Confluence Cloud is more than just a collaboration platform. With the right deployment plan, it can be launched as an intranet or customer-facing support portal.
Go even a few steps further and you can deliver a cloud team workspace for your employees and create a unified digital workplace for your organization that can support remote or hybrid environments.
Regardless of how you choose to deploy your Confluence Cloud, the most important aspect is making sure that your users are actually using the platform and can do their work efficiently there.
A lot of times when a new solution is leveraged, user adoption is not factored into the digitization strategy, and that leads to a low adoption rate, unchecked silos, and prolonged inefficiencies.
Making Confluence Work for Your Team
While Confluence is relatively easy to use and can support company-wide operations from human resources to software development, IT directors and system admins still need to make sure that they are delivering an instance that meets the needs of their users.
This is because out-of-the-box Confluence’s capabilities can be limited. So, if you want to expand certain features to support users’ needs, then you must leverage the right apps.
But before that, some questions that you can ask to evaluate the usability of Confluence are:
- Can different operation teams build robust knowledge bases effectively?
- Can admins maintain document organization consistently?
- Can users navigate the spaces and pages across the wiki easily?
- Can users collaborate effectively with colleagues/partners residing outside of Confluence?
- Do users have accessibility to everyone they need to work with in a remote/hybrid environment?
If there are circumstances that hinder users from achieving any of the above, then the apps below can help you.
Driving User Adoption with Confluence Apps
It pays to invest in the right additional capabilities. You’ll not only be able to overcome Confluence’s limitations, you can also establish your very own use cases to escalate documentation processes and improve workflow.
Learn how you can deliver a better instance with the following apps.
Metadata is data about your data. It gives your data context and allows for elaborate and accurate data categorization. Below is an example of metadata about Atlassian.
Caption: Source: Metadata Magic
In Confluence, metadata elements and management capabilities are very limited. The closest thing to metadata you can get is the labeling feature, which has to be added manually. Even the page properties are not flexible enough to let you add metadata fields that would actually help users when searching through the wiki.
This is why Metadata for Confluence is one of the most comprehensive solutions you can leverage as it allows you to
- maintain a structural organization in one or multiple spaces,
- boost content discoverability regardless of naming conventions,
- build a directory based on content from multiple sources,
- achieve user-friendly content navigation via the app’s overview macro,
- and improve content accessibility.
More importantly, having extensive metadata management capabilities allows you to create new page structures and templates which then boost documentation processes for different operations teams.
Check out the product catalog and project portfolio pages below. The app enables admins to manufacture metadata fields like product owner, product name, and software architect.
Next is an app dedicated to improving the navigation across an instance, regardless of its size.
Any growing business knows that as its Confluence gets bigger and holds more content, it gets significantly harder to navigate through all the spaces and pages.
In other words, information would be more difficult to find – especially for new users. While users can star pages that are frequently visited by them, it doesn’t help if they have a long list of starred pages, as it will be hard to keep track of all of them.
As an admin, you must always make sure to reduce the time users spend searching for information as it can easily disrupt productivity.
Enter SubSpace Navigation for Confluence. The app enables admins to arrange spaces, pages, blog posts, external links, folders, and CQL queries into a single central navigation main menu.
No more cluttered and disorganized wikis that could take hours just to skim through. Personalize top-level menus using CQL so that you can deliver specific content directly to the users that need it the most.
Additionally, using CQL, you can also organize your Confluence Cloud main navigation to meet your users’ needs and create dynamic menus.
For your users to adopt Confluence effectively, you need to make sure that you can deliver an instance that fuels teamwork and allows better communication processes between team members.
Now, you need to remember that with the new remote/hybrid norms, employees need a quicker and more seamless way to get in touch with the right colleague. Asking around until they get directed to the right contact person or field expert is a thing of the past.
In a digital setting where everything and everyone needs to be more connected, an app like User Profiles for Confluence can help you bring all users to “life” by enabling users to directly contact their colleagues via Microsoft Teams.
Its integration capabilities also allow you to pull and display users’ profile information from Microsoft 365. This means that users can display their profile pictures, emails, and business phone numbers for ease of access and have this information be up-to-date automatically.
One of the most notable capabilities of the app is its contact person macro which you can add to any page so other users can directly see who they can reach out to for further discussion.
Empowering Your Confluence Users by Meeting Their Needs
There’s so much value and benefit to expanding the capabilities of Confluence to meet users’ needs that ignoring it can be damaging to user adoption in the long run.
The key here is to make the platform work for you in ways that support your operations the most. Remove hiccups in your workflow as you create a robust workspace. Try the apps above and learn more about how you can optimize your Confluence by reading “‘The Ultimate Guide to Building a Confluence Cloud Team Workspace.”