Status and Planning Meetings: How to Stop Wasting Time and Focus on What Matters

See this use-case live on our sandbox environment here: https://radbee-sandbox.atlassian.net/wiki/spaces/~209251919/pages/101187605/2021-07-12+Team+Check+Up

Imagine you’re in a planning meeting, discussing a set of Jira issues to work on next quarter.  A Jira dashboard with a long list of potential projects is projected on the wall for everyone to see. Right in the middle of the discussion, the dashboard refreshes and the issue list is different than it was a minute ago!  And time is wasted trying to figure out what changed. 

Or maybe you’re having a remote status check with your team, to make sure everyone is on track to hit their deadlines. Each team member has the list of Jira issues open on their computer. But because of personal preferences, such as displayed columns or issue order, the data is presented differently for each team member. Which makes it tough for the entire team to keep track of where they are in the issue list.

When discussing Jira data, it’s important that everyone is looking at the same information at the same time. 

Wouldn’t it be helpful if you could take a snapshot of Jira data that remained consistent throughout the meeting? There is a way!  With Jira Snapshots for Confluence, everyone is literally on the same page.  You can use Jira Snapshots for Confluence to create a static list of Jira issues for agendas, meeting notes, and all your planning and status check needs.

 

Open

Use case by @Rachel Wright The author of Jira Strategy Admin Workbook

 

How to Do It:

1. Log in to Confluence and create a new page for meeting notes or an agenda.
   
   

   Open

   

    

2. In the top editor toolbar, click the “+” icon and type “jira s” in the search bar.  Then select the “Jira snapshots” macro.
   
   

    

3. In the “Edit Jira Snapshots Macro” overlay:
   
   

   1. Enter a title in the “Level title” field to represent the first level or “list” of Jira issues.

   2. Enter a query in the “Search JQL” field to limit the scope of issues, such as:

      1. key = ITSM-11 or parent = ITSM-11 order by key ASC

   3. In the “Add fields to display” field, select the desired columns.

   4. Click the “Insert” button at the lower right to complete the macro configuration.
      
      

       

4. You can add more Jira Snapshot macros to add more snapshot tables to the page. We added a second Jira Snapshot macro with this JQL, to capture only new issues:
   
   project = "ITSM" and created >= startOfWeek() order by created DESC
   
   

5. Click the “Publish” button at the top right of the page.
   
   

    

6. Finally, click the “Create controlled snapshot” button, to generate a static list of issues.
   
   

The Finished Result:

Need to change the issue list, or display different information?  Simply edit the macro details and click the “Update” button on the Confluence page to take a new snapshot.

Now you have a static issue list, which will ensure that everyone has the right information for a productive discussion.