Challenge

When ServiceRocket began their partnership with Thoughtworks, they found that a sprawl of collaboration tools was actively hindering the enterprise’s ability to scale and gain essential project visibility. The global technology consultancy faced a significant operational hurdle as their primary collaboration tool, Trello, had grown to at least 6,000 active boards used by 3,500 users. This massive fragmentation hindered the enterprise's ability to scale, resulted in data silos due to poor integration, and prevented leadership from gaining central oversight over projects. Furthermore, replicating their complex environment meant migrating this enormous volume of data while also replacing the functionality of 45 Trello power-ups, which demanded a partner with specialized, deep migration expertise.

Solution

ServiceRocket implemented a four-phase approach that focused on data integrity and user adoption.

• Foundational Jira setup: Built a solid Jira foundation by translating essential Trello workflows and rules into robust Jira configurations.
• Migration blueprint: Created a detailed mapping matrix that defined how every element from the thousands of Trello boards, including which would be migrated, changed, or archived, would be handled during the migration.
• Secure execution and testing: Developed custom scripts to transfer data, which ServiceRocket and the ThoughtWorks team validated together through multiple dry runs and User Acceptance Testing (UAT) in a sandbox environment.
• Change management and user adoption: Ensured a smooth transition for thousands of employees by providing dedicated user support, troubleshooting, and comprehensive documentation.

Results

The successful tool consolidation project transformed how Thoughtworks operates, delivering tangible business results and establishing a new standard for enterprise-wide project management.

• Successful data migration and integration: 1,000 Trello boards were migrated to Jira, and the functionality of 45 Trello power-ups was replaced with around 16 to 18 native Jira functions, reducing reliance on third-party apps.
• Centralized hub for improved visibility: The new Jira platform eliminated data silos, providing a single source of truth for leadership oversight and clear project data for teams.
• Enhanced productivity through streamlined processes: The unified system boosts team productivity with powerful automation, reducing manual effort previously wasted navigating disconnected tools.
• A scalable foundation for growth: Thoughtworks now has a scalable platform, positioning it for enterprise-grade project management and future innovation.