Reclaim.ai Blog

Productivity tips, calendar hacks, & product updates from the Reclaim team.

How to Schedule Jira Issues in Google Calendar
February 16, 2022

If you're part of a busy product team, you're probably staring down an aggressive task list alongside a jam-packed calendar full of team meetings, one-on-ones, and breakout sessions every week. With multiple projects in the works and hundreds of tasks on your plate – how are you supposed to find time to actually get stuff done?

Jira is an awesome popular management tool for software teams that helps you organize your projects, prioritize your workload, and build a solid product roadmap. Paired with the most popular calendar app, Google Calendar, used by over half a billion users worldwide to manage their time and schedules, you should be able to stay pretty organized, right? But, despite managing your two most important work elements (your available time and your task list), there’s still a major disconnect between knowing what you need to work on, and actually scheduling heads-down time to get it done. With ever evolving task lists and unpredictable workweeks, it’s not surprising that the average individual contributor is only able to complete 53.5% of their weekly planned tasks

It also doesn’t help that you’re facing a constant stream of interruptions all day. While you intend to stay heads-down on a task in Jira, every Slack message you pop over to answer is causing you to context switch and can cost an average of 23 minutes every time just to get back on track. And if a task requires deep focus work, you can add another 15-20 minutes to that delay to reach a flow state where you are most productive. 

So how can you better align your Jira issues, projects, and priorities with your actual availability? Let’s walk through creating this integration through Reclaim.ai so you can automatically schedule time for your Jira issues in Google Calendar, by priority, before their due date.

Productivity stats from Jira users

Here are some key task management and productivity stats surveyed from Jira users across manager and individual contributor roles:

  • Non-manager Jira users average 4.9 hours/day on task work (24.6 hours/week)
  • But only 2.7 hours/day on productive task work, and 2.2 hours/day on unproductive tasks
  • Jira users complete 50.2% of planned tasks each week vs. 53.5% industry average.
  • 25.7% of managers using Jira average more than 4 hours/day on task work.
  • On average across Todoist users, managers spend 6.1 hours/week assigning, prioritizing, and reprioritizing work for their team.
  • Managers using Todoist want to defend 12.5 additional hours/week for each member of their team to focus on task work.

What are the benefits?

You've probably heard of the widely popular (for good reason!) productivity hack called time blocking by now, or stumbled across it on one of your colleagues calendars. Time blocking is the habit of scheduling your daily and weekly tasks into “blocks” of time on your calendar so you’re able to get more done as efficiently as possible. It may sound like extra work that you don’t have time for, but time blocking has actually been proven to increase productivity up to 80% by reducing multitasking and creating dedicated time to stay focused.

Let’s walk through the benefits of scheduling your Jira issues in Google Calendar: 

  • Make more time for heads-down work
  • Stay focused on the task at hand
  • Reduce distractions & context switching
  • Defend your time from being overrun by meetings
  • Share context about what you’re working on with coworkers
  • Track your time on each project
  • Plan better sprints with realistic goals (based on your actual availability!)

So, instead of wasting another open hour between meetings poking around your Jira to-do list, let’s get your software development tool integrated with Google Calendar so you can automate your time blocking and simply look at your schedule to know exactly what to do next.

How to connect Jira & Google Calendar

Now that you’re up to speed on the benefits of integrating your Jira issue list with Google Calendar, let’s jump into how to set up the connection. We’re going to walk you through the steps to integrate using the Reclaim smart time blocking app for Google Calendar. 

Time blocking at Reclaim works with your existing schedule, and automatically finds the best time to schedule your tasks around your other calendar events, all easily managed through the Planner. Tasks are scheduled as “free” initially to placehold the time and keep your schedule flexible, but as your calendar fills up and you run out of available openings the task could be rescheduled in, the time block will flip to “busy” locking in the time.

Here’s how to get started:

(Note, if you’re the first Reclaim user in your organization, visit here first to add Reclaim to your Jira workspace.)

