Basecamp norms

Basecamp Norms

Proposed Norms for Academy Staff

Agenda

Context

Proposed Norms for Academy Staff

What else needs to be considered?

Frustrations staff are experiencing with Basecamp

Inconsistent organization

Inconsistency between teams

Inconsistent naming

Inconsistent timelines

No real training

Basecamp or email

Agenda

Context

Proposed Norms for Academy Staff

What else needs to be considered?

Proposed Norms for Academy Staff

Managing a Project

Starting a project

Ending a Project

Managing a Project: To-Do Lists

Consistently use the terms from the Course Launch Process

Supervisors will work with their team to fill out the task

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.

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

Managing a Project: Communication

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

Responding to Tags

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

Use Boosts to send a quick message

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

Use the Message Board to send project announcements

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

Managing a Project: Managing Notifications

Setting up email notifications for when someone tags/pings you

Staff need to decide how they choose to stay informed

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

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

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.

Managing a Project: Docs and Files

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

Link documents and files

If a course needs to be adjusted.

Changes to template

Managing a Project: Card Tables

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

Managing a Project: Project Management

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

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

Proposed Norms for Academy Staff

Managing a Project

Starting a project

Ending a Project

Agenda

Context

Proposed Norms for Academy Staff

What else needs to be considered?

What else needs to be considered?

Training

How do we better train all staff for consistency?

Comments

• For projects that involve all teams

One project card per project/course

Leadership creates project cards using the approved project template

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

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

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

Simplify Course Launch Process template

• Leadership will add start/end dates to the project

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

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

• For projects that involve all teams

One project card per project/course

Leadership creates project cards using the approved project template

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

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

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

Simplify Course Launch Process template

• Leadership will add start/end dates to the project

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

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

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