5 tips for managing HR projects in Jira


8 July 2019 • 15 min read

    Jira Core is one of the most versatile project management tools for business teams working at departments such as finance, marketing, sales, and – that’s right – human resources. If you’re looking for a tool that could help your HR team organize tasks, streamline workflows and boost productivity, Jira Core is an excellent pick. 

    HR teams use a Jira Core to onboard new employees, manage company policy updates, track candidate interviews, and organize events. Managing HR projects is much easier when you’re able to visualize the candidate pipeline, easily respond to comments, and quickly adjust to changing circumstances. Packed with useful tasks scheduling, management, and organization features, Atlassian’s tool helps HR teams achieve to the next level of efficiency.

    Are you wondering how Jira Core can help your HR team? Here are 5 tips for managing HR projects with the help of this powerful tool.

    1. Onboarding

    One way HR teams can use Jira Core is for setting new hires for success from day one. The idea here is using the task management feature that offers a straightforward workflow which takes tasks from ‘to do’ status to ‘done.’ 

    Here’s how you can do this:

    • Create a task that will include subtasks for onboarding a single employee. 
    • Create subtasks for everything your team needs to prepare to make sure that the new hire can start their work right away. For example, they will need a workspace, laptop, and building access card.  
    • Assign all these subtasks to the relevant people who are responsible for completing them. Once they’re finished, they can mark the subtask as ‘done.’ 
    • Once all the subtasks are have been completed, you can mark the parent task as ‘done.’ You can be sure that the new employee is ready to go. 

    Expert tip: The advantage of using Jira Core is that you don’t need to create the same subtasks every single time you need to onboard and a new employee. If you set up a task with all the associated subtasks and name it ‘Onboarding,’ you can just clone it whenever you need to onboard a new employee. The new task will already include all the associated subtasks. All it takes is renaming the task to know that belongs to the new employee instantly. Also, once you assign all the subtasks the relevant people, you will also notify them when the task is cloned. 

    If you need to expand your onboarding process with events such as lunch with the team or a building tour, you can customize your project’s workflow to match these needs. You can assign the parent task to the person responsible for every step. 

    Moreover, you can customize the fields in your task to make sure that you record all information needed along the way, such as asset numbers of provided equipment or training scores. 

    2. Candidate tracking

    Another use case for Jira Core is candidate tracking. HR teams usually receive many job applications after advertising a new position. You can create a task for every candidate applying for a job and upload all the accompanying documents such as resume, CV, cover letter, and other attachments. 

    Depending on what your hiring process looks like, if the candidate is unsuccessful, you can simply place the corresponding task in the ‘done’ category. If you need to perform other tasks like interviews, background checks, or receive extra paperwork, you can mark the task as ‘in progress.’ Once you have a successful candidate, you can change the task status to ‘done’ and add comments to say that they’ve been successful. 

    Naturally, you clone the task every time you have a new candidate entering into your recruitment process. 

    Expert tip: You can integrate Jira Core with your email system to make sure that all the incoming emails regarding job applications are automatically transformed into the system. Moreover, any accompanying attachments to these emails will be added as attachments to tasks. When you see job advertisements asking for the candidate name, the position they’re applying for and the job reference in the email subject line, most of the time it’s because the applications are transferred to a project management solution and automatically converted into tasks. 

    3. Manage relevant files

    One of the most helpful features of Jira Core is documentation tracking. When carrying out recruitment for an open position, hiring managers usually end up receiving hundreds if not thousands of applications. Moreover, every application includes more than just the CV: for example, cover letter, portfolios, letters of intent, and many other document types. 

    What happens to all the documents once they landed in the inbox of your HR team? With Jira Core, managing these files is much more comfortable. All it takes is selecting a specific issue dedicated to the recruitment of a candidate and clicking the attachment icon to easily add all the relevant documents procured throughout the recruitment process such as resume, references, cover letter, as well as notes of hiring managers who have interviewed the candidate. 

    Moreover, your HR team can easily communicate thanks to the comments available inside issues. These internal comments allow keeping team communication smooth and streamlined. For example, recruiters can make notes about interviews or other forms of contact with the candidate. That way, all your team members will be on the same page.

    4. Create a workflow that matches your recruitment process

    Every team has a different process in place for recruiting, onboarding, and other critical deliverables. There is no point to invest in a project management tool that forces your HR team to change their process. 

    Fortunately, Jira Core is a flexible tool that can be easily adjusted to match the unique requirements of your team and its workflows. For example, you can customize the issue workflow to match your recruitment process, even if it contains multiple steps such as pre-screening, general interview, or test assignment. 

    You can also use a modifiable board to create a view of your recruitment stream and customize it to get the sense of your progress at a glance. It’s also possible to create an issue for each role and then use subtasks for tracking individual candidates. 

    5. Measure team performance

    Finally, the key advantage of using a project management tool is that it allows to precise measure productivity and performance of individual team members. All the steps are documented, and all the information is aggregated in one place. It helps hiring managers to find and report on any information they need – for example, the hiring velocity or the average progress of the company’s onboarding process. Thanks to extended reports and dashboards, it’s easy to understand potential bottlenecks in your process and deal with them before they become significant problems.

    HR teams can take advantage of Jira Core in many different ways. By formalizing their workflows and streamlining their processes, HR teams will become more productive, and their day-to-day work will become much more satisfying. Instead of wasting their time on organizing tasks manually, team members will be able to dedicate more time to reviewing candidates and boosting their performance. By equipping your team up with Jira Core, you’ll be making sure that every team member has access to the latest information about their projects.

    Are you looking for a technology partner who could help you implement Jira Core at your HR department? Get in touch with us; we have plenty of experience in introducing Atlassian’s project management tools to organizations operating in various industries.

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