Challenge

As the technology consultancy Thoughtworks grew, its ecosystem of collaboration tools expanded with it. Trello was the most used enterprise-wide, with 3,500 users using at least 6,000 active boards. To support future scalability, the enterprise made a strategic decision to consolidate their collaboration tools into a Jira centralized work hub.

The enterprise wanted to gain more centralized control and visibility over key projects and data, and introduce more streamlined, integrated ways of working for future scalability. To do so, they needed to replicate Trello’s complex environment in Jira. This meant migrating an enormous volume of data and mapping the functionality of 45 Trello power-ups. To navigate these technical intricacies, Thoughtworks partnered with ServiceRocket.

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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

With ServiceRocket’s help, Thoughtworks achieved the following:

• Successful data migration and integration: 1,000 Trello boards were migrated to Jira. Around 16 to 18 native Jira functions replaced the functionality of 45 Trello power-ups. This reduced 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: Team productivity improved thanks to powerful automation. It reduced the 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.