In a landscape where the success of digital projects relies on agile management and rigorous documentation, Jira and Confluence become indispensable allies. They provide a unified platform to drive each phase, ensure decision traceability, and centralize knowledge. By adopting a structured, repeatable approach, you guarantee alignment between business ambitions and technical deliverables while optimizing collaboration between IT and business teams.

This guide delivers a step-by-step approach to configure, set up, and use Jira for operational management and Confluence for documentation, all illustrated with real-life cases from Swiss companies. The objective: to provide you with a ready-to-use blueprint for your bespoke projects or large-scale transformations.

What Are Jira and Confluence?

Jira and Confluence are two software products developed by Atlassian. They enable project stakeholders to manage different aspects of a project. Jira handles planning and tasks, while Confluence manages centralized documentation.

Jira: Project Management Software for Efficient Task and Workflow Management

Jira is a project management tool designed to organize, plan, and track tasks within teams, particularly in agile environments (Scrum, Kanban). It offers a clear view of progress, priorities, and responsibilities, which enhances coordination and productivity.

Confluence: Centralize Documentation and Foster Collaboration

Confluence is a collaborative platform dedicated to documentation. It allows you to structure specifications, meeting notes, procedures, and decisions in a clear and accessible way. Information is centralized, facilitating knowledge sharing and project continuity.

Understanding and Deploying Jira and Confluence to Kick Off Your Project

Before you begin, prepare your project’s Jira and Confluence spaces. This step ensures a solid operational foundation and a clear documentation structure from the project’s inception.

Project Setup Preparation

Before any configuration, it is essential to define the functional scope and major project phases. This preparation involves bringing together IT and business stakeholders to validate objectives, key metrics, and technical constraints.

A kickoff meeting allows you to list expected deliverables: initial backlog, specification documents, planned sprints, and client sign-off milestones. This formalization reduces the risk of scope creep and forgotten requirements.

One of our recent financial sector clients illustrates this phase: during their core application redesign, teams held three scoping workshops in under a week to consolidate requirements, define Jira roles, and set up the necessary Confluence spaces.

Initial Configuration

Setting up Jira starts with creating a modular project based on an Agile or Kanban template, depending on the mission’s size and type. The issue hierarchy (Epic, Story, Task, Bug) is configured to reflect the desired level of granularity.

Meanwhile, Confluence is structured around project spaces, team spaces, and page templates. Access rights are assigned according to responsibilities: contributors, business approvers, external auditors.

In our financial sector example, the Jira Agile template was adapted to include a “Regulatory Review” issue type—crucial in a highly regulated industry—while Confluence hosted a dedicated folder for Swiss FINMA compliance.

Space Structuring

In Jira, each business component or functional module becomes a “component” or “team” to clearly distribute responsibilities. Custom fields capture project-specific metrics.

In Confluence, parent pages are created for the project plan, backlog, technical documentation, user guides, and feedback tracking. Jira macros dynamically display linked issues.

This synchronized structure offers a single pane of glass: clicking a Jira issue in Confluence opens its detailed view, ensuring coherence and traceability of all changes.

Orchestrating Operational Management with Jira

Once set up to manage your tasks and planning, Jira becomes the cockpit of your project to plan, execute, and measure progress.

Backlog Creation and Management

The initial backlog aggregates all user stories and technical requirements identified during scoping. Each item is written in the standard format (role, action, benefit) to ensure shared understanding.

Priorities are set based on business value and technical complexity, then organized into Epics and releases. Issues are estimated in effort points and placed into a clear workflow.

This approach allows you, for example, to quickly assign story points to critical features of your web or mobile platform, providing immediate visibility into workload and risks.

Sprint Planning and Execution

Each sprint begins with a planning meeting where the team selects the highest-priority stories and defines a sprint goal. Tasks are broken down and assigned to individual members.

During execution, the Scrum or Kanban board offers real-time visibility of issue status: To Do, In Progress, In Review, Done. Daily stand-ups rely on these columns to quickly surface blockers.

In one of our client cases, the team adopted a biweekly cadence with a 15-minute daily touchpoint, reducing delivery times by 20% as of the third sprint.

