How to Create a Task in Basecamp

We have a saying in Content Factory that if it’s not in Basecamp (BC), it didn’t happen. It suggests that any task (that will take longer than 10 minutes to complete) should be a Basecamp To-do. It makes sense because things get lost easily in email while in BC, there is tracking.

A task or To-do is something that we create in BC before working on a task. Creating To-dos is not reserved for Operations folks and managers only, especially since Dennis can go directly to a VA to assign a task. It usually starts with an email from Dennis where he instructs a VA to do something.

The VA is expected to create a To-do thread in Basecamp from that email if the task is estimated to take longer than 10 minutes to complete. If you know it’s going to be a quick task that can be completed in 10 minutes or less, just go ahead and do it. There is no need to create a BC thread for it.

You can also create tasks and assign them to other team members. The process is the same. Just assign it to a VA, and set a due date for it (usually within a week).

Most of the time, people will be writing down actionable points after meetings. Other times, your Team Lead or your Project Lead will casually mention an instruction but will not create a task for you in Basecamp. As the person responsible for getting stuff done, you should take it as a given that you should create a task entry for tasks you cannot complete within 10 minutes.

How to Create a Task in Basecamp

Please refer to the Operations Process Guide for a more detailed explanation of this lesson.

Step 1: Check for a duplicate in Basecamp

You should always check first if the task is already existing in BC.

Step 2: Determine the project

After confirming that there is no duplicate, you should look for the project where the task should be created. It will take you some time to be familiar with this part. As you get used to Basecamp, you will learn what belongs where.

Step 3: Create a To-do

Once you find the right project, click on To-dos.

Click on “+ New List”

Step 4: Populate the fields

Fill in the fields. You don’t need to go into great detail here because there is another box to fill up after you complete this one. However, make sure that the name is descriptive enough. Press “Add this list” when done.

The name of the task must be a command. In other words, what you write must be in imperative form that starts with an action word plus the important details of the task.

If you need to make sure that you have access to a client’s business account, using Access as the name of the task is too vague and does not allow your team members to understand at a glance what they need to do. Using the phrase “Obtain Access to John Smith’s Facebook Business Manager” is better since it tells the reader what we need to do, who we’re getting access from, and what we’re getting access to.

Describe this to-do… = Describe exactly what you’re going to do.

Assigned to = The person assigned is the one who will perform the task or the R in #RACI.

When done, notify = This is usually the Project Lead, Assigner, Team Lead, and Dennis.

Due on = By default, set the due date to 1 week from the day the task was created. Occasionally, Project Leads or Team Leads will identify a specific date for certain tasks.

Notes = Link to the thread where you received the instructions if any. Link to the files, images, and videos that you will be using to accomplish the task. It’s better to write these things down now before you forget. You can even paste the quote verbatim. Consider if the task is assigned to someone else later on, what does that person need to know to execute it successfully?

Keep tasks for clients within client projects.

Keep in mind that the task must be S.M.A.R.T.

• Specific
• Measurable
• Achievable
• Relevant
• Time-oriented

Step 5: Add subscribers

Subscribers are people who should be informed about your progress for the task. Only add people who are part of the task’s #RACI. Don’t get carried away here. If there are more than four people subscribed to a To-do, that’s usually an invitation to apply #RACI.

Basecamp Notifications

Basecamp sends notifications to the person assigned to a task.

It will send notifications to the person (or people) assigned at 9:00 AM:

1. the day before the due date
2. the day it’s due
3. a day after it’s late
4. a week after it’s late

Don’t use Basecamp for:

• your personal entry for your personal task list
• tasks for studying, watching a guide, or taking a course
• reminders

To complete a Basecamp task:

1. Link to the next task if any.

• Enumerate the next steps for the task that you did.
• Search within the project if someone created the task for the succeeding steps.
• If no one created a task for the succeeding steps, create them yourself.
• Post all the succeeding tasks within the first task.

2. QA your work. All VAs of the company should be able to competently QA their own work. Use our checklists as your guide.

3. Do not mark off your own task as complete. Dennis or one of the managers will do that for you after checking your output.