Basecamp usage guide

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Alexina Horton
8 years ago
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1 Basecamp usage guide

2 Introduction Basecamp is an online collaboration tool for managing projects. This document sets out how EIBS will be using Basecamp as a tool for tracking milestones, setting up to do lists, sending messages back and forth and generally keeping track of progress and issues. All this information is stored centrally allowing both EIBS and the client to view and comment. If you would like further information on Basecamp please visit their site: First things first. After you ve read this document, please take a moment to add or edit your contact information and upload a photo. If you don t have a photo then just upload a picture of something you like! Overview Screen Basecamp gives you a nice overview screen that shows recent activity including: to-do items, messages and writeboards, as well as showing upcoming milestones. It will also list any comments that people have made allowing you to easily see where there is new information. EIBS Ltd. easysite task specification Page 2 of 7

All this information is stored centrally allowing both EIBS and the client to view and comment. If you would like further information on Basecamp please visit their site: http://basecamphq.

3 Messages Instead of scattering s all over the place, use Basecamp message boards to keep all the discussions about a project in one centralised location. You can even specify who can see which messages. We will be using messages for all communication about the project, that way everything is stored within Basecamp and is transparent and visible to all. It would be great if all questions and requests could come in this way too. We will respond to messages as they arrive, with a maximum response time of 24 hours, within which we will send an acknowledgment and explanation of next steps. The following message categories will be used: Bug tracking Content Assets Data Design Development Training Miscellaneous EIBS Ltd. easysite task specification Page 3 of 7

We will be using messages for all communication about the project, that way everything is stored within Basecamp and is transparent and visible to all.

4 Please try to assign your messages with the relevant category as this helps us group messages by type and work more efficiently through them. We will also use a secondary classification for our messages to allow us all to see how things are going at a glance; these will be added to the message title: QUEUED: The message requires some action or a response. CLOSED: When an item is either resolved, no longer required etc. it will be classified as closed. We will always leave a final comment as to why this message is being marked as CLOSED, just so we all know what has happened and for future reference. NOTED: This means that the message contains information that is needed by EIBS or the client, but does not require any direct action. To-Do lists We will be using to-do lists as centralised lists of tasks that we can all see and comment on. EIBS will be responsible for creating the to-do lists and adding the tasks, but you are free to comment on these to offer more information, or testing feedback etc. EIBS Ltd. easysite task specification Page 4 of 7

action or a response. CLOSED: When an item is either resolved, no longer required etc. it will be classified as closed.

5 The to-do items will be grouped into separate lists based on categories specific to your project. This will allow us to have an easy overview of outstanding items and enable us to prioritise. The aim is to have several short to-do lists rather than one long one. To-do items will be added to track all tasks and they will be assigned to the person who currently owns the task. We will assign a to-do item to members of your team if we are waiting for feedback from you, and likewise once you have provided feedback, please assign the item back to one of our team. As with messages, when we close off to-do items we will always leave a little note explaining why. If applicable we will use a classification in the title to aid prioritisation, this would be P1 for priority 1, P2 for priority 2 etc. Milestones Milestones are great for scheduling project phases, due dates, and deliverables. See everything that s coming up on your calendar. Key deliverables will be added as Basecamp milestones so that we all have a clear view of what is coming down the line no surprises! It would be useful if you also added any internal milestones that could affect the project, that way there is total transparency. It is possible to link to-do lists to a milestone, for example we might link a to-do list for the installation of easysite to the milestone of when the actual installation will take place. EIBS Ltd. easysite task specification Page 5 of 7

We will assign a to-do item to members of your team if we are waiting for feedback from you, and likewise once you have provided feedback, please assign the item back to one of our team.

6 Writeboards Writeboards are like web-based Word documents. But unlike Word documents, many people can collaborate on a Writeboard at once. Writeboards keeps track of who wrote what. Plus, you can roll back to any previous version or compare versions side by side. Writeboards are great for long term storage and collaboration space. We will use them for: To-do lists that are being considered future work outside the scope of this project Reference information Meeting notes Creation of documents where both parties will have input EIBS Ltd. easysite task specification Page 6 of 7

Writeboards are great for long term storage and collaboration space.

7 Files Upload and share files, documents, images, screenshots, presentations, designs, or any other type of file. Basic version tracking is also available Screenshots are a great way to demonstrate an issue, and using Basecamp you can upload a screenshot along with a message. This will allow us to recreate your issues and come up with a speedy solution rather than having to go back and forth before we can make progress. We want to try and keep the file storage to a minimum so after you have uploaded any large files, you may find we move them off Basecamp and store them in an easysite asset manager. If and when we do this we will always put a note to say what we have done and the URL of the relocated files. Summary Messages For all communication and, to raise any new issues. To-do lists All tasks listed by category. Milestones A calendar showing key deliverables. Writeboards Meeting notes, reference information, shared documents. Files you can easily attach documents, screenshots etc. EIBS Ltd. easysite task specification Page 7 of 7

This will allow us to recreate your issues and come up with a speedy solution rather than having to go back and forth before we can make progress.

Basecamp Manual. Managing Projects Using Basecamp s Project Management Software

Basecamp Manual. Managing Projects Using Basecamp s Project Management Software 271 Grove Avenue Webster Commons - Building C, Suite 4 Verona, NJ 07044 T: 973.239.9002 www.lform.com Basecamp Manual Managing Projects Using Basecamp s Project Management Software LFORM DESIGN 271 Grove