Reporting and KPI Tracking

Jira includes automated reports: burndown chart, velocity chart, release report, and time spent per issue. These metrics help adjust the roadmap and anticipate delays or overloads.

Dashboard gadgets can be shared with IT leadership for asynchronous monitoring and full transparency on progress.

One industrial manufacturer we supported used Jira KPI tracking to identify a validation bottleneck, leading to a tailored workflow that accelerated review cycles.

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Leveraging Confluence to Centralize Documentation and Foster Collaboration

Confluence organizes all specifications, feedback, and deliverables in a versioned repository. This creates a single reference point accessible at any time and clarifies business expectations around the product.

Specification Templates

Preconfigured templates cover functional, technical, UX, and performance specifications. Each model includes essential sections: objectives, scope, wireframes, and acceptance criteria.

Macros like decision tables and roadmap planners facilitate milestone tracking and trade-off management.

One client standardized a single template across all project teams, reducing specification writing time by 30% and ensuring the document consistency vital for internal audits. This demonstrates how adopting a Confluence template can boost performance.

Feedback Management and Approval

Confluence allows contextual comments on every document section. Business and technical reviewers can annotate, suggest changes, or flag risks directly on the page.

The built-in approval workflows condition document publication on sign-off by a set number of reviewers, ensuring compliance with internal standards.

In a recent engagement, we implemented a three-step review process (functional review, technical review, legal approval) for each document, complete with timestamped approval history. This greatly accelerated delivery and improved deliverable quality.

Client Portal and Collaboration

A dedicated client space can be configured in Confluence, providing controlled access to specifications, progress reports, and test plans. Client feedback is then centralized and tracked.

This approach ensures a fast, documented feedback loop, boosting trust and transparency throughout the project.

In some cases, this configuration has cut email exchanges in half and maintained a clear audit trail for each change request.

Ensuring Governance, Integration, and End-to-End Traceability

Guarantee compliance, security, and connectivity of your tools for an agile and reliable ecosystem.

Automations and Connectors

Integrating Jira and Confluence with Git, CI/CD, or support tools synchronizes issues, commits, and deployments. Webhooks automate status updates.

No-code connectors link Jira, Confluence, and third-party solutions (test teams, monitoring, CRM).

For example, by deploying an automation that creates bug tickets upon detecting production anomalies, one client improved response times by 40%.

Security and Compliance

ACL settings in Confluence and project permissions in Jira ensure each user sees only what concerns them. Data encryption and SSO authentication strengthen protection.

Confluence page versioning provides a full audit history, essential for internal or external audits.

Audit and Traceability

Jira and Confluence’s native logs record every change, comment, and status transition. These traces can be used for audit reports and post-mortem analyses.

Dedicated dashboards display compliance indicators, approval times, and SLA adherence.

In regulated industries, these reports often reduce process variances and ensure systematic compliance with regulatory requirements.

Optimize Your Projects with Jira and Confluence

By combining a rigorous initial setup, Agile management in Jira, and living documentation in Confluence, you achieve a coherent, transparent, and scalable ecosystem. Each phase, from backlog to approval, finds its place in a clearly defined workflow.

Traceability, security, and bottom-up collaboration strengthen trust between internal teams and external stakeholders. Your project gains agility, visibility, and resilience in the face of digital transformation challenges.

Beyond our ability to manage your end-to-end digital project—from specifications to development and production—our experts are available to adapt this blueprint to your specific context. We support you in defining your roadmap, ensuring a modular, open-source, and evolving approach.

Discuss your challenges with an Edana expert

In a context where digital transformation is a powerful strategic lever for companies of all sizes, and where the quality of a digital product and its alignment with strategic and business needs are crucial, the prototyping phase plays a central role in the process. Indeed, before deploying a single line of code, it is essential to materialize the interface and the user journey in order to anticipate business requirements and avoid costly development iterations. The prototype thus serves as a shared thread: it ensures alignment among business, design, and technical teams around a common vision of the future product. By leveraging this tool, Swiss and international organizations strengthen their agility and mitigate the risks associated with designing custom internal applications, client portals, or specialized business tools.

