For a step-by-step walk through, scroll down.

We setup a “Production Priorities” project under the company “1. Internal Projects” (where we run all internal projects… pretty tricky name I know. The “1.” ensures it appears at the top of the global to-do list). We then created to-do lists per resource (i.e. Karl) where we prioritize there tasks as often as they change. We take advantage of the to-do list functionality where you can drag and drop the to-do list items to “reprioritize” as needed. The higher the item on the list, the higher the priority. The to-do list holds its order in the global to-do page (accessed by clicking “to-do” on the main dashboard). This requires an extra step on project setup, but even if 37 Signals built this into Basecamp, you would have an extra step to prioritize anyway.

Here’s an example:we create the project for the client (i.e #1001 – CLIENT A – Update Navigation on Homepage), then copy and paste this same project name into the “Production Priorities” to-do list for the resource assigned (note: we are sure to uncheck the notify option when adding items to the Production Priorities to-do list as we don’t want the resource to receive emails from the actual project/udpate and the Production Priorities to-do list except in one instance as listed below). Our resources can then use the global to-do option and see their priorities at the top of the page at any time. Our team knows to check this page every time they complete a project/task/update.

A few helpful notes:

1. Make sure you and your team keep this page open in it’s own window all day long and keep it refreshing every 5 minutes so you get an up to date picture of who is doing what (Firefox has an auto-refresh option built in).

2. Make sure your team is empowered to check items off the to-do list when completed or you will not have an accurate picture of what they are working on.

3. Make sure everyone buys in or it won’t work (which is true of just about anything Basecamp related).

This literally took us from sort of liking Basecamp to absolutely loving it. Our team is always aware what to do next and is not overwhelmed by a list of projects with to-do items (which can be up to 10 projects at once depending on the resource).

STEP BY STEP SETUP

1. Create a new company “1. Internal Projects” (to ensure this to-do list is always on top of the global to-do list page for all team members)

2. Create a new project in this company “1. Production Priorities”

3. Add all team members to this project that will use it to view priorities.

4. Create a To-Do per team member (or one global list if your team all works on one project at one time)

USING YOUR PRODUCTION PRIORITIES TO-DO LIST

1. As you create projects or assign to-do items in a project, copy and paste the project/to-do item name (i.e. #1001 – CLIENT A – PROJECT/TO-DO ITEM NAME) into your “1. Production Priorities” to-do list for the applicable resource. Only use the notification option if you need the item to become top priority immediately. An additional option is to add the due date into the project/to-do item name (i.e. #1001 – CLIENT A – PROJECT NAME – 3/24)

2. Using the to-do list functionality, drag and drop the to-do list item into it’s appropriately prioritized place.

DEALING WITH RUSH ITEMS

1. Follow the instructions in “USING YOUR PRODUCTION PRIORITIES TO-DO LIST” above, however prepend “TOP PRIORITY” to project/to-do item name (i.e. TOP PRIORITY – #1001 – CLIENT A – PROJECT NAME) and use the notification option to email the team member. Be sure to train your team members to drop what they are doing and complete this task when they receive notifications from the “1. PRODUCTION PRIORITIES” to-do list.

Andrew

This sounded a lot more cumbersome than it turned out to be. It is a great work around and my team is loving it!

We are also doing color coding to assist in a visual timeline.

Thanks Andrew!

Hi Laura:

Can you post a screen shot and walkthrough of your color coding? I’d love to see how it working for you to see if it is something we could utilize as well.

Glad to hear the system works for you!

Andrew