Kailey Roeder holds the keys to JIRA at 2U. As a product manager for the company’s internal systems, she deals heavily with project rollouts and implementations, as well as overall project structure. Each of these processes requires its own documentation, and she likes to house this documentation in JIRA.
Frustrating process documentation
However, Kailey was becoming frustrated while trying to effectively document all the different workflows. She experimented with Google Docs but experienced little success.
“I was finding it nearly impossible to create cohesive workflows or diagrams showing any sort of process. We needed something that was more user friendly that would be utilized more often within the organization,” Kailey recalls.
So Kailey began her search for a solution that would allow her to (1) easily and effectively document her processes and (2) make them accessible in JIRA for everyone at 2U.
The simple solution
She discovered Lucidchart in 2U’s product suite and, tired of unsuccessfully trying to manipulate her Google Docs, decided to give it a try. Kailey was pleasantly surprised.
“Lucidchart was easy to learn. It’s extremely user-friendly, and the drag-and-drop functionality saved me hours,” Kailey states. “I realized I had been wasting my time with a different tool that wasn’t meeting my needs.”
So she had found her solution to problem #1. Luckily for Kailey, Lucidchart could solve problem #2 as well—she discovered Lucidchart integrated with JIRA. Within a single application, she could now build her diagrams and then store them in a central location for anyone at 2U to access. By housing her diagrams in JIRA, they are placed within the context of the entire project scope and thus help employees to execute projects accurately.
The diagrams are not just an attachment in JIRA; rather, they are embedded, which means Kailey never has to upload a revised document when someone makes a change in Lucidchart. The diagram in JIRA updates automatically. It also means she never has to open an attached file when referencing a diagram related to a ticket or project.
A Lucidchart trend
Kailey started a trend—nearly all the main departments at 2U use Lucidchart today. It is crucial that all these different teams understand each other’s processes and workflows so they can work collaboratively to assist the colleges and universities using their software.
“We need to ensure that our Learning Systems team is working in unison with our Content team who is working collaboratively with faculty at various schools,” Kailey explains.
Each department can use Lucidchart to document the processes vital to its function and store them in JIRA. This process fosters the collaboration necessary to successfully fulfill the requirements for each university. Processes applicable to the company as a whole are also mapped out in Lucidchart. Rather than trying to consume a 10-page document overloaded with text, employees have a visual reference. According to Kailey, these visuals have resulted in greater adoption, understanding, and cohesiveness across the company.
Kailey also loves using Lucidchart during whiteboarding sessions for a new project. As she and her team start brainstorming a new project idea, they initially map it out on the whiteboard. Once an idea is completely hashed out, Kailey diagrams it in Lucidchart. Using Lucidchart’s collaboration capabilities, the team can then iterate on this version without having to meet again in a single location. Anyone can edit or comment in real time. Once the team agrees upon one version, Kailey can store the diagram in JIRA with other necessary information.
JIRA and more
Across the company, 2U employees are also taking advantage of other Lucidchart integrations, using the product with the workplace applications they know and love, such as Slack and G Suite.
“I love that Lucidchart seamlessly integrates into our larger project management suite and ecosystem,” Kailey explains.
For example, teams use Lucidchart’s integration with another Atlassian tool, Confluence, for employee onboarding. At 2U, internal promotions often occur between departments. In order to help employees as they switch to these new roles, each department hosts team info within Confluence. They can add Lucidchart diagrams of team-specific processes to these Confluence pages. As a result, all necessary information is accessible in a single location—and there is no need to ever recreate onboarding flows, as they can be easily revised in Lucidchart and automatically updated in Confluence.
Thanks to Kailey’s discovery of Lucidchart and its various integrations, 2U has been able to establish an effective and hassle-free method for documenting and securely storing the many processes vital for streamlined project implementation.
Try diagramming with Lucidchart to help your company improve its process documentation!