How TPMs Can Use Jira Automation to Manage Multiple Teams Easily

Introduction: The TPM’s Coordination Challenge

Technical Program Managers (TPMs) are the linchpins holding together complex, multi-team initiatives. Juggling cross-functional dependencies, aligning diverse teams, and ensuring timely deliveries are daily hurdles. While Jira is a powerful tool for tracking work, managing multiple teams within it can become overwhelming without the right strategies.​

This TPM playbook offers a step-by-step guide to leveraging Jira automation, streamlining workflows, and enhancing visibility across teams. By implementing these practices, TPMs can transition from reactive firefighting to proactive leadership.​

Also read: Cross-Functional Collaboration: Aligning Engineering, Design, and Product Teams for Success

How to Simplify Multi-Team Coordination With Jira Workflow Automation: A Guide for TPMs

⚙️ 1. Establish a Unified Workflow Across Teams

Consistency is key when coordinating multiple teams. Divergent workflows can lead to confusion and misalignment.​

• Standardize Workflows: Ensure all teams use a common set of statuses and transitions. This uniformity simplifies tracking and reporting.

• Use Shared Schemes: Implement shared issue type schemes, screen schemes, and permission schemes to maintain consistency.​

• Implement Labels or Custom Fields: Tag issues with team identifiers to filter and report on team-specific work easily.​

🔄 2. Automate Routine Tasks to Save Time

Automation reduces manual effort, minimizes errors, and accelerates processes.​

• Auto-Assign Issues: Set rules to assign issues to team leads based on components or labels.​

• Automate Status Transitions: Configure issues to transition automatically when certain conditions are met, such as code merges or approvals.​

• Schedule Notifications: Send automated reminders for upcoming deadlines or inactive issues.​

Reference: Atlassian's best practices for optimizing automation rules

📊 3. Leverage Dashboards for Enhanced Visibility

Dashboards provide real-time insights into project progress and team performance.​

• Create Team-Specific Dashboards: Customize dashboards to display metrics relevant to each team.​

• Implement Program-Level Dashboards: Aggregate data across teams to monitor overall program health.​

• Use Gadgets and Filters: Incorporate gadgets like burndown charts, pie charts, and filter results to visualize key information.​

Also read: 5 Must-Have Jira Dashboards for Technical Project Managers

🔗 4. Manage Cross-Team Dependencies Effectively

Dependencies can become bottlenecks if not identified and managed proactively.​

• Use Issue Links: Establish relationships between dependent issues across teams.

• Implement Advanced Roadmaps: Visualize dependencies and plan accordingly to mitigate risks.​ Atlassian's guide on Advanced Roadmaps .​Atlassian

• Regular Dependency Reviews: Conduct periodic reviews to identify and address potential blockers.​

🧩 5. Integrate Jira with Other Tools for Seamless Collaboration

Integrations enhance communication and streamline workflows.​

• Slack Integration: Receive real-time notifications and updates directly in Slack channels.​

• Confluence Integration: Link Jira issues to Confluence pages for comprehensive documentation.​

• Git Integration: Connect Jira with Git repositories to track code changes alongside issues.​

• Middleware Integration: Add a smart reporting and automation layer with Middleware. The Middleware Jira Sprint Report Plugin auto-generates velocity reports, tracks blockers, and sends digestible updates—without manual follow-ups. Perfect for TPMs managing multiple teams who need real-time insights at a glance.

Also read: The Best Jira Plugins for Technical Project Managers

📈 6. Monitor and Adjust for Continuous Improvement

Regularly assess the effectiveness of your coordination strategies.​

• Collect Feedback: Engage with team members to gather insights on what's working and what's not.​

• Analyze Metrics: Review key performance indicators to identify areas for improvement.

• Iterate Processes: Refine workflows and automation rules based on feedback and data analysis.​

Also read: 15 Essential Tips for First-Time Technical Project Managers in 2025

Conclusion: Empowering TPMs with Jira Automation

Effective multi-team coordination in Jira requires a combination of standardized workflows, strategic automation, and continuous monitoring. By implementing these practices, TPMs can enhance collaboration, reduce manual overhead, and drive successful program outcomes.​

For TPMs seeking to further streamline their processes, the Middleware Jira Sprint Report Plugin offers advanced features to automate reporting, visualize progress, and identify blockers across teams. Integrating this plugin can elevate your Jira coordination to the next level.

FAQs

1. What are the three components of an automation rule in Jira?

An automation rule in Jira is made up of:

• Trigger – This starts the rule, like when an issue is created or updated

• Condition – This checks if the rule should continue, like verifying issue type or status.

• Action – This is what Jira will do, such as sending a notification or changing a field

Together, these parts create a rule that can run automatically and save manual work.

2. What are the benefits of Jira automation?

Jira automation helps teams work faster and smarter. Here’s how:

• It cuts down on repetitive tasks.

• It keeps workflows consistent and error-free.

• It improves team communication by sending alerts and reminders.

• It gives you more time to focus on strategy instead of admin work.

For TPMs managing multiple teams, automation can seriously reduce coordination headaches.

3. How to create a global automation rule in Jira?

To set up a rule that works across projects:

1. Go to Jira Settings > System > Global automation.

2. Click Create rule.

3. Choose a trigger, then add conditions and actions

4. Save the rule and turn it on.

This type of rule is ideal for teams working on shared processes across projects.

4. What is the automated steps library in Jira?

The automated steps library in Jira gives you ready-made blocks like triggers, actions, and conditions. You can pick from these to build rules easily without writing code. It’s a fast way to automate things like reminders, updates, or transitions.