501 Commons BASECAMP TUTORIAL 2011

 Basecamp is an electronic project notebook or file drawer  A Basecamp folder has been set up for each project  Everyone who is working on the project has access to the folder.  Result: coordination and collaboration WHAT IS BASECAMP?

Reasons to use Basecamp I have what I need to be successful I know what needs to happen and when Whole team knows what’s happening 501 Commons knows what’s happening

Easy access to  Contact info  Schedule /due dates  Tools, templates, & resources  Messages related to project BENEFITS OF BASECAMP

Reduces confusion  Know if you are editing [looking at]the latest version of a document  Locate files notes/information from meetings Easy communication with your 501 Commons program manager = More impact in less time! BENEFITS OF BASECAMP

 These are the sections of the folder NAVIGATING BASECAMP

1. Overview – any changes, new documents or messages in chronological orde r 2. Messages – you can choose who you send a message to 3. To-do – Optional: can use to track commitments from meetings.

4. Milestones – key due dates - already in your folder

5. Writeboard – contact info, vacation, background info 6. Time (Optional) consultants report hours to 501 Commons by . May use this tool to track hours. 7. Files

 Log in to basecamp  Create a message  Send Message or  Start a message and attached a document  Choose those who should see the message  Add a comment to another message SENDING MESSAGES ON BASECAMP

 Use Basecamp Messages instead of  Except for coordinating a meeting; then consider using  Doodle: doodle.com  Meeting Wizard: meetingwizard.com  Why not ?  Basecamp keeps all project communications in one folder for everyone BASECAMP MESSAGES VS.

 When a message is posted to Basecamp and the sender chooses to send it to you…you get an notification.  It is best to log in to Basecamp to read/reply to the message BASECAMP MESSAGES If you use the “Reply Above the Line” option in an notification, it goes to everyone the message was sent to. You are not replying just to the sender.

 As you post drafts you create an historical record  You can modify/delete your own documents (position by the document and edit icon will appear) FILES ON BASECAMP Edit

 To edit a document, download the most recent version, make changes, rename it, and upload it for others to review. DOCUMENT VERSIONS NOTE: Basecamp does not support simultaneous editing by multiple people.

Use this naming structure: [Name of Organization] [Program] [Document] [date] [initials of sender]  Community Food VIP Key Issues Report BG  Arts for All Springboard Plan EF NAMING DOCUMENTS

 Start with a message when you upload a document unless you are just replacing a document you uploaded earlier. GOLD STAR BEHAVIORS Final KIR needs ED signoff Message KIR uploaded Upload File Message and file sent to all Message/File

 At the beginning & end of each meeting check in on To-Do’s & Milestones (refer to BC or the schedule & expectations)  Keep all versions of all documents on BC. (You can edit/delete your own docs.) GOLD STAR BEHAVIORS

 Open your Web browser to log in:  Bookmark the site  Log in and change your password to something easy to remember  Set you browser to remember the password  There are mobile apps for smart phones ACCESSING BASECAMP

 Go the 501 Commons.org501 Commons.org  Volunteer>Service Corps Resources  Watch the four 5-minute videos  Setting up your accountyour account  Getting comfortable navigating Basecampnavigating Basecamp  Sending messages in Basecampmessages in Basecamp  Using Basecamp to track milestones and to-dos. track milestones and to-dos You will be a power user in no time! HOW TO GET HELP

 Need additional assistance?  This PPT is on the same page  Basecamp online help  Contact your project manager  Springboard: Emily Morgan, Coordinator, HOW TO GET HELP