  1. Sign up at Reclaim.ai.
  2. Authorize Reclaim in Jira: Go to an existing Jira issue, or create a new one, and click the Reclaim button in the menu bar to give Reclaim permissions to access your Jira issues.
  3. Enable Jira in Reclaim: Finish connecting Reclaim in Jira’s onboarding process, or go to Settings > Integrations in Reclaim to enable the Jira integration.
  4. Select manual or automatic syncing: In your Jira Integrations Settings, select whether you want to manually or automatically schedule Jira issues to your Google Calendar. Manually scheduling (default) works by selecting the issues you want to schedule within an open issue in Jira, which allows for more control over what gets scheduled on your calendar. Reclaim also allows you to automatically sync all Jira issues to your calendar according to the estimated and issue due date provided, and prioritize your full list in the Reclaim Planner. 
  5. Start scheduling your Jira issues: Jira issues require a valid assignee, an estimate, a due date (or fix version, or Sprint). If you’ve chosen to manually schedule, click the “Schedule via Reclaim” button within the Jira issue, or if you’re automatically scheduling, your tasks should already be in your calendar! Check your Google Calendar or Reclaim Planner to see your new time blocks for Jira issues. 
  6. Adjust and customize your scheduled tasks: While Reclaim automatically finds time for your tasks in your calendar, you can also customize your time blocks to whatever works best for you! Use the right side menu in the Planner to prioritize your Task list, push back tasks, add more time, or check off a completed task. 
  7. Track time on tasks: Reclaim also automatically logs the time you spend working on your active issues and projects directly in your Jira issues – helping you track your time and make better estimates on issues in the future.
  8. Invite your team: Invite your team so they can integrate their Jira issues with their calendar, or assign them to coworkers’ calendars, for an even more efficient workflow that allows you to deploy more every sprint!

Visit the Jira Integration Overview help doc for more details on the Reclaim setup process.

Get more done every sprint

And you’re all set! With this intuitive integration, your Jira workflow can be improved by automatically scheduling issues into your Google Calendar according to what’s most important in your evolving task list. Now you and your team can start defending focus time for your projects and minimize unnecessary interruptions from non-priorities.

If you’re looking for even more ways to optimize your productivity, check out Reclaim’s Habits feature. While Jira holds all of your one-time tasks, Habits are basically recurring tasks for your regular work routines like weekly planning, code review, or even just blocking time for lunch! Another helpful feature that’s amazing at helping to prevent burnout for you and your team is decompression time – allowing you to automatically schedule breaks after Zoom calls or virtual meetings, so you’re not thrown right into another conference call before you’ve had time to reset. 

Remember to defend the time you need for the things that fall outside of your task list, or that time is very likely to bleed into your focus time.

As mentioned above, another major issue most professionals face is non-stop distractions and interruptions during the workweek. Unsurprisingly, a Microsoft study found that information professionals switch windows 372 times a day, or around every 40 seconds while working on completing their tasks! In large companies, the average employee is sending more than 200 slack messages per week, and it’s “not uncommon” that power users send out upwards of 1,000 messages a day

A pro tip to consider to reduce distractions – integrate Slack with Google Calendar at Reclaim so you can automatically sync your status according to your schedule and minimize interruptions by sharing context through your status. If you really don’t want to be interrupted during a deep focus work, you can block them out completely by automating DND whenever you’re in a deep focus work session for a Jira issue. 

And that’s it! We hope this tutorial and integration helps you and your team start reclaiming time for your most important priorities, and as always, we would love to hear about it. Tweet us at @reclaimai to share your feedback and experience time blocking Jira issues!

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Top 7 Time Management Tools (for Busy People)
September 23, 2021

Top 7 Time Management Tools (for Busy People)

82% of people don’t have a time management system, but there are hundreds of apps available to improve productivity for every working style. Find your best fit in the top 7 time management tools list.
Job Burnout: How to Fix at Your Workplace
September 21, 2021

Job Burnout: How to Fix at Your Workplace

Over two-thirds of employees have experienced job burnout recently, and more than 50% of all annual turnover results from burnout. See which signs to look for and how to prevent them at your company.
Top 5 Work Habits to Boost Productivity
September 14, 2021

Top 5 Work Habits to Boost Productivity

See the top 5 work habits to try to boost your productivity. If you’re seeking a promotion, trying to pivot your career, or just simply looking to step your game up in the workplace, this is for you.
Calendar Heroes: Chris Hunt, Staff Site Reliability Engineer at Stack Overflow
September 10, 2021

Calendar Heroes: Chris Hunt, Staff Site Reliability Engineer at Stack Overflow

Working on a team that is spread across 10 different time zones and our Calendar Hero, Chris Hunt lets us in on how he is able to do it. Check it out!
Durable Identity: Employee-Friendly SaaS for Life Changes
September 7, 2021

Durable Identity: Employee-Friendly SaaS for Life Changes

The average person changes jobs every 4.1 years, but you shouldn't have to re-sign up for every SaaS app that often. The future of work will be more durable - your identity will survive life changes.
Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity
August 31, 2021

Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity

"This meeting could’ve been an email.” We're all thinking it. Even 71% of senior managers feel their meetings are unproductive. Reduce meetings and boost productivity with weekly status reports.
The Best Time to Meditate? Prioritize Self-Care
August 26, 2021

The Best Time to Meditate? Prioritize Self-Care

The best time to meditate depends on your intention and your schedule. But no matter when you meditate, you can reap the benefits. The important thing is that you make time for this healthy habit.
Top 6 ADHD Organization Tools
August 24, 2021

