501 Commons BASECAMP TUTORIAL 2014

 Electronic project notebook or file drawer for each project  Who has access?  Everyone who is working on the project  501 Commons staff  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

You have access from any computer to  Contact info  Schedule/due dates  Program guide, templates, & resources  Project meeting notes, documents, etc.  All messages related to the project BENEFITS OF BASECAMP

Reduces confusion  Know which is the latest version of a document  Locate files notes/information from meetings Easy communication with  Your 501 Commons program manager  Your project team = 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 order. 2. Messages – you can choose who you send a message to. 3. To-Dos – you can use to track commitments from meetings, or assign tasks. 4. Calendar – keep track of milestones, list when you will be unavailable, or scheduling meetings.

4. Milestones – key due dates are shown

5. Writeboard – background info contacts, vacation schedules, etc. 6. Time - consultants can use this tool to track hours. Report hours to 501 Commons by Files – keeps an archive of documents for your project.

 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 communications in one folder for everyone (no looking through s) BASECAMP MESSAGES VS.

 Log into Basecamp  Add a comment to another message or  Create a message  Message only or  Start a message and attached a document  Choose those who should see the message  501 consultants can check “private” for messages with each other or 501 Commons. SENDING MESSAGES ON BASECAMP

 When a message is posted to Basecamp…you get an notification.  It is best to log in to Basecamp to read/reply to the message BASECAMP MESSAGES Note: 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 a 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 plan needs ED signoff Message Plan 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 Basecamp or program guide)  Keep all versions of all documents on Basecamp. (You can edit/delete your own docs.) GOLD STAR BEHAVIORS

 Open your Web browser to log in:  Bookmark the site (icon on toolbar in browser)  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 to 501 Commons.org > Volunteer>Volunteer Tools for Success to watch the four 5-minute videos501 Commons.org  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? Contact Sarah at HOW TO GET HELP