Spring Cleaning: Your 6-Step Atlassian Optimization Checklist 

It’s that time of year again! While cleaning out your cubicle of forgotten to-go containers, why not take a second to review your Atlassian environment? While the Atlassian toolset revolutionizes how you work, it’s a system like everything else (your untouched “flagged for later” emails, anyone?). Unintended bottlenecks, misplaced custom fields, and unutilized workflows can clog up your system without you noticing. 

If you’re anything like us, you want the system to work for you (not the other way around!)

An optimization checklist not only makes iteration planning simpler but ensures that your software grows with your organization instead of holding it back.

In this guide, we’re going to share how to create a prioritized list of work for your development team, or a partner like Coyote Creek, to work on even years after your initial Atlassian implementation. 

The Top 6 Items to Include in Your Optimization Checklist

The following are six optimizations to include in your Atlassian checklist. We leverage both business and IT processes, along with industry best practices for our clients to empower them to get the most from their Atlassian tools. 

1. Review your Atlassian environment as a whole – from Admin to Business level

When’s the last time you took a good look at everything that exists in your Atlassian environment? As time goes on and teams evolve, it’s a great idea to take a big-picture approach to what you have. How many projects are there? Which Confluence spaces are utilized? How many workflows are there anyway? Jeff, how long have you been back here? 

Before proceeding with cleanup, you’ll need to know what you have. Especially environments with many different administrators, lots of changes can be made over the course of a year that may not correlate with each other. 

Finally, and most importantly, you will want to ensure your Atlassian Ecosystem is aligned with your Business goals and strategy.  If not, then you have a rudderless ship on your hands. It is important to sync up with your key stakeholders and leaders to determine their primary goals and ensure your Atlassian environment is aligned with those. 

2. Consolidate, Consolidate, Consolidate! Reorganize administrative teams and instances to unify product and service delivery.

Atlassian tools will improve your team’s productivity. Still, you can’t expect a tool to solve communication problems in organizations where teams are siloed, using disparate workflows, and utilizing Atlassian tools differently.

As teams grow and evolve, there may be many cases where a single team has multiple instances that serve the same purpose. It’s a great idea to review existing projects and see if there is any overlap. Understand what exists in your environment, and begin to consolidate. 

Don’t be afraid to archive projects either. A lot of projects will have a dedicated end date. Removing them from the fold will keep you and your team better equipped to start new ones. 

3. Security is the key. Enhance governance and controls for connections with internal and external systems.

Your Atlassian tools can be a powerful resource because they enable your teams to move faster by streamlining processes between systems and tools.

However, while this might save time, it can also lead to security issues if you don’t have proper user management controls in place to govern who has access permissions to what information through the Atlassian platform. We recommend reviewing the permissions in place for your projects. Review your security controls, and remove any unneeded access.  

4. Develop best practices specific to your company that help users get the most out of Atlassian.

You know your system best. While Atlassian tools are simple to use, it can be hard to grasp how they work when you have thousands of end-users who leverage the platform in unique ways. It’s a great idea to develop practices specific to your company that help users get the most of Jira, Confluence, and other Atlassian applications. Not sure where to start?

Atlassian has a variety of general e-learning opportunities, like Atlassian University, to provide employees with direct access to Atlassian experts and support reps. 

Or, to provide team members with custom-tailored guidance and reduce time to value adoption rates, you can work with a solutions partner like Coyote Creek to empower your users to get up to speed faster.

5. Break in Case of Emergency! Ensure your backups are Up-To-Date (and validated) and your system runs smoothly with routine performance testing.

We’ve all been there. It’s a calm Tuesday morning when Jira Software begins to slow to a crawl… and then goes offline. Or you’ve just pushed a new feature to your Confluence page when the calls start coming in: something just isn’t right.

In the event of a disaster, Atlassian tools should be easy to recover.

But without proper planning and preparation in advance, your team could face delays while you’re trying to get Atlassian applications back online again – this is the last time you want to find out your backups stopped… in 2020. 

That’s why we recommend that organizations create backups of their instance, often. Take this time to check your backups are recorded frequently, stored safely, and are up-to-date.  And, most importantly, validate your backups. That is…do a test restore to your Staging or Dev environments. 

Additionally, the more IT tools that interact with your system the more likely your performance can be affected. Atlassian tools will work best when integrated with other systems like storage, databases, and web servers. This also helps you to streamline workflows in the future.

We recommend you regularly conduct performance testing to determine how your infrastructure is affecting Atlassian application speeds. Then make the necessary adjustments to ensure optimal results for all users.

6. Looking Forward: Create a long-term strategy for scaling Atlassian solutions.

As your organization grows, you will need a long-term strategy for scaling Atlassian solutions across teams and the entire company. Now that you have a full understanding of your environment, it’s time to be proactive and make Atlassian work for you. We recommend that companies always look ahead and begin building an Atlassian solution strategy in advance.

It’s essential to have a plan in place so you don’t experience any problems when it comes to upgrading or expanding Atlassian tools down the road.

Not sure where to get started? Here’s how Coyote Creek does it:

To help our clients maintain and manage their Atlassian environment proactively, we created the Catalyst Atlassian Managed Application Service. This is a proactive, hands on, cost-saving solution that expands well beyond just maintaining your Atlassian products- Catalyst keeps you ahead of the curve. Here’s how: 

Proactive Services: Together, we will build a list of improvements for your applications that will help you maximize the value of your investment.

Named Solution Architect/Client Success Manager: Your named resources will gain an intimate understanding of your Atlassian environment and make recommendations based on your unique use cases

Partner In Strategy, Goals, Solutions: We’ll ensure your Atlassian Ecosystem is aligned with your strategy and goals. Provide solutions to meet any gaps. 

Best Practices & Governance: Leverage Coyote Creek’s decade of experience working with clients.   Our Atlassian certified engineers will ensure your Atlassian environment conforms to best practices.

Team of Experts – Platinum Partner: By partnering with us (a Platinum Solution Partner), we can help you achieve your desired objectives through our team of expert engineers

Functional Application Consulting: We will look at your existing processes and offer improvement suggestions and will customize your apps to support the improved processes.

24 X 7 Response Availability: Critical issues don’t often follow a schedule. With 24 X 7 response and support (not offered in all solutions), we have your back, even in the middle of the night. 

Not sure if Catalyst is the right fit for you? Download our Catalyst assessment to find out, or contact us today.