This guide is designed to give you an overview of using Basecamp - a third party project management and communication tool.
Introduction
We use Basecamp to manage the different tasks in your implementation and to work towards completion & sign off of your project, whilst keeping all stakeholders informed of progress along the way.
Access to Basecamp
On your Kick-off call we will identify who needs access to Basecamp and you will be sent an invitation to join the project on Basecamp. You will need to set up a password for security, but note unless you physically log out you will often remain logged in on that device you are using.
Tabs in Basecamp
- Project Activity - At the bottom of your homepage is all the activity that has taken place on your project, where you can see an overview of conversations, what has been ticked off etc.
- To-Dos - This is sectioned into 3 key areas:
- Implementation Overview - There are 3 key areas of the overview - how to get support, dashboard access, and any questions that may arise.
- Review your setup - This will be where you will spend your most time. This area takes you through each setting and feature within Lean Library, and it is where you will learn how to set the features up, and confirm they are working as expected.
- Rollout and Sign-Off - This area looks at your rollout, how you can brand your extension, and promote to your patrons. We also cover what happens after implementation.
- Schedule - Any key dates can be tracked and followed here.
- Docs & Files - You can upload files as part of comments within the To-Dos which is often best when you have accompanying comments. All the files themselves can be accessed via this tab at anytime.
Email notifications
If you are included in a thread then you will receive email notifications each time someone comments, and you can even reply via email. A word of caution - a thread can grow quickly so if you are ever lost in conversation, it is often worth heading back to Basecamp to see the full picture.
Signing off on To-Dos
Note you can only sign off To-Dos by ticking the boxes in Basecamp, so if prompted on email, please use the link to get into Basecamp.
Sign off on the whole project
When the implementation project is fully completed and all other To-Dos are complete in the Implementation Overview, Review your setup, and Rollout and Sign-Off sections, you will have one final box to tick:
"I have completed implementation and I am ready to move to BAU"
Ticking this box will serve as confirmation you are satisfied with the implementation as a whole.
FAQs
- What if I need others to join the project after the kick off webinar? This is very common as once you have talked through the project with us you may decide others need to be involved. Drop your project manager a message on Basecamp post-call with the additional user’s full name, email address, phone number, and role in the project. A further invite(s) can then be sent.
- I’ve not been included in a To-Do thread conversation, but I need to see what has been said. What can I do? The beauty of using a tool like Basecamp over email communication is that conversations are organised by sections, or under individual To-Dos or messages. This means that, at any time, you can go into Basecamp and catch up on what you have missed, and even get involved by adding a further comment. Top Tip: Use the Project Activity for an ‘at a glance’ view of the latest updates.
- I’ve responded by email to the wrong thread. What should I do? Don’t worry! The Customer Success Consultant managing your project can often spot this and will copy the comment to the correct To-Do or message - likewise you can do the same.