Defining the Prototype: What It Is (and What It Is Not)

The prototype is a visual and interactive model representing the final interface without providing the underlying technical logic. It is neither a technical PoC nor a functional MVP, but a prototype dedicated to the user experience.

Origin and Concept of the Prototype

The term “prototype” originates from engineering, where it refers to a first-of-its-kind model used to validate a concept before production. Applied to digital development, it focuses on the visual and ergonomic aspects, materializing screens and user flows without coding the functionalities.

This representation can take the form of low-fidelity wireframes or high-fidelity mockups with simulated interactions. It serves as a discussion and validation tool before embarking on actual development.

In a digital project, the prototype is thus the first tangible version of the interface, shared with users and stakeholders. Thanks to it, friction points and unclear areas in the ergonomics are quickly identified.

Difference Between Prototype, PoC and MVP

A PoC (Proof of Concept) focuses on the technical feasibility of an innovation or specific module. It tests a technology or integration without concern for the interface or user journey.

The MVP (Minimum Viable Product) is the first version of a product offering a minimal set of usable features. Unlike the prototype, the MVP is deployed in production and must address issues of performance, scalability, and security.

The prototype, by contrast, is purely centered on design and experience. It is not executed in production and does not deliver final code. It remains a validation tool before moving on to the technical development phase.

Types of Prototypes and Levels of Fidelity

Low-fidelity prototyping typically relies on rough black-and-white sketches to map out screen areas and user flows. It allows for rapid iterations on information architecture and zoning.

Medium-fidelity prototypes introduce basic graphical elements and interactions, such as page transitions or dropdown menus. They offer a more realistic preview while remaining easy to adjust.

Finally, high-fidelity prototypes faithfully reproduce the target interface: typography, colors, micro-interactions, and animations. They form a near-realistic model capable of gathering feedback very close to the final experience.

Concrete Example of a Prototype in the Parapublic Sector

For an NGO operating in the field of education and para-public services, we created a high-fidelity prototype for its new internal process management portal. Using Figma and advanced work from our design teams, they simulated the workflow for processing requests and registrations and validated the journey with key users even before starting development. This exercise clarified several navigation and information-prioritization points, thereby preventing costly redesigns once the code was written.

Key Objectives of Prototyping in Your Digital Projects

Prototyping serves to test ergonomics and the user journey before any development. It also enables gathering stakeholder feedback and aligning the project vision.

Validating Ergonomics and User Experience

The prototype provides a visual support for evaluating ergonomics: element layout, readability, accessibility, and graphical consistency. Users interact with the screens as if they were functional, revealing blocking points or misunderstandings.

In sum, the interface is tested in an almost real-life setting without exposing the company to risks related to untested code. Feedback is structured and based on concrete scenarios rather than abstract specifications.

This step significantly reduces rework once development begins, as major adjustments have already been identified and validated by users.

Previewing and Optimizing the User Journey

Beyond ergonomics, the prototype allows simulating different branches of the journey: account creation, navigation between modules, error handling, or action confirmations. Each path is tested to ensure optimal fluidity.

This makes it possible to measure path length, ease of use, number of clicks when relevant, and clarity of feedback messages. If a process appears too complex, it is simplified or reorganized before development.

This iterative work on the user journey contributes to increasing end-user satisfaction and reducing abandonment rates at launch.

Collecting Feedback and Aligning Stakeholders

The prototype serves as a concrete asset during validation workshops: business executives, UX/UI designers, IT, and operations teams share the same view of the forthcoming tool. Feedback is factual and focused on improving the experience.

Discussions are more efficient because they comment on an interactive mockup rather than specification documents. Misunderstandings are limited, and decisions are made more quickly.

This early collaboration strengthens team engagement and provides a shared vision of the product, essential for the success of tailor-made projects, whether it’s an internal application or a client portal.

Example of Prototyping in the Insurance Sector

A Swiss insurer held a series of workshops where each Miro-based prototype was tested with business managers and IT teams. Real-time adjustments reduced the functional specification phase by 30% and ensured better adoption of the future tool.

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Benefits and Limitations of Prototyping

The prototype prevents costly design errors and accelerates decision-making. However, it does not test performance, technical feasibility, or security.

