This is the second of two guest posts by Erik Eccles from TaskDock, a Confluence plugin that lets you assign, track, and complete actions within Confluence and email.
Our second post in this series focuses on stepping up the involvement of the people beyond Confluence’s core constituents. Companies with non-technical adopters such as finance, HR, sales, and marketing consistently cited the ability to reach this audience as a challenge. Here are the approaches we took to solve the problem.
Make Confluence Inclusive
Similar to how we approached the issue of stale content as described in
our last post, we looked to increase involvement by focusing on channeling content and conversation through Confluence. This required us to make Confluence inclusive to varying user types, skills, and systems.
Our first step in making Confluence more inclusive was to embrace one major competitor to content systems, email, and work towards making it another way to interact with Confluence. This video shows how we extend Confluence functionality beyond its walls and into email to involve more people via a familiar environment.
YACS (Yet Another Corporate System)
Email completion is one example of removing the perceived “yet another system to use” barrier by no longer requiring a user to log into Confluence to contribute. A large marketing division is using the email completion functionality to deliver tasks for updating documents. To complete the task, an assignee simply replies to the email, attaches the updated document, and then it is automatically posted to the correct page without any additional steps. Consultants have leveraged the email functionality to engage their customers in Confluence without requiring them to access the system.
Provide a Clear Call to Action
Next, we focused on increasing involvement by delivering users with clear calls to action when working in Confluence. TaskDock’s inline approach meant we could associate tasks to specific content in Confluence and pair it with system actions such as commenting, editing, and managing attachments. Currently, users arrive at the dashboard or page where they can browse, search or with v3.1 create content from the quick start buttons. We took it further to include specific tasks, the associated pages and content, as well as links to easily complete the actions.
See a few examples in the video:
Focus on Completing Tasks vs. Managing Them
Tracking user actions gives us the added benefit of knowing when things are done. As a user completes a task we can automatically “clean up” their task list by marking it complete as well as notifying the requester to keep the ball rolling. The clear purpose here is to focus users on actions versus the actual task management. This video will walk you through a few examples:
Put it all Together
Hopefully, through these posts, you’ve recognized some tricks to drive content and communication through Confluence to reignite your content, projects, and people.
Our approach would not have worked if our customers had not provided the wealth of feedback over the past year. If you wish to try some of these steps yourself, head to our Plugin Page or to taskdock.com/download to download TaskDock with a free included evaluation (no license needed to get started).