Three steps to introduce Backlog for organizational change

We know Backlog is a tool for positive change and optimization in the workplace. The many teams that are using Backlog sought us out to improve their collaboration and become a more efficient team or organization. 

At the same time, we recognize that implementing and managing change is challenging. Introducing a new tool like Backlog to your team or organization can lead to big changes in workflow, and the process requires some finesse to ensure everyone can get onboarded successfully.

In this article, we’ll share some ideas on how to introduce Backlog to your team and maintain the enthusiasm for change in your organization so that, together, you have a strong foundation to effectively use Backlog and increase your productivity!

Step 1: Start small with your team

Start with small tasks to practice task management with a few of your team members. A small task is something that is easy to do and can be completed within a short period of time. 

For example:

Perform simple tasks such as introducing yourself or update your profile settings in a practice project. Manage small tasks such as office or team chores. Manage event tasks such as an internal meeting or discussion. Developers can try doing technical research tasks, or develop a small in-house program.

The main reason for starting small is to find out if the people around you like using Backlog. If they feel good about it, they are more likely to continue using the tool and will use it for other tasks.

When a new tool or new way of working is introduced, everyone will feel a certain resistance to it. One trick to lower psychological resistance is by completing simple tasks and achieving early success in the tool. Logically, taking on small tasks is a great first step, and team members can also build up their confidence in using Backlog. 

Step 2: Use Backlog deliberately for your team’s work

After completing small tasks on Backlog, if enough team members like Backlog and feel that it will help improve the work process, the time is ripe to introduce Backlog into your team’s work. Rather than letting Backlog naturally spread to other members, we find that a deliberate and planned process will help the team avoid confusion.

Design the team’s usage of Backlog Organize Backlog issues by setting the issue types, categories, and milestones for the project. Determine rules such as issue management flow and status definition.

Issue management flow: This refers to the team’s workflow, their process of working on a task/issue from start to end, and the respective members involved.

Status definition: This refers to how the team defines the status of the issue or task. Do you consider “Resolved” as “Closed”? Besides the preset statuses available in Backlog, consider if you wish to use custom statuses to better define the workflow. E.g. custom statuses like In Review, Pending QC, etc.

Since Backlog is used for task management and collaboration between members, it’s important to organize how the team will use Backlog for work and establish a common definition on task statuses at the beginning. 

Start by designing or documenting the operation/usage rules to be used by team members. You don’t need long or over-detailed rules. Even just summarizing the above points into minimum bullet

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