1. Utility to report issues/ tasks
2. Convey status of each task on list unambiguously

Contribution to planning:

1. Plan releases
2. Manage product versions

Configuration:

1. Projects: Projects should be clearly defined in the system to avoid any confusions regarding the context of the reported issue/ given task
2. Versions: At least three versions should always be considered in roadmap
3. Status: Enough status codes should be defined to convey the actions being taken without having to spend time on co-ordination for this task.

Status transition process:
A process that has always worked for me in all the projects till date

Reported

Issue has been reported, waiting to be assigned

Assigned

Issue has been assigned to a team member

Accepted

Issue has been reproduced by the assignee and has accepted to resolve it. At this point of time, the developer should specify the due date for delivery of fix.

NotAccepted

Issue could not be reproduced by the assignee and requires more information. Issue notes should specify the data required

Testing

Issue has been fixed and is being unit tested by developer

Requires Testing

Developer has completely tested the issue and requires a tester to test it

Resolved

Tester has tested the issue successfully. If tester does not approve it to be tested, the status should be changed back to assigned with details in issue notes.

Closed

The issue has been successfully tested in both test as well as deployed version. The issue is determined to be eliminated. There should be only one person who should be responsible for closing issues – preferrable a tester appointed by client.

Re-opened

An old closed issue has been detected in later version and has been reopened waiting to be assigned.

Tools used:
JIRA
FLYSPRAY

JIRA Analogy
Help: Ernie’s inputs

JIRA gives us capability to create multiple projects hence helping us to draw boundaries for tasks. Apart from that it also allows us to create Components for a project – another level of abstraction – could be towards modules in a project.

By default JIRA provides following status codes

• Open
• In progress
• Cannot reproduce
• Won’t fix
• Resolved
• Closed
• Re-opened

Process mapping:
We have two options to map our process to JIRA

1. Create a completely customized list of status codes for our process – simple and best
2. Map the default status codes of JIRA to process status codes

Reported		JIRA allows to create a task and not assign it to anyone. That option was turned off, but it is now enabled. So, a task which has been created and not assigned would fit this
Assigned		In JIRA, this is a task which is “open” and assigned to someone
Accepted		In JIRA, this would be a task that is “in progress” (click “start progress” under “available workflow actions”).
Not Accepted		When an issue is marked as “resolved” in JIRA, the person who is resolving it has to specify what the resolution is. Some of the choices here include “Won’t fix” and “Cannot reproduce”. That seems to cover “not accepted” pretty well.
Testing, Requires testing, Resolved		In JIRA terminology, marking an issue “Resolved” generally means that the coding is done and the developer is satisfied with it – at which point it would move on for testing. We could also add a status “testing” to the default statuses to accomplish the requirement.
Closed		As is in JIRA
Re-opened		As is in JIRA

1. Greet
2. Use smileys often
3. Thank for every help
4. Ask precise questions and wait for answers
5. Appreciate them for any positives they have
6. Try to explain reasons/purpose for asking for things from the person
7. Use words like we rather than you or he or she. If you have to, use names – politely.
8. After a couple of talks – practise small talk. Small talk includes talking about anything but work like wheather, a news etc.
9. Try getting casual
10. Don’t forget to greet while leaving

How to use?

• Each of these habits should be learned and practiced one at a time if possible, or 2-3 at a time at the most.
• You don’t need to adopt all 10 habits. Habits 1-8 are essential. You can consider habits 9 and 10 if possible.

The subject:

1. Collect habit

Carry a notebook or whatever tool convenient to you and write down any tasks, ideas, projects or other information that pops into your head. Taking it out of your head and onto paper will help you to remember it.

What makes this habit pretty easy to follow is the freedom of choice of tool. I am using my unused visiting cards and used boarding passes to jot this down as they are pretty easy to carry along.

2. Process habit

Make quick decision on things that are in your inbox, do not put them off. Processing is anything like trashing, delegating, filing or putting on to-do list.

3. Plan habit

Each week, list the bigger tasks that you want to accomplish, and schedule them first.

Each day, create a list of 1-3 of such bigger tasks and be sure to accomplish them. Do these tasks early in the day to get them out of the way and to ensure that they be done.

4. Do (focus) habit

Do one task at a time, without distractions.

This is one of the most important habits to get into. You must select a task (preferably one of the bigger ones) and focus on it to the exclusion of all else. To get started with this, first remove all the distractions (email, internet, cell phones etc), then remove all the clutter on your desk, set a timer if you like or work as long as you can on the task utmost focus levels.

If you get interrupted, write down any request or incoming tasks/info on your notepad (convenient tool) and get back to your task. DO NOT try to multi task.

5. Simplicity & regularity habit

Keep simple lists and check daily.

Maintain a list for each context for e.g. @work, @home, @phone, @pending. Keep adding tasks to each of the context list. Choose a simple tool like a notepad for maintaining these lists. Focus on what you have to do right now and not on operating the tool.

6. Classification habit

Find a place for everything. Put things where they belong, right away.

All incoming stuff goes in your inbox, then on a context list and then to an action folder or a file in filing system or an outbox for delegation or in trash.

This keeps your desk clear so you can focus on your work.

7. Review habit

Review your system and goals weekly.

During your weekly review, you should go over each of your yearly goals, see what progress you made on them in the last week and what action steps you are going to take to move them forward in the coming week.

Once a month, set aside a little time more time to do a monthly review of your goals, and every year, you should do a yearly review of your year’s goals and your life’s goals. ß This appears too much to do for me!

8. Prioritization habit

Reduce your goals and tasks to essentials.

When you review your task list, try to prioritize and keep only things that are essential and focus on them. Make sure that all tasks line up with your yearly and life’s goals. Do this on a daily basis, during weekly and monthly reviews.

9. Routine habit

Try the habit of creating routines to see if it works better for you. Routines create structure in life. It is up to you how to set your routines.

For e.g. morning routine could include looking at your calendar, going over your context lists, setting the bigger tasks for the day, exercising, breakfast, processing emails and inboxes and starting with the first bigger task in the list.

An evening routine could include processing your email and inboxes again, reviewing your day, writing in your journal, preparing for the next day.

Weekly routines could include a laundry day, a financial day, weekly review, family day etc.

10. Choice of work habit

Constantly seek things about which you are passionate and see if you can make a career out of them when you find them.