Basecamp norms

Proposed Norms for Academy Staff

Basecamp Norms

What else needs to be considered?

Proposed Norms for Academy Staff

Context

Agenda

Inconsistent timelines

Inconsistent naming

Inconsistent organization

Basecamp or email

No real training

Inconsistency between teams

Frustrations staff are experiencing with Basecamp

What else needs to be considered?

Proposed Norms for Academy Staff

Context

Agenda

Ending a Project

Starting a project

Managing a Project

Proposed Norms for Academy Staff

Completing a task: The assignee(s) are responsible for marking the task complete.

Supervisors are responsible for letting leadership know of any dates that affect the project as a whole. Supervisors, working together as a leadership team, will need to adjust dates.

Supervisors will work with their team to fill out the task

Consistently use the terms from the Course Launch Process

Managing a Project: To-Do Lists

Use the Message Board to send project announcements

Use Boosts to send a quick message

If you need a quick response, enter a time/date (turnaround time)

Add qualifiers if possible (FYI, Please Respond, etc.)

If you cannot respond soon, respond to say when you will be able to respond

Responding to Tags

When you have an update or question, be sure to tag staff in your comment so they will be notified.

Managing a Project: Communication

Under “Hey”, select the three dots next to the item and select “mark as unread” to keep the item at the top of your list of notifications.

Staff need to decide how they choose to stay informed

It is expected that you check BC at least one time each day

Setting up email notifications for when someone tags/pings you

You can also choose to have Basecamp open in a browser tab daily and use the “Hey” notification

Managing a Project: Managing Notifications

If a course needs to be adjusted.

Changes to template

Avoid embedding files in BC (unless still in draft form)

Link documents and files

Managing a Project: Docs and Files

Teams can decide to use the card table tool to manage tasks for individual modules/sessions within the main project card.

Managing a Project: Card Tables

Whatever the method, staff should attempt to notify colleagues of absences if absence will affect shared work/projects

To ensure timelines are accurate and attempt to anticipate timeline changes.

Supervisors will discuss projects in Basecamp (at least monthly)

Supervisors will discuss projects in Basecamp (at least monthly)

Supervisors will discuss projects in Basecamp (at least monthly)

For unexpected extended out-of-office that will have an impact on the timeline of the project, send a message in basecamp

Managing a Project: Project Management

Ending a Project

Starting a project

Managing a Project

Proposed Norms for Academy Staff

What else needs to be considered?

Proposed Norms for Academy Staff

Context

Agenda

Training

How do we better train all staff for consistency?

What else needs to be considered?

Comments

• Times on tasks are GENERAL, and will depend on many things: project size, priority, team capacity, etc.)

• Supervisors will work with their team to estimate actual time needed for each project then return to leadership to add dates to the project

• Leadership will add start/end dates to the project

Simplify Course Launch Process template

Supervisors are responsible for adding their team members to the project and ensuring they know how to use Basecamp

• To Do template (include team name per task estimated timing - teams will revise timing based on project needed)

Project template to-do list will include an estimate of “soft” time for tasks

Leadership creates project cards using the approved project template

One project card per project/course

• For projects that involve all teams

• Times on tasks are GENERAL, and will depend on many things: project size, priority, team capacity, etc.)

• Supervisors will work with their team to estimate actual time needed for each project then return to leadership to add dates to the project

• Leadership will add start/end dates to the project

Simplify Course Launch Process template

Supervisors are responsible for adding their team members to the project and ensuring they know how to use Basecamp

• To Do template (include team name per task estimated timing - teams will revise timing based on project needed)

Project template to-do list will include an estimate of “soft” time for tasks

Leadership creates project cards using the approved project template

One project card per project/course

• For projects that involve all teams

Leadership to decide if a project should be archived (need to ensure that no one is continuing to access the content).