Starting with Jira is simple, but successfully scaling the tool requires planning and adherence to best practices. Based on a recent discussion between Ravi Sagar and Milind Gautam, here are key insights on how teams can avoid common pitfalls, select the appropriate board, and implement a suitable workflow.
The 3 Biggest Jira Configuration Mistakes
When a team begins using Jira, often the biggest problems stem from poor foundational choices. The most common mistakes are:
- Not Planning Configurations The first mistake is starting to use Jira without planning configurations or determining what the company aims to achieve. Because it is easy to sign up for a Jira Cloud instance and begin quickly, teams often neglect the necessary forethought. Without a plan, teams can "mess up" the instance by constantly adding new configurations, schemes, automations, and custom fields with every new project. It is highly recommended to consult an expert for initial guidance or occasional ad-hoc reviews of the Jira instance.
- Creating Too Many Custom Fields This issue is directly related to the lack of configuration planning.
- Neglecting User Training Not providing training or assistance to new users is a third common mistake that can lead to frustration and cause people to "start hating the tool".
Scrum vs. Kanban: Choosing the Right Board
The fundamental choice between a Scrum and Kanban board depends entirely on the team’s operating style.
- Kanban Boards: These are ideal for teams that prioritize transparency and do not heavily rely on planning. The focus is on the work they receive and want to complete. Kanban boards provide visibility, showing how many tickets are open, in progress, or closed. Typical use cases include support desks, legal departments, or HR departments.
- Scrum Boards: These are recommended for use cases involving structured planning, work estimation, and defined releases. Scrum boards follow agile methodologies with sprints—often two-week iterations used to plan, commit, estimate, rank, and assign work. Scrum requires daily calls to review the board.
Jira supports both Scrum and Kanban methodologies.
Recommended Workflow for Startup Teams
For startup teams new to Jira, a very simple workflow is strongly advised in the beginning.
A basic, simple workflow for task management can consist of just three states:
- “to-do”
- “in progress”
- “done”
This type of simple workflow ensures users are forced to follow a specific path. The workflow should reflect the company's existing process for completing work. If requirements later dictate, complexity can be increased—for instance, by adding a "review" status before "done" or incorporating an approval system.
