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WorkshopIQ - User Guide

Keep track of your best Lessons Opportunities Ideas

What is WorkshopIQ?

WorkshopIQ is a Jira add-on designed to drive action from lessons learned. With WorkshopIQ, users can effortlessly create and present valuable lessons learned in Jira tickets, streamlining their workflow. By leveraging WorkshopIQ, relevant lessons learned will be automatically presented on related Jira tickets, eliminating the need to search through an overwhelming repository, and driving engagement from the users who need visibility of this information.

Furthermore, WorkshopIQ offers a dedicated storage space known as Workshops, where lessons learned can be conveniently stored. These Workshops are fully equipped with advanced filtering and voting capabilities, ensuring information is easily accessible and digestible.

Take a look at the list below to explore the remarkable features and functionalities WorkshopIQ has to offer:

WorkshopIQ - Installation Guide

Installation

In order to enable WorkshopIQ on your Jira instance, your organization will need to first install the app.

Below is a step-by-step guide on how to install WorkshopIQ:

 

  • Log in as a user with the JIRA Administrators global permission.
  • Click on the gear icon at top-right and select Add-ons.
  • On the left sidebar, click on Find new add-ons.
  • Search for WorkshopIQ with the Search the Marketplace field.
  • In the WorkshopIQ section, click Free trial or Buy now, and follow the instructions to download WorkshopIQ.

Creating, Modifying and Deleting a Workshop

Creating a Workshop

Once you’ve set up WorkshopIQ, the app is ready for you to use. A workshop is a repository/database to proactively capture lessons/ideas or opportunities/challenges so that you can easily find your organization’s best ideas, and present those to users of your instance in order to provide wide-ranging feedback and context.

Examples of a workshop would be a Lessons Learned workshop, where users can create and store lessons learned.

Below is a step-by-step guide on how to install WorkshopIQ:

 

  • Navigate using the Apps dropdown to Manage Your Apps.
  • Click on WorkshopIQ under the Apps section
  • Click Create workshop.
  • A set-up wizard will appear.
  • Follow the set up wizard to create a new Workshop.

 

When a workshop is created, WorkshopIQ’s custom issue type will be attached to your new Jira project so that you can start using the repository immediately – no further configuration required.

Note: only Jira administrators are able to create workshops.

Example Use Cases

Lessons Learned Repository for Project Management

WorkshopIQ can be used by your PMO to create lessons learned repositories that allow you to interact with them and provide feedback on various lessons learned. By creating lessons learned while managing a project, you’re able to provide real examples where you’ve had issues and the impact that they had on your project.

This way, when you create a new issue for within a project you’re working on, WorkshopIQ is able to smartly present relevant lessons learned so that lessons don’t get ignored.

Modifying a Workshop

As a WorkshopIQ Administrator, you can modify the details of your Workshops through this step by step guide:

 

  • Click the ‘Apps’ dropdown menu in the Jira header
  • Go to ‘Manage your Apps’
  • Click on ‘WorkshopIQ’ under the Apps section
  • Click ‘Edit’ beside the Workshop that you want to edit.

 

From there, you’ll be able to edit Workshop name, Workshop description, Repo Project, Repo Issue Type, Status, and Scope.

Note that a WorkshopIQ administrator is a Jira administrator on your instance.

Deleting a Workshop

As a WorkshopIQ Administrator, you can delete a Workshop through through this step by step guide:

 

  • Click the ‘Apps’ dropdown menu in the Jira header
  • Go to ‘Manage your Apps’
  • Click on ‘WorkshopIQ’ under the Apps section
  • Click the ‘Delete’ button beside the Workshop that you want to delete.

 

Note that a WorkshopIQ administrator is a Jira administrator on your instance.

Using a Workshop

Once a Workshop is created for you and your team, you can start using the Workshop to create, view and collect Lessons Learned.

You can view a list of the Workshops you’re a part of by going to the WorkshopIQ Home page.

Click on the Workshop that you want to start using and you’ll be able to see all of the issues created being collected and stored in this repository.

When you’re in a specific Workshop, you’ll be able to filter the issues so that you see the ones important to you specifically. Filtering options include:

 

  • Components
  • Status
  • Priority

 

Alongside being able to filter through the issues, you’ll be able to sort the issues as well. Sorting options include:

 

  • Newest
  • Oldest
  • Reporter sorted alphabetically
  • Number of votes

 

Sorting and filtering will allow you to quickly find lessons learned that are relevant to you in the workshops you’re active in.

Adding issues to a Workshop

WorkshopIQ allows you to create Jira issues in a project that are collected and presented in a Workshop associated with that project.

When a user is looking to add a Jira issue to a Workshop, the steps are as follows:

 

  • Click the ‘Create’ button in Jira
  • Specify the project that is associated to the Workshop you’re looking to add a ticket to
  • Make sure you’re using the correct issue type (e.g. LessonIQ)
  • Create the issue

 

With the way that WorkshopIQ is set up, that ticket will then show up in your Workshop.

