agree to work with.

3. Jira cannot provide me with everything I need
Project managers can find themselves looking at Jira and trying to figure out how to do a something but don’t know how to do it.

Some features are not available. In most cases you can extract everything from Jira.  However  you can easily find an add-on for this purpose. Visit the Atlassian Marketplace and test some plugins/add-ons if they meet your issue/business requirements. You can also contact Jira Consultancy for help in finding a solution for your unique project/business problem.

4. It takes a lot of time to load pages
Jira becomes slower over time because of the additional projects and issues added to the database. It takes more time to load pages, edit issues, and extract queries.

There may be too many admin privileges and uncontrolled changes. The first thing you want to do is  remove privileges from users that don’t need them. Remove add-ons that are not used. Remove and join as much custom fields as possible (i.e. Project Manager and Manager). Then do the same with the workflows. Archive old projects that are not needed. You can contact Jira Consultancy if you need help with archiving your old projects or migrating your projects in general.

5.Users are having a hard time navigating through screens.
Educate end users how to use Jira to maximize tracking and collaboration potential. Use appropriate and descriptive titles for filters/dashboards, queues. Use proper transitions after working on issues. Have team members adjust issue statuses when required.

6.Lacking documentation, improper use of fields, no comments, misuse of comments, no attached appropriate files/attachments
Lack of comments in Jira issues may suggest that most of the communication between the team is happening outside of Jira or via private channels.

Inform users what are the expected values of each field. For example the description field is planned as a piece of detailed information about what should be made to meet the requirements. In case of a bug, it should also describe the problem from the user’s perspective. Having all the necessary and relevant documentation in one place, any person with permission (i.e. new team member, new assignee, manager reviewing issues) will be able to find all of the crucial information in one place.

Understanding Jira, its dependencies and its distinct attributes will do wonders for your team and your business as a whole. It will help you unlock your team’s potential and let you achieve your project’s milestones faster. Overcome these Jira challenges and make your Jira experience easier and more enjoyable.