501
Commons

WHAT IS BASECAMP?
 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

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
Reasons to use
Basecamp

BENEFITS OF BASECAMP
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!

NAVIGATING BASECAMP
 These are the sections of the folder

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 email.
7.
Files – keeps an archive of documents for your project.

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 communications in one folder for everyone (no looking through emails)

SENDING MESSAGES ON BASECAMP
 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.

BASECAMP MESSAGES
 When a message is posted to Basecamp…you get an email notification.
 It is best to log in to Basecamp to read/reply to the message
Note:
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 a 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 3-25-
14 BG
 Arts for All Springboard Plan 6-21-14 EF

GOLD STAR BEHAVIORS
 Start with a message when you upload a document unless you are just replacing a document you uploaded earlier.
• Final plan needs ED signoff
Message
Upload File
• Plan
• 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 Basecamp or program guide)
 Keep all versions of all documents on
Basecamp. (You can edit/delete your own docs.)

ACCESSING BASECAMP
 Open your Web browser to log in: https://npowerseattle.basecamphq.com
 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

HOW TO GET HELP
 Go to 501 Commons.org
>
Volunteer>Volunteer Tools for Success to 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?
Contact Sarah at sarah@501commons.org