Cost Reduction and Time Savings

By detecting interface adjustments before development, prototyping limits rework and code rewrites. Each visual iteration is less expensive than a post-deployment fix.

The project budget is thus optimized. Business and technical teams quickly agree on a validated version, decreasing validation cycles and late-stage trade-offs.

In the long run, a well-designed prototype streamlines communication and reduces misunderstandings, freeing up time for implementation and scaling the solution.

Improving User Adoption

An interface tested with target users ensures that the future product will meet their expectations. Feedback inspires iterations centered on real needs, strengthening buy-in and satisfaction.

Adoption accelerates at launch: users find calibrated journeys and ergonomics they helped shape, thus shortening the learning curve.

This UX-first approach is particularly critical for internal business tools, where resistance to change can be strong if the interface seems unsuitable.

Limitations: No Technical Feasibility or Performance Tests

The prototype does not provide evidence regarding the feasibility of underlying technical choices: architectural constraints, security, scaling, or integration with existing systems still need validation during development phases.

It does not measure response times or server resource consumption. Performance, security, and scalability tests take place later, in a development or pre-production environment.

It is therefore essential to plan these technical verifications and not confuse the prototype with the operational version of the product.

Concrete Example of Prototype Limitation

A Swiss industrial equipment manufacturer prototyped its future supervision dashboard in Adobe XD. Although the ergonomics were validated, technical constraints linked to real-time data volume emerged during backend development. The architecture had to be redesigned to ensure performance, but the UX work remained unchanged thanks to the initial prototype.

How to Design an Effective Prototype: Methodology and Tools

Designing an effective prototype begins with understanding user and business needs. Next, structured collaboration with a UX/UI designer and the use of tools like Figma, Miro, or Adobe XD are essential.

Understanding User and Business Needs

The listening phase involves gathering end-user and business stakeholder expectations. Objectives, constraints, and priority use cases are identified.

Interviews, co-design workshops, and field observations help formalize personas and scenarios. This user foundation ensures the prototype addresses actual challenges.

This information directly feeds the functional requirements and guides the creation of the first wireframes.

Collaboration with a UX/UI Designer

The UX designer acts as a facilitator: they transform needs into optimized user journeys, while the UI designer takes care of visual identity and graphical consistency.

By working closely with business and technical teams, they ensure each interaction is both ergonomic and technically feasible, favoring a modular and open-source approach.

Regular mockup reviews ensure buy-in and validate choices before moving to higher fidelity.

Choosing and Mastering Prototyping Tools

Figma, Adobe XD, and Miro are among the most widely used solutions. They offer built-in sharing, commenting, and animation features, facilitating remote collaborative work.

These tools rely on reusable component libraries, ensuring graphic consistency and accelerating screen production. They also integrate with design token systems and open-source or proprietary platforms as needed.

The tool choice depends on project context, internal culture, and collaboration needs (asynchronous or synchronous).

User Testing and Rapid Iterations

Once the initial prototype is produced, user testing sessions are organized with a representative panel. Feedback focuses on screen comprehension, journey fluidity, and content relevance.

Each comment is prioritized and integrated into a rapid iteration plan. The prototype evolves over several short cycles, until satisfaction is deemed sufficient to move to development.

This iterative pace ensures the final tool is centered on business needs and that risks related to misunderstandings are preemptively eliminated.

Drive Your Digital Project with a User-Centered Prototype

In summary, prototyping is the foundation of a successful digital approach: it clearly defines the interface, tests journeys, and unites stakeholders before any technical development. This approach reduces costs, accelerates decisions, and improves final adoption by ensuring an optimized user experience.

Faced with your digital transformation challenges, our UX/UI experts, strategists, and software architects are here to support you in designing prototypes that match your business needs, as well as in developing and integrating complete production-ready digital solutions. Together, we establish agile collaboration and deploy scalable, modular, and secure tools without vendor lock-in.

Discuss Your Challenges with an Edana Expert

Agile methods and user story mapping are no longer the exclusive domain of startups; they have become the preferred levers for decision‑makers and technology leaders to bridge product vision and business value. By combining narrative breakdown, incremental prioritization, and an evolution‑ready software architecture, you safeguard your budgets while aligning stakeholders, teams, and end users.

