User Story template for Jira

What is a user story template?

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A user story template is a pre-defined format for documenting and managing stories. It typically includes fields for the story's title, description, acceptance criteria, and other relevant details. 

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By using a story template, you can ensure that all stories are documented in a consistent and organized manner, which makes it easier to manage them over time. On our side, we offer a variety of Jira templates to choose from, each tailored to best suit a department's needs. 

Who can create a user story in Jira?

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You might wonder, “Who can create a user story in Jira?” The answer is just about anyone on the team. While certain roles might be more involved in writing user stories, anyone with valuable insight can contribute. Let’s break it down:

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Product owners

They are typically responsible for most user stories. Their job is to understand the user’s needs and turn them into stories that guide the team’s work. Product owners often review and prioritize the stories to ensure they align with their goals.

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Project managers

Project managers can also create user stories, especially when closely involved in the daily operations. They ensure the team stays on track and the user stories are clear and actionable.

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Developers

Developers create user stories when they identify technical improvements or features that benefit the user. While they usually focus on how the story gets done, their input can be useful in determining what’s possible or needed.

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Designers

Designers understand the user experience and can create stories about new features. Their perspective helps ensure that stories focus on making things easier or more intuitive for the user.

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Customer support team

Since they interact directly with users, customer support can offer insights into user pain points. They can create user stories based on real problems that customers are facing, helping the team focus on practical improvements.

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Benefits of creating user stories in Jira

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Using Jira to create user stories offers several advantages that help teams stay organized and focused on delivering value. A user story:

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• Keeps the team focused on delivering features that truly matter to the user.
• Promotes clear communication so everyone can easily understand what’s required.
• Helps teams prioritize the most critical tasks, ensuring the most important features are delivered on time.
• Helps teams break down tasks into manageable chunks, track progress, and adapt to changes as needed.

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How to create a Jira story template?

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There are three primary methods to create reusable story templates in Jira, as described below.

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Manually copy/pasting the template

For smaller teams or infrequent issue creation, you can manually copy/paste a template into each new issue. You will find at the top of this page a ready-to-use story template.

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Cloning issues in Jira

If you prefer a built-in Jira solution, you can use the Jira cloning feature to create templates. Here’s how:

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1. Open the issue you want to use as a template.
2. Click the “More” button (three dots) in the top-right corner and select “Clone.”
3. Adjust the clone settings, such as whether to include sub-tasks and links to the original issue.
4. Create the cloned issue.

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While cloning is convenient, it has limitations:

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• It doesn’t support cloning Epics with child issues.
• No variable support for dynamic fields.
• Manual adjustments are needed after cloning.

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Using a 3rd-Party App

For more efficient management, using a third-party app like Issue Templates for Jira Cloud simplifies the process. These apps allow you to:

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• Create templates once, reuse them repeatedly: Design a template once and reuse it across projects with just a few clicks.
• Pre-Fill issues automatically: No need to manually copy and paste text. The app automatically populates fields, reducing the chance of human error.
• Advanced configuration options: You can use dynamic variables like <<Assignee>>, <<Priority>>, and <<Story Points>> for flexibility in issue creation.
• Support for Hierarchical Templates: Create complex templates that include parent issues like Epics and their related Stories or Subtasks.

Best practices for creating effective User Stories

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Creating user stories is an essential part of agile project management, ensuring that the development team clearly understands the requirements and goals from the user's perspective. To help you craft user stories that are effective, actionable, and aligned with your project objectives, we've outlined some best practices that you can follow. Whether you're new to user stories or looking to refine your approach, these tips will guide you in creating stories that drive successful outcomes.

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Follow the INVEST criteria

A good user story adheres to the INVEST criteria, which ensures it is well-structured and valuable:

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• Independent: Ensure that the story can stand alone without relying on other stories. This makes it easier to prioritize and implement.
• Negotiable: Keep the story flexible. It should be open to discussion and refinement during the development process.
• Valuable: Focus on delivering value to the end user or customer. Every story should contribute to a meaningful outcome.
• Estimable: The story should be clear enough that the team can estimate the effort required to complete it.
• Small: Break down stories into manageable pieces that can be completed within a sprint. Smaller stories are easier to plan and execute.
• Testable: Ensure there are clear criteria to verify that the story is complete and meets the user’s needs.

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Use the 1-line user story template

When writing a user story, it’s helpful to follow a simple template:

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“As a [type of user], I want [an action] so that [a benefit].”

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For example: "As a customer, I want to reset my password so that I can access my account if I forget it." This structure keeps the focus on the user’s needs and the value the story will deliver.

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Define clear acceptance criteria

Acceptance criteria are the conditions that must be met for the story to be considered complete. These should be:

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• Detailed: Outline exactly what needs to be achieved.
• Specific: Avoid ambiguity to prevent misunderstandings.
• Testable: Ensure that criteria can be easily validated once the story is implemented.

Having clear acceptance criteria helps the team understand what’s expected and ensures that the story delivers its intended value.

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Keep stories user-centric

Always write user stories from the perspective of the end user. Avoid framing technical tasks as user stories. Instead, focus on the user's experience and how the story will improve it. This approach ensures that the project remains aligned with user needs and business goals.

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Break down large stories

If a user story is too large or complex, it’s better to break it down into smaller, more manageable stories. Each smaller story should still provide value on its own and adhere to the INVEST principles. This makes the development process more efficient and helps maintain momentum during sprints.

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Prioritize with stakeholders

Collaborate with stakeholders to prioritize user stories based on business value and impact. Prioritization ensures that the most critical features are developed first, aligning with strategic objectives and maximizing the project’s value.

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Maintain a clear Definition of Done (DoD)

Ensure that every user story aligns with the team’s agreed-upon Definition of Done (DoD). This might include requirements like code completion, testing, documentation, or other necessary activities. Having a clear DoD helps the team maintain consistent quality and ensures that nothing is left incomplete.

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Link stories to larger goals

Associate user stories with larger epics or initiatives. This helps to ensure that every story contributes to broader project goals and provides a clear traceability of how individual stories fit into the overall strategy. Linking stories in this way also aids in project management and reporting.

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Utilize Labels and Components

Use Jira’s labeling and component features to organize and categorize stories. This organization helps in filtering and reporting, making it easier to track progress and ensure that related stories are managed together.

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Include all necessary details

Make sure each user story includes relevant attachments, links, and detailed descriptions. Providing all the necessary information upfront ensures that the team has everything they need to work on the story without needing to search for additional context.

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Involve the team in story creation

User stories should be created in collaboration with the development team. This ensures that the stories are feasible, well-understood, and aligned with the team’s capabilities. When the team is involved in the creation process, they are more likely to be engaged and motivated to deliver high-quality work.

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Regularly groom the backlog

Continuously review and refine stories in the backlog to keep them relevant, clear, and prioritized according to the latest project needs. Regular backlog grooming helps to keep the project on track and ensures that the team is always working on the most important tasks.

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Encourage communication and collaboration

Use Jira’s commenting and notification features to keep all stakeholders informed and involved. Open communication is crucial for addressing any issues or changes quickly, ensuring that the project remains on track and that everyone is aligned with the goals.

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Test and iterate

After a user story is completed, gather feedback from stakeholders or users. Use this feedback to refine future user stories and improve the development process. Continuous improvement is key to delivering high-quality products that meet user needs.

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By following these best practices, you can create user stories in Jira that are clear, actionable, and aligned with your project’s objectives. These stories will not only guide your team through the development process but also ensure that the final product delivers real value to your users.

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