System
Confluence Cloud
Short Description
Utilize Viewtracker Space Reporting features to improve your knowledge management process. This tool helps you pinpoint outdated, underutilized, or inconsistent content, ultimately optimizing knowledge accessibility throughout your organization.
Challenge
Employees struggle with information overload in Confluence due to outdated or inconsistent documentation, varying formatting styles, and difficulty locating relevant knowledge. This hinders productivity, as users spend excessive time searching for accurate information or relying on fragmented and poorly maintained resources.
Actors
👥 Joanna – Team Lead
📣 Marc – Marketing Specialist
Actors Goals
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Joanna: Access up-to-date project-related knowledge to align her team and ensure project success.
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Joanna: Ensure that team documentation follows consistent formatting and contains accurate information.
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Marc: Easily find and organize marketing assets and campaign documents.
Implementation Details
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Enable Viewtracker:
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Activate and configure Viewtracker in Confluence to track page views and engagement.
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Analyze Content Usage:
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Use the Space Report to see views, edits, and creations across pages and blog posts in the space.
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You can filter metrics by time range, content type, user type (logged-in vs anonymous), and other criteria.
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Use the extended Content & Usage Reports, now more powerful and actionable, to pinpoint underutilized and outdated articles.
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Engage Teams:
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Assign responsibility for maintaining high-priority pages to specific users or teams.
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Train users on creating and managing content in line with organizational standards.
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Monitor and Update:
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Continuously track usage and update knowledge as necessary.
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Use Case Scenario (Step-by-Step)
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Marc accesses Confluence to find marketing assets and campaign documents.
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While navigating, Marc encounters several outdated articles and formatting inconsistencies.
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The Viewtracker app is enabled, generating detailed Content & Usage Reports to identify which pages have low engagement or outdated content.
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Joanna reviews the Space Report provided by Viewtracker to assess the overall health of her team's space in Confluence.
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Joanna uses the Content & Usage Report to identify which pages require updates, consolidation, or removal.
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Joanna assigns team members to update key articles and standardize formatting across pages using pre-approved templates.
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Updated knowledge resources become more accessible and are monitored for engagement via Viewtracker to ensure continued relevance.
Outcome
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For Actors:
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Joanna: Improves content quality and consistency within her team's space.
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Marc: Navigates and organizes marketing materials without difficulty.
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For the Company:
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Reduces inefficiencies caused by outdated or inaccessible knowledge.
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Encourages better knowledge sharing and collaboration.
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Improves employee productivity by ensuring access to consistent and accurate information.
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Additional Information
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Use apps like Navitabs or Advanced Panelboxes for better navigation and visual layouts in Confluence.
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Pair with Atlassian Intelligence to assist in identifying inconsistencies and recommending fixes automatically.
Content
Why the Marketing and Communications team needs Confluence analytics