Clarify Product Vision with Narrative Breakdown

Structuring your backlog around concrete user journeys removes the blind spots that undermine planning.

An effective user story mapping exercise starts with a user‑experience‑centered narrative. Rather than piling on abstract “features,” you visually map each key action (called user story)—from discovery through retention. This narrative approach gives sponsors an immediate view of the value chain, while the technical team spots critical dependencies in the very first iteration. The result: fewer back‑and‑forths, fewer guesses, and a roadmap everyone understands.

A simple collaborative board (Figma, FigJam, or even a Confluence wiki) is enough to represent epics, activities, and tasks. What matters is not the tool but the level of granularity: fine enough to guide the development of custom features, yet broad enough to stay strategic.

Take the example of one of our clients, a Romandy‑based company with 150 employees that wanted to digitize its industrial maintenance process. The user story mapping workshop we ran with their teams revealed that the first delivery should focus on mobile field‑data collection before automating scheduling. This clarity allowed them to spread a CHF 450 k budget over three targeted releases centered on specific sets of user stories, each delivering measurable ROI—the 30 % reduction in machine downtime funded the next phase.

Prioritize Deliverables to Maximize Project ROI

The value‑effort matrix turns your backlog from a wish list into a true business plan.

Once the narrative map is in place, the real challenge is deciding what to build first. As an IT project manager, you often have to balance commercial pressures with technical constraints. By crossing perceived user value with estimated effort (story points, T‑shirt sizing, or actual budgets), the value‑effort matrix provides an objective ranking. It transforms steering‑committee meetings into data‑driven decision sessions rather than debates of opinion.

At Edana, we advocate dynamic prioritization: each sprint revalidates ROI hypotheses before freezing its scope. That requires actionable metrics—acquisition cost, MRR, NPS—rather than isolated technical KPIs. Thanks to a modular technology stack (for example, TypeScript on the front end; Nest.JS or Laravel on the back end, depending on context), we can quickly measure the impact of new features in production without rebuilding everything.

For a German‑speaking Swiss insurer we support, the initial mapping unearthed 120 stories. By applying the matrix, only 35 were scheduled for V1, yet they covered 85 % of the predicted customer value. Incremental deployment created a real‑world testbed: the data collected refined the roadmap, eliminating costly, superfluous development.

Synchronize Teams and Stakeholders with Tailored Rituals

Context‑calibrated rituals replace methodological orthodoxy with operational efficiency.

Agile isn’t just a scripted set of ceremonies. Stand‑ups, reviews, and retrospectives only add value if they reduce uncertainty and streamline communication. In mid‑sized organizations, a fifteen‑minute daily stand‑up may suffice; in multi‑team programs, a weekly multi‑tribe sync is often more relevant. The key is maintaining the link between strategy and execution.

Edana favors a tool triangle: Jira for traceability, Slack or Mattermost for instant chat, Confluence for lasting context. All open‑source or flexible, they keep clients in full ownership of their data. We adapt cadence and artifact depth (Definition of Done, security checklists, RSE criteria) to each sector and company culture—never imposing a Scrum or Kanban dogma—and that alignment greatly improves outcomes.

In a collaboration with a luxury‑sector client, we replaced classic sprint reviews with quarterly “market demos”: clickable prototypes shown to a panel of boutiques. This hybrid ritual accelerated product‑decision cycles, cutting time‑to‑market by six weeks without burdening internal processes. Proof that Agile is crafted more than applied.

Account for Technical Requirements from Day One in User Story Mapping

Structure the story map to surface cross‑cutting layers early and curb technical debt.

Story mapping isn’t just about prioritizing user‑visible features: when well facilitated, it brings out all the “invisible” but essential requirements for product quality. Zero‑Trust security, performance monitoring, scalability… these cross‑cutting concerns often get tacked on late, generating expensive technical debt. By adding a dedicated column for these requirements in your user story‑mapping workshop, you map not only what the user does but also how it must be technically supported.