 

WorkshopIQ Smart Presentation Feature​

Leverage WorkshopIQ’s Smart Presentation Feature to help users find lessons learned relevant to their work.

When this feature is enabled, WorkshopIQ will present lessons learned in a window on a ticket. WIQ uses a smart algorithm that determines relevant lessons learned to the ticket that are created so it’s easier for users to identify lessons learned that they can leverage for the work that they’re doing.

By setting up WorkshopIQ, the Smart Presentation Feature becomes available for all projects. If an administrator creates a Workshop and associates it to a Jira project, that project will then start populating relevant lessons learned in existing tickets.

Frequently Asked Questions

General

  1. What is WorkshopIQ
    1. WorkshopIQ introduces the concept of running workshops within your Jira Software instance. It is a new way to look at your Jira data (feedback, ideas, lessons, risks, etc.) with the goal of driving participation by presenting these concepts back to users in their everyday work.
    2. Run a workshop, collect ideas, present them in targeted Jira Projects, and get everyone in on shaping the evolution of your work.
  2. How do you present the data users?
    1. First and foremost, the WorkshopIQ home page allows users to view ALL workshops. Navigating into a workshop presents ALL the data within that particular workshop, and provides users with a quick and easy filtering and searching capabilities.
    2. Enabling the presentation on execution Projects means that your teams will be able to see the best matching workshop items in their own Jira Project via the WorkshopIQ panel.

       

  3. How can I reach out to WorkshopIQ or submit feature requests or issues?
    1. Please send any correspondence to support@runbyideas.io – we love hearing from our user base, and believe that you are our greatest source of inspiration. We built this product for you, and your voice matters when it comes to shaping how we evolve it.

Using WorkshopIQ

  1. Is there a limit to how many workshops can I create?
    1. No, not at all. Workshops can be used as ongoing or time-boxed events dependent on the use case. We built this product with the goal of collecting and interacting with idea/lesson repositories and helping teams focus on continuous improvement, but have a place to go to in order to do so.
  2. Is the use case limited to Ideas and Lessons
    1. Although continuous improvement is focused on these issue types, it need not be restrictive. In fact, we see use cases implemented where users leverage workshops to manage Risk Repositories, and time-boxed brainstorming events.
    2. Product discovery, Lessons Learned (PMO or project specific), Pain Points, Feedback are all common issue types used.
  3. Are any issue types are built-in and created when installing the product?
    1. WorkshopIQ will create 1 issue types when installed, named Lessons Learned
    2. There is no limitation to how you use the product and issue types – feel free to be creative and experiment. The engine of this product is Jira Software, so the same concepts apply from an issue type perspective. You can feel confident that the product is scalable and robust.
  4. What data is presented in the WorkshopIQ panel?
    1. We have implemented a keyword-drive approach as a starting point (you can expect some progressive changes in this functionality). This means that we use a keyword matching approach that reviews the connected workshops and finds the best matching workshop entries, and presents those back to users.

Administering WorkshopIQ

  1. Am I limited to using the out-of-box issue types?
    1. There is no limitation to how you use the product and issue types – feel free to be creative and experiment. The engine of this product is Jira Software, so the same concepts apply from an issue type perspective. You can feel confident that the product is scalable and robust.
  2. What if I don’t want a workshop panel on my project?
    1. The WorkshopIQ panel is configurable at a Project level within Jira Software. Project Administrators can turn this on/off and control project specific configuration and usage.
  3. Can I use many workshops and connect them to a single project?
    1. Yes – the product is designed to be completely customizable for you. You can connect your Jira Software Project to none, 1 or many workshops.
  4. Will deleting the issue type break the app?
    1. In order to maintain the integrity of the application, you will need to use the custom WorkshopIQ Issue Type. Removal of the Issue Type will also cause the application to stop functioning.
  5. Will deleting the custom fields break the app?
    1. In order to maintain the integrity of all the features in the app, it’s important to not remove Custom Fields associated with the Issue Type. These Custom Fields are linked to functionality within the application.
  6. Can users add additional Custom Fields?
    1. Absolutely – although advanced filtering and sorting will not be available for these fields.
  7. What are the custom fields that will be added?
    1. Custom fields are added on a per issue type basis.
  8. Can Workflows be changed?
    1. Yes – users can adjust the language or the Workflow to suite their needs. Application integrity will remain intact.
  9. Is it advised to use this issue type in other projects?
    1. As a best practice, aim to keep WorkshopIQ issue types true to their purpose i.e. use them in Workshops. There is nothing to stop them being used in other projects, but from a simplicity and understanding of usage, some separation is preferred.
  10. When will a new project be created?
    1. Projects can be created as individual Workshop repositories. The process of creating a Workshop prompts the user to create a new project OR use an existing project. In the case of new projects, examples of this may look like:
      1. PMO Lessons
      2. IT Lessons
      3. IT Risks
      4. Security Risks
      5. Organizational Lessons
      6. Organization Risks
      7. Organizational Opportunities
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