Top 6 ADHD Organization Tools

Staying organized can feel like a constant battle for people with ADHD before you find your ideal rhythm and workflow. Here are the top ADHD organization tools to help you become more productive.
No-Meeting Days: Top 4 Advantages & How to Start at Your Company
August 19, 2021

No-Meeting Days: Top 4 Advantages & How to Start at Your Company

Are meetings consuming your workweek? 78% of people feel their meeting schedule is out of control - see how one no-meeting day a week can improve your productivity, team morale and prevent burnout.
Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman
August 17, 2021

Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman

Working as JSON Schema Specification Lead at Postman, Ben shares how he balances priorities while developing the JSON Schema strategy and it's tooling, and supports the open-source community.
Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite
August 11, 2021

Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite

Shay Kingsbury at Hootsuite shares how she balances priorities while leading merger and acquisition integration and Go To Market for Sparkcentral at the social media marketing and management platform.
Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages
August 10, 2021

Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages

Slack released a much-anticipated feature in June of 2021: scheduled sends for Slack messages. This, paired with some awesome Status syncing capabilities from Reclaim, can help you become a rockstar Slack communicator and role model for your team.
Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk
August 9, 2021

Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk

Michele Wiedemer at Synk shares how she balances priorities while developing the education training program for security champions and developers at the open source security platform.
Best Time to Exercise? Morning, Afternoon or Whenever
August 4, 2021

Best Time to Exercise? Morning, Afternoon or Whenever

Exercising for as little as 15 minutes a day can increase your lifespan by as much as 3 years, and you’ll sleep better and feel less stressed too. Here's how to optimize your workouts for the best time of day.
Make Time to Read: 5 Practical Tips for Busy People
July 28, 2021

Make Time to Read: 5 Practical Tips for Busy People

Reading has amazing benefits, and 35% of people want to do it more. It increases verbal intelligence, makes you a better leader, reduces stress, and fends off Alzheimer’s. Here are 5 tips to try out.
Calendar Heroes: Rohini Pandhi, Product @ Square
July 26, 2021

Calendar Heroes: Rohini Pandhi, Product @ Square

Rohini Pandhi, a Product Lead at Square, shares her style, tools and methodologies for balancing priorities while leading the product efforts for one of the top digital payment companies in the world.
15 Best Slack Apps for the Future of Work
July 22, 2021

15 Best Slack Apps for the Future of Work

Check out the top 15 Slack apps productive teams are using today to build and support the future of work at their organization across calendar management, project management, status updates, HR and team building.
Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge
July 19, 2021

Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge

Connor MacDonald at The Ridge shares his style, tools and methodologies for balancing priorities while leading the marketing vision for the brand that brought the world the first RFID-blocking wallet.
Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools
July 7, 2021

Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools

We get asked almost every day: what's the difference between Reclaim.ai and Clockwise? While we're both in the smart calendar space, there are some key differences to consider.
Naming Calendar Events: 5 Calendar Etiquette Tips
July 2, 2021

Naming Calendar Events: 5 Calendar Etiquette Tips

Need to create better calendar event titles to communicate context to your invitees, colleagues and incoming schedulers? Calendar communication starts with the first thing people see: the event title.
Lunch Breaks: 5 Ways to Improve Your Productivity
June 22, 2021

Lunch Breaks: 5 Ways to Improve Your Productivity

Want to improve your quality of work, energy level, and creativity? In this article, learn 5 ways in which taking a lunch will actually boost your productivity.
Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time
June 17, 2021

Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time

Learn the 5 key differences between effective vs. pointless meetings, and 3 tips to avoid unnecessary meetings getting booked on your calendar.
3 Ways to Find Work-Life Balance in the New Normal
June 10, 2021

3 Ways to Find Work-Life Balance in the New Normal

You want work-life balance, but work and life can't separate into equal halves. Forget balance, here are three ways to make work-life harmony a reality.
Reclaim just raised $4.8M in seed funding! 🎉
May 26, 2021

Reclaim just raised $4.8M in seed funding! 🎉

We're excited to announce that Reclaim has raised $4.8M in seed funding led by Index Ventures. Here's what comes next.
Pareto Principle: Using the 80/20 Rule for Priority Management
May 25, 2021

Pareto Principle: Using the 80/20 Rule for Priority Management

How to use the Pareto Principle 80/20 rule to block time for your priorities.
3 Single-Tasking Tips to Improve Your Focus
April 28, 2021

3 Single-Tasking Tips to Improve Your Focus

While you may think multitasking is a skill you can master, only 2.5% of people can do it effectively. Your brain performs best when “single-tasking”, focusing on only one thing at a time.
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