This end‑to‑end visibility lets you design a “thin slice”—an operational vertical that includes the minimal viable infrastructure—from the very first iteration. At Edana, we favor open‑source foundations (Linux, Docker, sovereign cloud like Infomaniak) to control costs, ensure data sovereignty, and achieve predictable scalability. By validating feasibility and mapping the links between functional components and infrastructure during story mapping, your team anticipates blockers and avoids delays caused by late‑stage integration of critical layers.

In a recent project for a mid‑sized Swiss industrial firm, our team integrated monitoring and orchestration stories from day one. Thanks to this early alignment, we deployed a lightweight event bus as a Node.js microservice proof‑of‑concept, while the rest of the app remained in Laravel. This modular architecture enabled a real‑time dashboard hookup without touching existing services: a 9 % marginal budget for an immediate operational‑visibility win.

By pairing user story mapping with an Agile‑evolutionary architecture, you turn potential debt into a strategic asset. Every story becomes an opportunity to choose between a standard component or a tailored development to ensure performance, security, and future‑proofing.

Conclusion: From Story Mapping to Production, Your Agile Roadmap

By articulating Agile methods and user story mapping, you gain far more than a to‑do list: you build a continuous‑delivery strategy that resonates with both CFOs and system engineers. Narrative mapping clarifies vision; the value‑effort matrix secures ROI; tailored rituals maintain alignment; and an evolution‑ready architecture preserves your technological capital. This combination—embodied by Edana’s open‑source culture and close partnership—creates a sustainable competitive advantage for your digital initiatives.

Discuss about your challenges with an Edana expert

UX has taken the world to a whole new level. Some companies were able to adapt to the idea, that UX has become more customer-centric, which is an ability to not only meet customer needs, but meet it flawlessly, some unfortunately have not. There are four approaches that need to be taken into account:

1. Attitudinal – where you listen to what your customers say
2. Behavioral – where you observe their actions
3. Generative – it helps you define the problem that you would to create a solution for
4. Evaluation – helps you evaluate already existing design

Data-based UX: a key to customer retention

Nowadays, having a good product is not enough to attract customers, you have to have a good representation of it by showing to the customer that you care about them, which will result in the growth of your brand popularity.

Do not focus only on opinions, they should also be backed up by relevant data, which can be obtained from social media, since nowadays it has the biggest influence on potential customers. The data that you collected must be thorough, unbiased and comprehensive.

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UX research methods

There are several methods that allows you to conduct a UX research:

• Remote usability testing

It allows you to interact with the users of your product in a natural environment that it is being used, be it the office, home or any other specific location. Using usability testing allows researchers, designers and product managers to uncover the pros and cons of the product and improve it later on.

• Diary studies

It is a research that is conducted for a long period and requires self-reporting of how the product works on a long run, what are the good parts and what is frustrating.

• Card sorting

In a way, it is creating cards with specific descriptions, which will be given to the clients, who will later on sort it out and give it to products based on their experience. It gives you a sense of what direction you need to work.

UX research tools

There are many types of user research methods and they use different tools. For example:

• UX research survey – which means to design a specific questionnaire about user experience.
• User groups – focus groups or targeted audience. Ask them about their experience, views or expectations, it is better to involve neutral parties for honest opinions.
• User interview – one-on-one interview with the targeted audience members.
• Ethnographic interview – it contains field studies, observation on the environment.

How to conduct UX research in 5 steps

• Objective

List the things that you need to find out about your users and their needs.

• Hypothesis

Discuss what information you already hold

• Methods

What methods are you going to use based on your project type

• Process

Consists of collecting data, using UX research methods

• Synthesis

This step is about analyzing the collected data to fill in the gaps, then presenting your hypothesis and creating a plan to improve your product based on all above mentioned information.

Conclusion

In the past, UX research was used to solve a problem that was already known.  For example, if a company had less visitors and they wanted to find the reason behind such unusual low rate compared to others, they would use UX.

But that changed and UX research has become embedded in everyday processes for the teams. It has increased the value of getting fast human insights. If in the past it only focused on problem-solving, now it changed to first find a problem that needs to be solved. UX has become customer oriented and the companies are trying to adapt to these changes, to be more competitive on the financial market.

So can you put up a competition?