Facilities management encompasses a wide range of responsibilities, from scheduling maintenance and handling equipment repairs to managing office moves and vendor coordination. Keeping track of these tasks manually or with disparate tools can be challenging. Jira’s custom task types offer an effective way to organize, prioritize, and complete facility tasks within a single platform, ensuring operational efficiency and accountability.

Why Task Management Matters for Facilities

Effective task management is essential for facilities teams to meet deadlines, allocate resources efficiently, and address urgent needs promptly. Poor task tracking can lead to missed maintenance schedules, increased downtime, and reduced productivity. Key benefits of structured task management include:

• Improved Organization: Categorize and track tasks in one place.
• Clear Accountability: Assign ownership for each task to ensure responsibility.
• Prioritization: Focus on critical tasks without overlooking routine activities.
• Transparency: Provide stakeholders with visibility into task progress and status.

Jira’s flexibility allows facilities teams to achieve these goals by customizing task types and workflows tailored to their unique needs.

Setting Up Custom Task Types for Facilities Management

Custom task types in Jira enable facilities teams to create issue categories specific to their operations. Here’s how to set them up:

1. Define Task Categories:
   • Identify the types of tasks your team handles regularly. Examples include:
     • Maintenance Requests
     • Equipment Repairs
     • Cleaning Schedules
     • Office Moves
     • Vendor Coordination
2. Create Custom Task Types:
   • In Jira, create custom issue types for each category to differentiate tasks.
   • Include relevant fields such as task description, location, priority, and required resources.
3. Configure Workflows:
   • Design workflows that reflect your team’s processes. For example:
     • “New Request” > “In Progress” > “Completed” > “Closed”
     • Add approval stages for tasks requiring managerial review.
4. Use Custom Fields:
   • Add fields specific to facilities management, such as:
     • Asset ID (for equipment-related tasks)
     • Scheduled Date
     • Vendor Contact Information

Using Jira for Task Prioritization and Scheduling

Facilities tasks often vary in urgency and complexity. Jira’s features help prioritize and schedule tasks effectively:

1. Priority Levels:
   • Use custom fields or labels to assign priority levels (e.g., High, Medium, Low).
   • Filter tasks by priority to focus on the most critical issues.
2. Due Dates and Deadlines:
   • Assign due dates to ensure timely completion of tasks.
   • Use Jira’s calendar view or integrate with external calendars for better scheduling.
3. Recurring Tasks:
   • Automate recurring tasks such as weekly cleaning schedules or monthly equipment inspections using Jira Automation rules.

Collaboration and Communication

Facilities management involves collaboration across multiple teams and vendors. Jira’s features enhance communication and coordination:

1. Task Assignment:
   • Assign tasks to specific team members or groups, ensuring clear ownership.
   • Use watchers to notify stakeholders of updates.
2. Comments and Attachments:
   • Enable real-time discussions within tasks using the comment feature.
   • Attach relevant files such as floor plans, equipment manuals, or vendor contracts.
3. Notifications:
   • Set up notifications to keep team members informed about task updates, status changes, or approaching deadlines.

Tracking Progress and Reporting

Monitoring task progress is essential for facilities teams to stay on top of their workload and meet organizational goals. Jira’s reporting tools provide valuable insights:

1. Dashboards:
   • Create custom dashboards to track task status, team workload, and upcoming deadlines.
   • Use widgets to display key metrics, such as the number of open tasks or average resolution time.
2. Filters and Views:
   • Use filters to create views tailored to specific needs, such as high-priority tasks or overdue requests.
   • Share filters with team members for consistent tracking.
3. Performance Metrics:
   • Analyze trends such as task completion rates or recurring issues to identify areas for improvement.
   • Present insights to stakeholders using Jira’s reporting features.

Real-World Application 

At Clovity, we’ve leveraged Jira’s custom task types to optimize our facilities management processes. Here’s how:

1. Tailored Task Types:
   • We’ve created custom issue types for common tasks, including Maintenance Requests, Office Moves, and Vendor Management.
2. Streamlined Workflows:
   • Workflows ensure that every task follows a clear process, from submission to resolution.
   • Approval stages are built into workflows for tasks requiring managerial oversight.
3. Centralized Tracking:
   • Dashboards provide a real-time view of all facilities tasks, helping the team prioritize and allocate resources effectively.
4. Improved Communication:
   • Comments and notifications keep everyone informed, reducing the need for follow-up emails or meetings.

This approach has significantly improved task management efficiency and accountability within our facilities team.

Best Practices for Facilities Task Management in Jira

To get the most out of Jira for facilities management, follow these best practices:

1. Engage the Team:
   • Involve your facilities team in defining task types, workflows, and fields to ensure the system meets their needs.
2. Standardize Processes:
   • Establish consistent workflows and naming conventions to minimize confusion.
3. Leverage Automation:
   • Use Jira Automation to handle repetitive tasks, such as recurring maintenance schedules or status updates.
4. Regularly Review Workflows:
   • Periodically evaluate workflows and task types to ensure they remain relevant and efficient.
5. Provide Training:
   • Train team members on using Jira effectively, from creating tasks to navigating dashboards.

Jira’s custom task types provide facilities teams with a robust tool for managing their diverse responsibilities. By tailoring Jira to their unique needs, organizations can improve task organization, communication, and accountability. Whether handling routine maintenance or coordinating complex office moves, Jira ensures that facilities teams have the resources and visibility they need to succeed.

Contact Clovity, an Atlassian Gold Solution Partner, today at sales@clovity.com or visit atlassian.clovity.com to learn more!