PEO_DHMS_Communications_Team
Developing Jira Workspace for Team Collaboration
As part of our digital modernization and transformation capabilities, we conduct a root cause of an organization’s issues. So when the Program Executive Office Defense Health Management System (PEO DHMS) Communications Team came to OTOT for assistance in helping identify the core issue they were experiencing when they were running into capacity planning, we determined that the team required a simple tool to mitigate the issues they were experiencing as a team. Their issue is not unique and rather than provide a number of tools, we determined that transparency was the top thing they were running into when planning work. We worked with the team to provide Jira Workspace, an Atlassian Suite product that provides tools and views that the team can use to visualize their current and future work.
_01 The_Problem
Task Planning Out of Spreadsheets
The PEO DHMS Communications Team has been coordinating tasks using spreadsheets. While conducting this in a remote setting, the group realized that this has become an overwhelming experience, especially when collaborating on tasks and capacity planning for the team weeks, months, or quarters ahead.
_02 Our_Approach
Collaboration and Visualizations are a Game Changer
OTOT Technologies set out to determine the best way to solve this problem and analyzed a variety of task tracking and collaboration tools. We determined Atlassian’s Jira Workspace will 1) showcase how to collaborate and understand the current work; 2) simplify planning current and forecasting future workloads through visualizations; and 3) assist in prioritizing requests and needs as they arise.
Jira Workspace provides visibility to the whole team, with easy at-a-glance functionality to see the work that needs to be complete by person, priority, and capacity. Confluence was also added as functionality so the team can brainstorm, collaborate, and document for important tasks being done by the team.
_02 Our_Outcomes
One Place to Prioritize and Collaborate
Implementing this functionality will help the team understand the capacity of what needs to be conducted today, tomorrow, and beyond. Utilizing Jira Workspace will help prioritize, schedule, and execute work while offering at-a-glance updates of all ongoing tasks.
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Collaboration
The team will be able to collaborate and see all work to be done and completed at a glance.
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Innovation
Visualizations offer unique way to see work needs and team capacity
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Lasting Organization Change
Change the way the team collaborates and sees real-time status of work
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Time Saved
More time for work rather than upkeeping a spreadsheet
