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Avoid multitasking and simplify your workflow with Jira checklists

If you start reading this, I’m going to presume that your workflow isn’t as fluid and agile as it might be. And one of the causes might be the repeating tasks that your staff completes daily, weekly, or monthly. So, what is wrong with them?

If your staff often forgets to complete one or two of the daily or weekly repeating tasks they are assigned, you are not the only manager who has experienced this issue. It’s not a good idea to admonish your staff for such straightforward duties that they perform on a daily basis. Let’s examine the reasons for their frequent forgetting and discuss how to set up recurring tasks in Jira.

Why do teams struggle with repetitive tasks?

The quirks of our memory hold the key to the solution. Actually, human short-term memory can only hold five to nine items at once. Every time we switch activities, the brain must successfully juggle and reset, which causes us to lose track of what we have thought.

Therefore, it is not the fault of your subordinates. They do not neglect to do routine chores because they are careless or inattentive; they just need a helpful tool to address the issue and boost team productivity.

Even while it’s not hard to remember to contact, plan a meeting, make a regular payment, submit a report, etc., this is the number of chores that overwhelm your team, causing them to forget things and slowing down the workflow.

How can you simplify the workflow process with a ToDo list?

The first and most important thing you need to know is in which cases a to-do list or checklist can help you. Then you can understand how it may increase your team productivity. A checklist is essentially for everything that has to be done.

For instance, if you need to build an email template and then send it for review, these are two distinct activities. The first is to write the template, and the second is to send it for review. A checklist may have from two to an endless number of things that should be done to finish the task.

For you as the manager it’s important to have control over the work’s progression and ensure that your team doesn’t skip anything, each point is a little task they should complete before marking it as done.

As you can see, checklists are the holy grail of time management and micromanagement. To-do lists can relieve the stress associated with the need to recall numerous tiny details and the timetable to complete them since routine chores are crucial for the workflow.

So, we’ve determined what checklists are and their advantages for the process. Now let’s look at how to use checklists in Jira.

Jira checklists to streamline workflow process

Recurring Checklists and Report for your repeated routine tasks has been created to assist you in managing Jira tasks more efficiently. Discover a list of advantages of this add-on if you have already used Jira as your workflow management application.

You can create your Jira checklists as it’s described below.

Use the Recurring Checklists and Report add-on to organize activities and provide your team with a thorough activity guide they can easily follow to finish a full range of tasks.

1. To get started, fill in the checklist and move your tasks there. 

I’ll use a marketing checklist as an example. For example, the team leader for our marketing department should ensure that the weekly tasks are solved.

How to Use Checklists to Simplify Jira Workflow

You can create a comprehensive guide with explanations, tables, lists, etc. in the checklist menu. Additionally, add as many assignees as you need to your checklist by marking users for each individual item on the list. For example, choose the project where the checklist item will generate, and the assignee responsible for this part of the task.

2. Set up automation. 

Compared to other departments, our marketing one has the most weekly to-do tasks, but there are also jobs that marketers should complete once a month or every three months. It’s simple to overlook these concerns, yet scheduling makes it easy. The software creates these tasks automatically, saving our manager time and ensuring that everything will solve according to the deadlines.

How to Use Checklists to Simplify Jira Workflow

With a checklist, you can define customized task creation settings. So there is no need to generate the same activities over and over again and worry about forgetting something crucial.

3. Control the tasks execution on the Report tab.

You can quickly manage job execution and decision-making with a one-page report. When you examine the report, you’ll immediately have a thorough knowledge of the project’s process, including which stages have already been finished and which are still pending.

How to Use Checklists to Simplify Jira Workflow

The bottom line

As you can see, the usage of checklists in Jira is incredibly easy. They significantly improve the workflow process and show that the process is agile and transparent. Controlling the repetitious tasks and completing them on time while avoiding the stress of forgetting even one thing from the list is a win-win scenario for you and your team.

Recurring Checklists and Report add-on automatically creates the repeated tasks and reminds you and your team to complete them when the time comes while you are concentrating on things that require your full attention.

Try out the first 30 days for free at the Atlassian Marketplace! We’re very glad to hear about your experience working with the add-on.

Karyna Tyrnavska

The author of the article

If the plan doesn`t work - change the plan, but never the goal.

Find out more about the Recurring Checklists and Report

Visit the app page for more information

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