By Phil Heijkoop on September 17, 2021
As organizations adopt a scaling Agile philosophy such as the Scaled Agile Framework® (SAFe®), they'll have to review — and potentially revise — how they organize and share knowledge among teams. For companies that use Jira, that likely means taking a look at the way they organize their Confluence pages.
If you're unfamiliar with Confluence, it's a wiki-based knowledge repository that allows you to share information and collaborate. Its open principles are a great complement to Jira’s. With the ability to link Confluence pages to Jira issues, it is a common pairing in most companies with an Atlassian stack.
In the context of scaling Agile, there are three questions worth exploring:
Jira issues are distinguished by a workflow status. The three immutable categories are “To Do” “In Progress” and “Done” — in other words, Jira issues are discrete items that run their course and are no longer relevant to ongoing work.
Certain higher-level pieces of information don’t fit that pattern. Your corporate strategy and strategic initiatives, or themes, don’t run through that type of lifecycle, for example. Requirements documents — such as ISO standards, style guides or user requirements — are another. Their description might change from time to time, but they don’t go away and you'll always need them. This information belongs on a Confluence page.
But merely creating these pages isn't enough. You have to make sure they're easy for people to find, especially as those people are at work on relevant issues. Organizing that information so the important stuff doesn't get lost can be a bit tricky. Linking the Confluence page to its related issue is a good standard practice, but there are a few details you need to iron out as you consider your strategy.
Linking to a high-level Confluence document, such as a corporate strategy page, doesn’t require a lot of careful planning. This type of information is commonly organized under a “Strategy” header at the top, with strategic themes as sub-headlines. Under that, you can finally see items that can be categorized as issues. Linking these items together puts everything in context for users. When they understand the bigger picture, it makes everyone’s job easier.
Something like a requirements document can be more complicated, however. Two common approaches exist for linking this information to issues to help your team access them; at the story level, and at the Jira epic level. Here there are a number of important considerations before you decide on an optimal strategy.
Finally, we have some other strategies for collecting and sharing information within teams using Confluence. They fall into two main categories: collecting information and reporting information.
Collecting: During the execution of a SAFe program increment (PI) for example, you can link to a Confluence page directly from the spot where your teams are working in order to gather feedback during the process. The link will not be in the way and will provide a quick, real-time method for collecting users’ thoughts and ideas. This allows you to collect feedback that might otherwise be missed.
Reporting: Because of the aforementioned integrations with Jira, you can post a variety of information in Confluence that may be of interest to leadership. Through macros you can create diagrams, charts, and even full work breakdown structures that show real-time information and updates. (Be mindful that the user looking at data would need the correct permissions on both Confluence and Jira).
Plenty of organizations using Jira use Confluence, too. Leveraging their integration and capabilities will allow for a result that is greater than the sum of its parts. Whether you are storing information for your team to use or sharing information about the state of that work, Confluence can be a big help.
If you're adopting the SAFe methodology, check out our other articles on this subject!
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