BASECAMP TUTORIAL
2011
501
Commons
WHAT IS BASECAMP?
 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
I have what
I need to be
successful
Whole
team
knows
what’s
happening
I know
what needs
to happen
and when
501
Commons
knows
what’s
happening
Reasons
to use
Basecamp
BENEFITS OF BASECAMP
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!
NAVIGATING BASECAMP
 These are the sections of the folder
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
1.
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 email. May use
this tool to track hours.
7. Files
SENDING MESSAGES ON BASECAMP
 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
BASECAMP MESSAGES VS. EMAIL
 Use Basecamp Messages instead of email
 Except for coordinating a meeting; then
consider using
 Doodle: doodle.com
 Meeting Wizard: meetingwizard.com
 Why not email?
 Basecamp keeps all project
communications in one folder for everyone
BASECAMP MESSAGES
When a message is posted to Basecamp and
the sender chooses to send it to you…you get
an email notification.
It is best to log in to Basecamp to read/reply
to the message
If you use the “Reply Above the Line” option
in an email notification, it goes to everyone
the message was sent to. You are not replying
just to the sender.
FILES ON BASECAMP
 As you post drafts you create an historical
record

Edit
You can modify/delete your own
documents (position by the document and
edit icon will appear)
DOCUMENT VERSIONS
 To edit a document, download the most
recent version, make changes, rename it,
and upload it for others to review.
NOTE: Basecamp does not support simultaneous
editing by multiple people.
NAMING DOCUMENTS
Use this naming structure:
[Name of Organization] [Program] [Document]
[date] [initials of sender]
 Community Food VIP Key Issues Report 3-2511 BG
 Arts for All Springboard Plan 6-21-11 EF
GOLD STAR BEHAVIORS
 Start with a message when you upload a
document unless you are just replacing a
document you uploaded earlier.
• Final KIR
needs ED
signoff
Message
Upload File
• KIR
uploaded
• Message
and file
sent to all
Message/File
GOLD STAR BEHAVIORS
 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.)
ACCESSING BASECAMP
 Open your Web browser to log in:
https://501commons.basecamphq.com
 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
HOW TO GET HELP
 Go the 501 Commons.org
 Volunteer>Service Corps Resources
 Watch the four 5-minute videos
 Setting up your account
 Getting comfortable navigating Basecamp
 Sending messages in Basecamp
 Using Basecamp to 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,
emily@501Commons.org