Lesson 2 July 20th 2023

Lesson 2 Summary - AI Meeting Notes 

We have covered the following topics:

Meeting Summary: The meeting started with a brief check on the microphone and a recommendation to use Krisp for meeting summaries. Then, the team discussed project boards and permissions.

User Management: The team was asked to invite the trainer as an admin in their Jira instance. They were also instructed to add the trainer to all admin groups so that she could help them out if needed.

Scrum vs Kanban Boards: The difference between Scrum and Kanban boards was explained, along with how they are used in Jira. Backlogs were introduced as part of Scrum methodology while continuous flow is part of Kanban framework.

Board Structure: The board structure for both Scrum and Kanban methodologies was discussed, including product backlog items (PBI) prioritization in Scrum methodology. A sample board for Scrum methodology was shown during this discussion.

Backlog and Sprint Management: The meeting discussed the concept of backlog in Scrum methodology, which is a to-do list of items needed to complete a project. The team also talked about creating sprints and prioritizing tasks based on their position or priority field. In addition, they explored how to use sub-filters in Kanban board settings for managing completed issues.

Workflow Management: The team discussed how workflow management differs between Scrum and Kanban methodologies. They explained that Scrum is suitable for projects with predictable fixed durations while Kanban works better for continuous flow work with teams limiting their working progress. They also talked about using work-in-progress limits as a way to ensure focus on necessary tasks.

Board Configuration: During the meeting, the team explored different board configurations available in Jira software such as Kanban boards and Scrum boards. They explained how each configuration can be used interchangeably depending on project needs.

Tips & Tricks: Throughout the meeting, various tips were shared such as renaming sprint containers as placeholders for refining items or modifying sub-filters to manage completed issues effectively in Kanban board settings.

Jira Default Workflow: The meeting discussed how the Jira default workflow works for issues that have not been released or do not have a fixed version. It was explained that these issues will remain on the board until they are collected in one version and released. The team also discussed how to remove items from the board using a new query based on the resolution date, that being resolutiondate>=-1w

Reporting in Jira Scrum Board and Kanban Board: The team talked about reporting in Jira Scrum Board and Kanban Board, which is an important feature of both boards. They mentioned that each type of board has its own default report types, such as spring report burndown chart, release burndown velocity chart for Scrum Boards, and accumulated flow diagram and control chart for Kanban Boards.

Using Jira Timeline: During the meeting, the team explored using Jira Timeline to schedule items in a Gantt chart view. They discussed how it gives them a bird's eye view or detail every day depending on their needs - whether they want to talk to their team or do some strategic thinking with C-level people. They also talked about adding milestones by creating releases with dates attached to them.

Dependency Linking: Another topic covered during the meeting was dependency linking between epics or issues. It was explained that this feature allows users to indicate if each epic/issue is related/blocked by another epic/issue so they can manage dependencies more effectively within their project plan.

Timeline Configuration: The meeting discussed how to set up the timeline configuration in Jira. They talked about using red to indicate something that needs immediate attention and demonstrated how to add start and end dates on the timeline with just one click. They also explained what dependencies mean on the timeline.

Project Administration: The meeting covered project access and permissions in Jira. They explained that roles can be created for specific groups of stakeholders such as product owners or development teams, which helps make project permissions more understandable. However, it was noted that site admin privileges are required for this setting.

Keyboard Shortcuts: The speaker emphasizes the importance of learning keyboard shortcuts in Jira to save time and increase efficiency. They provide examples of some commonly used shortcuts, such as pressing "M" to open the comment section or "A" to bring up the assignee field.

Upgrading Jira Instance: The speaker instructs participants on how to upgrade their Jira instance from the basic free plan to a higher tier. They ask for someone to share their screen so they can do it together and explain that upgrading will give access to a wider variety of issues.

Adding Roles in Jira: The speaker explains how roles work in Jira and demonstrates how participants can add new roles into their project settings summary. They advise adding an administrator group for each project so that team members or stakeholders have all necessary permissions even if someone is unavailable.

Permissions Management: Participants are shown how they can manage permissions for different types of users within a project using permission schemes. The speaker advises caution when making changes as many schemes may be shared across multiple projects, potentially causing problems if not managed carefully.

Project Permissions: The meeting discussed the different types of project permissions that can be granted to users, including administering, managing sprints, viewing aggregated data and development tools. The discussion also covered how to manage permission settings across multiple projects using a single permission scheme.

Issue Permissions: Another topic discussed was issue permissions which determine what actions users can perform on an issue such as assigning it or closing it. The meeting emphasized the importance of understanding these permissions and troubleshooting any issues related to them.

Permission Schemes: The meeting highlighted the benefits of creating a single permission scheme that can be reused across multiple projects instead of resetting each project's permissions individually. It was also mentioned that switching between different schemes is possible for existing projects.

Troubleshooting Permission Issues: Participants were advised on how to troubleshoot issues related to user permissions by checking if there are any underlying problems with application access or other factors affecting their ability to perform certain actions.

Homework Assignment: Finally, participants were given a homework assignment that involved going through provided materials and preparing questions for the next lesson where they will cover more topics such as issue types, fields, screen schemes, and workflows.