When working on a project with several or a whole group of people, it can be challenging to keep your work and group communication organized. There can also be confusion around how what you are doing fits in with what others are doing, and how everything comes together.This presentation looks at Basecamp, the project management software we will be using to help manage different projects across Technical Services.
To use Basecamp, you first need to receive an invitation from the TS Basecamp Administrator (Doug Brigham). The Administrator will send an invitation to your inbox. Click the address given in the invitation email.A new page will open – it will be a user registration page.Choose a username and password.That is it! You are all set up for basecamp.
If you have already been invited to a specific project, the project will be listed under projects on your personal basecamp dashboard. If you haven’t yet been added to a project, send a reminder to the admin and it should be set up soon.If you are involved in more than one project, when you log in you will see your home dashboard. If you are only involved in one project, when you log in you will see your project dashboard.This is your home dashboard. It will list recent activity, as well as a calendar. The recent activity will show both your activity, as well as the recent activity of your colleagues.On the right-hand side of the screen, there is a projects list. You can be a part of more than one project at a time. This list will only show active projects. Once a project has been completed, it is archived. Archived projects are not listed here.
Basecamp layout is consistent throughout.If you’re on your dashboard like shown here, the name of your company will be in the upper left-hand corner (the yellow circle).
Content, which will change depending on which tool you are looking at is highlighted in the blue box. On your dashboard you will see a calendar of the next two weeks and all the recent activity for any of your projects.
Additional information and filtering can be found in the column to the right (in the red box).When you click on a project title on your home dashboard, you are taken to the project-specific dashboard.
When you click on a project title on your home dashboard, you are taken to the project-specific dashboard. This dashboard has a similar look and feel to your home dashboard – but the project name will be in yellow at the top of your screen.Again, recent activity and a calendar for the project will be displayed on the dashboard. As well, a list of all of the people assigned to the project is on the right-hand side.
Basecamp uses tabbed navigation so the tabs (in the orange square) will help you navigate from one tool to the next within projects.
The messages work like a discussion forum or organized dialogue. When you click “Post a New Message” – you are able to create a new forum thread. Below the text box, you can select who to invite or "subscribe" to an email notification for this particular discussion thread. Although everyone on the project will be able to view the message, only those who you select to “subscribe” to the message will receive an email notification that a message is waiting for them in basecamp.When you receive a message in your email, if you reply in your email to the message, your reply will show as a new comment in the message thread. This saves you from having to log into Basecamp to continue a message discussion.
The To-Dos sections acts as a checklist for all tasks that still need to be completed. You can add personal to-dos, as well as assign new to-dos to your colleagues. The To-Dos on a project page are everyone’s To-Dos for the entire project. You can filter only the to-dos that are assigned to you on the right.
Calendar All of the milestones (the major project deadlines) are listed on the calendar. You can also create events such as meetings to be displayed on the Calendar.To-do lists can be attached to milestones so that you have a list of things that need to be accomplished to reach a milestone.
Writeboards are web-based text documents that allow users to easily collaborate and share ideas remotely. Each “draft” of a writeboard is saved, so it is easy to compare the newest writeboard with an earlier version. Writeboards are helpful for writing drafts of reports as well as brainstorming ideas.
The files tab is where you upload relevant documents. If you wish to amend a document that you have already uploaded, you need to download the document from Basecamp, edit your original document (in word) and then re-upload the document.
How to upload a document:Click on upload a file under the Files tab.Click browse to grab the file off your computer.Place the file in a category and/or add an optional description and then click upload the file.
Under “My Info” you can edit or add information to account (add or change an email address, phone number, etc.).
RSS FeedsAn RSS Feed is available. However, Basecamp requires that you login to your Basecamp RSS feed – so we have found it easier to just log in to Basecamp, because then the layout is retained and you can send message, and make any changes while you are there.EmailThere is an email feature available, where you can sign up for daily digest that will be emailed to you at the beginning of the day. The daily digest will compile all of the activity that took place the previous day for the project. You do have to opt-in – the button is positioned next to the RSS feed option. To opt-in to Email or RSS feeds look for the “Turn on email updates” link in the right-hand side column on the main project overview page.The opt-in works for only one project so you’ll have to repeat this for all projects you want updates for.
* Permission was obtained to use Basecamp screenshots and the 37Signals Basecamp logo.
Basecamp Tutorial Summer 2011
Basecamp Training UBC Library – Technical Services September 2011 Shannon Simpson & Danielle Westbrook
Staying Organized and Communicating Effectively Photo Belongs to VFS: http://www.flickr.com/photos/vfsdigitaldesign/5396094193/
What is Basecamp?• Basecamp is cloud-based project management software• Why use it? • It helps keep projects organized and on task. • It helps us keep track of all components of a project, who they are assigned to, when they are completed, and relevant due dates. *Logo belongs to 37Signals and Basecamp (used with permission)
Tutorial Objectives• Familiarize ourselves with Basecamp• Go over the tools included in Basecamp• Learn how to get updates on projects
Uploading Your DocumentsYou can add an optionaldescription for the documenthere.
Personal Settings/“My Info” To edit or add information to your personal setting, click “My info” in the top right-hand corner of your screen.
Basecamp Notifications• Set up notices for each project individually on the right-hand side of the project dashboard page • RSS Feeds – Need to sign in when checking the feed • Email – You must opt-in to receive daily Email digests of activity for each project • Check Basecamp Regularly