Basecamp Basics

Basecamp is the project management software we use to communicate with our team and clients. Your team is all the people working with you on a client’s project. Always stay on top of what is going on in your team’s Basecamp projects for your clients. You should also post updates as often as necessary.

Note: You cannot access our Basecamp unless someone from Operations creates an account for you and adds you to projects.

Just like TimeCamp, Basecamp is also a source of confusion for many new VAs. It is powerful, but it takes some learning and practice to take advantage of all its features, so study this module carefully.

Our Rules Related to Basecamp:

1. When you receive instructions to do a task from Dennis through email, create the task or To-do in Basecamp because if it’s not in Basecamp, it didn’t happen.

2. Observe naming conventions when creating projects or tasks in Basecamp. The names of the threads should identify the task to be done (for example, FB marketing and boosting a post).

3. When sharing presentations, decks, or guides with clients, always use the PDF file format. We only use other formats (.pptx, .docx, etc.) when we share internally.

4. When sharing documents with internal folks, never post files to Basecamp directly. Instead, upload files to our Content Factory Google Drive and share the link. Our Google Drive has unlimited storage. Our Basecamp storage is limited and costs us money every time we use it. If the file you are posting doesn’t belong to an existing thread, start a new message and include the file as an attachment.

5. Include a link every time you report an iteration or update, even though you’ve already provided the same link in previous updates. We want to make it easier for team members to get to the file. We don’t want them to waste time searching for the link.

6. Never ping Dennis. He’ll see our updates on Basecamp. There is no need to get his attention.

7. Apply #RACI where needed. Always consider who should receive a notification when adding people to the threads. Remember that clients see what you post on client threads. Internal threads, on the other hand, are private. Only team members can see and access those threads.

Basecamp will add everyone as followers when you create a new thread, so be mindful of that. Only include people who will contribute directly to the task.

Also, remove subscribers who are not directly contributing to a task on Basecamp threads. All VAs are expected to observe #RACI everywhere always.

8. Never mark your tasks as complete even though you think they’re done. Managers will do that for you after checking your work.

9. You are not allowed to delete anything in Basecamp. Don’t do it. We will know if you do.

10. Provide frequent updates.

11. Don’t ignore messages.

12. Learn how to create continuation threads.

13. Know what “rescue” and “revive” mean.

14. Always check “My Stuff” to see what’s on your plate.

Managing User Status and Subscriptions in Basecamp:

When you add someone to a project in Basecamp, they are automatically subscribed to all message boards and to-dos, which may not always be necessary. It’s important to manage user access and notifications efficiently to keep our projects organized and avoid overwhelming team members with irrelevant updates.

Follow these steps whenever adding a new team member to a specific thread rather than the entire project:

1. Adjust User Status: Initially, a user added to a project is marked as “On the Project,” which subscribes them to all communications. You must change their status to “Just Following.” This action limits their notifications and visibility to only those threads you explicitly choose.
2. Subscribe to Specific Threads: Once their status is adjusted, you can then add them to the subscriber list of only those threads they need to be involved in. This ensures they receive updates pertinent to their responsibilities without cluttering their Basecamp with unnecessary information.
3. Apply #RACI Appropriately: Remember to apply the #RACI principles when adding people to the threads. Consider who really needs to be involved and informed about specific project updates to maintain efficiency and clarity in communications.

Note: All client Basecamp threads are client-facing except for one, Updates (Internal). It is used to ensure that whatever we’re about to share with clients has been checked for quality issues, correctness, and accuracy.