Tools for Jira
Tools for monday.com
Team: Engineering and Software Development Teams
Company: NDA
Industry: Machinery Manufacturing
Employees: ±3,000
Problem
The company is a world market and technology leader in the field of cooking appliances with a mission to provide their customers with the best tool. Building great products requires great workflows and a structured approach to product execution.
Their internal processes are governed by the principle of “99 quality checks” – a framework broken down into 9 product phases with 99 clearly defined steps across different departments. In addition, they have a standardized process for creating and managing a Jira project, which consists of 27 steps.
With almost 200 Jira projects in Jira and thousands of employees, the company faced three main challenges:
- Progress tracking: Teams needed a clear view of what had been completed and what was still outstanding within each workflow phase.
- Process documentation and reusability: Recreating complex step-based processes from scratch – especially as subtasks – is time-consuming and error-prone.
- Jira cleanliness and usability: Engineering teams required work items, one step smaller than subtasks, but couldn’t afford to clutter Jira or lose traceability tied to unique issue keys.
We needed to document our processes in smaller pieces of work without all the overhead, one unit smaller than a sub-task, more flexible. Sometimes you don’t need the reporter, commenting, history and all of that. That’s where Smart Checklist checked a lot of boxes for us.
Solution
The company implemented Smart Checklist to transform how their teams manage work inside Jira. Starting in 2021, Smart Checklist quickly became essential to both Engineering and Software Development teams. Instead of building extensive subtask trees or external documentation, teams now rely on reusable Smart Checklist templates that embed process steps directly into Jira work items.
We have a standardized way of working, and instead of just documenting it somewhere else, we’ve added Smart Checklists directly into the work items.
Since each issue key represents a specific engineering change, it must remain unique. To avoid subtask overload and maintain traceability, Smart Checklist allows them to break down work into checklist items – keeping the work item view focused, flexible, and Jira clean.
Instead of using subtask they ended up using Smart Checklist because it runs under the same issue key, while being a smaller piece of work without all the overhead.
By integrating Smart Checklist with Automation for Jira, the company is able to track checklist progress and trigger workflows based on checklist item status – without needing manual updates. This automation is essential in managing their “99 steps” framework and supporting decisions at every stage.
The process of creating and maintaining every new Jira project follows a set of 27 standard steps. These are managed with a Smart Checklist template, applied automatically to issues, saving time and ensuring consistency across departments.
When setting up a new Jira project, the company conducts an interview with the project responsible to understand the workflows and tooling needs. Since Smart Checklist can be enabled per project, it is added only if it supports the specific processes planned for that project. This targeted approach prevents interface overload and ensures every app in the Jira environment has a purpose.
The team also highlighted the seamless JCMA-supported migration from Jira Server to Cloud where Smart Checklist’s performance and automation capabilities remained strong, making the transition easier for teams already using the tool.
Results
- Documented & automated workflows: Smart Checklist templates enforce standardization across departments and projects without manual effort.
- No cluttering with subtask: Teams break tasks into actionable pieces of work inside the issue itself.
- Unique issue key per task: changing subtasks with checklists preserves both process breakdown and issue key per engineering change.
- Automation-driven efficiency: Integration with Automation for Jira ensures workflows move without supervision.
- Tailored interface: Smart Checklist appear only where needed – keeping Jira projects clean and efficient.
- Cloud JCMA-supported migration: the company migrated from Server to Cloud without disruptions in their checklist-based processes.
The achieved success with Smart Checklist is rooted in the ability to manage complex workflows with flexibility, precision, and minimal overhead. With thousands of employees and high standards for process control, Smart Checklist continues to deliver exactly what their teams need – checklists that work where the work happens. Whether it’s tracking the 99 precision steps or launching new projects with consistency, Smart Checklist helps the company make processes work.
