Task management may seem like a simple task, but it comes with a lot of complexity when you’re dealing with several projects and users in Jira. When you have a lot of Jira projects, tasks, issues, or tickets to deal with, it can feel like you’re swimming in a sea of information. You’re drowning from all the details, and you don’t know which way is up.
How to use Jira for Task Management? In this article, you’ll learn about task management and task management in Jira, which will help you keep track of your projects and stay organized. You’ll also learn about the different types of Jira’s tasks, how to use task management in your projects, and how to use those tips to effectively manage your tasks. You will understand issue types in Jira, tasks workflow, and how to use them. Keep reading to learn more about task management in Jira and keep your tasks organized and on track.
Task management is the activity of managing tasks by following a set of policies and procedures to ensure that tasks are completed on time and with the right number of resources. Task management can be applied to both personal and business tasks. Tasks could be tracked by an individual or a team leader. At work, managers are responsible for creating, assigning, prioritization, scheduling, and tracking employee workflows and making sure goals are met. Task management is a type of workflow management that guides teams through the process of completing certain tasks and you create a visual representation of your workflow. This process shows you which tasks are currently in progress and which tasks have been completed. It also helps you determine if your workflow is effective and if new tasks are being added correctly.
Task management is essential to organizing project management. It’s the backbone of a project, and it helps you stay on track with your goals. If you want to be productive, you need to be organized. Task management can help you keep your team members and tasks organized—while helping you avoid getting buried in details.
There are three primary types of task management tools: Timeline, Kanban boards, and to-do lists. Each of these tools has its own advantages and disadvantages, but they all offer you a way to better organize your tasks and keep track of your progress.
The main thing of Task Management in Jira is flow – it’s getting tasks from “Open” to “Done”. Let’s look closer at the task and flow definition.
“Task” is a particular piece of work to be done. But Jira, a task management system, uses different issue types to help identify the work that needs to be done for each user requirement. Below are Jira’s standard-issue types:
Different organizations use Jira to track different kinds of issues. Depending on how your organization is using Jira, an issue could represent a software bug, a project task, a helpdesk ticket, a leave request form, etc.
Jira Workflow is a visual representation of the task life cycle. A workflow has four parts: statuses, transitions, assignees, and resolutions. Statuses show the current state of a project or task in a particular workflow and can be different from one another. Transitions describe what is happening to an issue as it moves from status to status.
A simple example of Jira workflow is from “Open” through “In Progress” to “Done”. Common statuses can be “Open”, “in Review”, “In Progress”, Waiting for approval”, “Pending”, or “Scheduled” and you can add resolutions like “Out of scope”, or “Done”. Workflow schemes are easily manageable in Jira.
We previously discussed why task management is important. Now we look at practical tips on how you can more effectively manage your tasks in Jira with the assistance of ActivityTimeline. You can use these tips to improve your overall task management skills and help your team members become more productive as well. ActivityTimeline can help you with this several tricks.
Create “Quick Filters” for your specific needs. Every day you need to deal with many tasks, but usually, there are typically moves that you do every day. You could need to search every time “issues assigned for me” or “high priority issues”. The Quick Filter could be a great solution here.
You may filter down to a required Jira ticket by using the search option. Apart from filtering the issues by different parameters, the ActivityTimeline add-on allows quick issues search by issue number, key, keyword, title keyword, or combine a few components in the search.
As a manager, you could need to search updated tasks during the day or search tasks by priority, or find tasks that are assigned to a specific user. There is a possibility to group issues by different fields.
One can group issues by Person, Project, Priority, Status, Release, Sprint, Component, Parent Task, Issue Type, and No grouping. One-click and already filtered issues are getting grouped by project/priority/status/release or assignee. ActivityTimeline add-on gives the user the ability to sort the issues by different sort criteria.
One can change the sort by order from the “Sort by” dropdown list. The available options are:
This can help you stay organized and focused on completing tasks one at a time.
In ActivityTimeline in your backlog you can see the filtered and sorted tasks with labels that can help you in planning:
Time is your most valuable resource. You have a limited amount of time each day, so you need to make the best use of it. Let the system automatically organize the Jira tasks you choose for an optimal workload.
The system can review the tickets that are assigned to a person and then automatically schedule them on the dashboard. You can set any rule and Jira make it for you. For example, you can set a rule “If a duplicate issue is raised → Close the duplicate”.
View estimates directly on the dashboard. The small light green box will indicate the estimate of how much time is remaining for the task to be finished.
If some tickets that were assigned to a person to be worked on for a particular period of time have expired (missed due date), the system shows an indication of this on a timeline. A number next to each person’s name shows the number of tickets that are overdue or expired.
The system allows you to split a single Jira task across multiple people and multiple periods. Simply drag’n’drop a task with the Shift key hold to split it.
How it works: Manage Estimated Time. You can set how many hours are going to be put in each part of the ticket.
Overdue tasks are marked in red color. Splitting the tickets works not only with one person but also across multiple people and dashboards.
Don’t want Jira to send a lot of email notifications while you are planning different scheduling scenarios?
Use placeholders for Jira tickets and replace them with actual Jira tasks when the plan is settled. Create a Placeholder for an issue by drag’n’drop it with Ctrl/Command key hold.
As a manager, you need to understand what tasks your team members are working on with a quick look. This will help you stay on top of your work and allow you to give proper feedback when needed.
ActivityTimeline add-on allows marking Jira tickets with different colors on the dashboard. If there are multiple tasks on the dashboard, and everyone has some work to do, the system allows a user to emphasize higher priority tickets of those that need attention. To mark the Jira ticket with a different color, mouse over the ticket on the dashboard and select the desired color. The color range is a set of 12 colors.