Enterprise Workflow Optimization and Cost Reduction for Non-Profit Using Atlassian Tools

The organization faces fragmentation in operations due to disparate project management tools, limited visibility into performance metrics, bloated project environments, and inefficient workflows. Additionally, staff lacks full utilization of existing collaboration tools, leading to technical issues, high costs, and suboptimal productivity.

A mid-sized non-profit organization focused on social campaigns and research, seeking to enhance their project management capabilities and operational efficiency through standardized digital workflows.

• Increase platform user adoption across departments, quadrupling active users within six months.
• Achieve an 80% reduction in technical issue resolution time through workflow and environment improvements.
• Reduce overall license costs by up to 75% by optimizing subscriptions and user management.
• Standardize project management workflows aligned with Agile principles, facilitating streamlined project creation, tracking, and reporting.
• Enhance data security and permissions management to ensure confidentiality and proper access controls.

• Audit current project spaces and archive or eliminate obsolete or unused projects to reduce clutter.
• Configure a minimal set of workflow statuses sufficient for end-to-end process management (e.g., Backlog, Analysis, In Progress, Testing, Deployment, Done).
• Customize workflows for different teams, simplifying steps and removing unnecessary features to improve usability.
• Enable issue transfer across projects and boards, facilitating cross-functional collaboration.
• Develop template-based project setup workflows to standardize project creation and execution.
• Create Agile boards (e.g., Kanban, Scrum) linked to custom filters representing different workstreams or departments.
• Implement security schemes and permission groups to restrict sensitive data access and assign administrative roles.
• Implement license management and optimization strategies to reduce costs.

• Existing internal systems for performance metrics collection
• User management directories for streamlined onboarding and permission assignment
• Reporting tools or dashboards for operational analytics

• System scalability to support at least 100 active users with room for growth
• High system availability with 99.9% uptime
• Data security compliance with internal confidentiality policies
• Performance benchmarks ensuring issue resolution within 2 hours and workflow processing within 24 hours
• User-friendly interface to support rapid onboarding and minimal training

The project aims to significantly improve operational efficiency by standardizing workflows, reducing technical issues by approximately 80%, and cutting licensing costs by up to 75%. It will empower staff with better tools, increase adoption rates, and provide better visibility into project performance, ultimately supporting the organization’s mission more effectively.