Topic: How are you using Basecamp? / I use Basecamp for product development and management.

Hi There:

There is no real way to assign a milestone to a group of users beyond the method that Earle pointed out. You would need to train your team to look for assigned to-do’s and milestones on their individual account (i.e. John Smith) and their group account (i.e. Design Team).

Andrew

Topic: How are you using Basecamp? / Hours predicted versus time spent?

Hi Lesley:

We have worked around this by adding the estimated hours to each task in a to-do list. For example to-do list task would look like this:

Implement Static Pages – (15 Hours)

We then export a .csv of the time log at the end of the project (or at any progress report points), use the “Text to Columns” feature in Excel on the “todo” column and use ”- (” as the delimiter. This will separate the estimated hours into another column and allow you to run reports on estimated vs. actual time spent.

Hope that is helpful for you.

Andrew

Topic: How are you using Basecamp? / Web Projects - how do we flag up an invoice to be raised?

Hi Emma:

If it is based a certain task being completed (i.e. design comp approval), then make “Design Comp Approved—Send Corresponding Invoice” the next to-do task in your list following design comps.

I’d be happy to brainstorm this further with you if you would like to give more details on how and when you invoice during the course of the project.

Andrew

Topic: How are you using Basecamp? / How do I assign one TO-DO to multiple people

@JTMG

Another idea is to create an account for a virtual person in your company that represents everyone (i.e. “All Company”), and have that account direct to a mail group that would email your entire company (or all those applicable). You can then use this account to communicate to the entire team that the “Watch the Basecamphq videos” to-do item has been created under the list called “Company Training”. To track who has completed the training, you could train your company to track their time as multiple individuals can track their time on a single to-do item. Time tracking functions as a log for each to-do item to allow multiple entries. We use this for testing/QA on ecommerce sites by setting up a single to-do item for “Testing” and sending it to our virtual person that in turn emails the entire testing team to let them know to start testing and track their time on that item.

Andrew

Topic: How are you using Basecamp? / Web Design Logistics

Hi There:

Everything in Basecamp can be marked public or private (except for Milestones… don’t get me started). Anything marked private will only be visible to your company and not your clients.

We run our project estimates and all communication for our entire team (14 inhouse individuals) through Basecamp, hiding all items that we do not want the client to see. A simple rule for this is to train your team to mark everything private as a rule, then only allow your project managers to remove the private label. We do so for design comps, corrections, change order estimates, etc that we need to review/revise internally before displaying to the client.

Feel free to email me for any additional questions: andrew@calibermg.com

Andrew

Topic: How are you using Basecamp? / Prioritizing Projects Work Around (And a good one too!)

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

Topic: How are you using Basecamp? / Any Basecamp Specialists in Southern California?

Hi Joshua:

I’d be happy to offer any pointers. I live in Irvine and work in Newport Beach at a web agency that uses Basecamp for all of our project management and the majority of our internal processes. Email me at andrew@calibermg.com and we can set up a time if you are still in need of some assistance.

Andrew

Topic: Feature Requests / Message Subscribers on Email Notification

A. Our agency LOVES the new ability to reply to messages via email. Thanks for that added value!

B. It would be helpful to know who is subscribed to the message on the email notification that is sent. With the ability to reply via email, there is no way to know who will receive the reply without logging into Basecamp to see who is subscribed to the message. One idea would be to add this to the info at the top below “Project:” and above “Link”

C. Basecamp saved our agency. Thank you for an incredible application!

Topic: Tips & Tricks / Re-order To do list on Milestone view

Hi Speedy:

It sounds like you are referring to the “Overview” page as the “Milestones” page. The “Overview” page shows milestones at the top and then project activity (including to-do items) below. This activity is in order (most recent on top) and is not able to be edited. In order to edit Milestones or To-Do’s, you must click to their respective pages.

Andrew

Topic: How are you using Basecamp? / Prioritize Projects?

http://forum.37signals.com/basecamp/forums/2/topics/5483

We had the same issue with about 100 projects. This took Basecamp from a decent management tool for our agency to being vital to our doing business day in and day out.

Feel free to email with any questions: andrew@calibermg.com

Andrew

Topic: How are you using Basecamp? / Prioritizing Projects Work Around (And a good one too!)

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

Topic: How are you using Basecamp? / Anyone use BC for Web Design Projects?

I agree with Jason. We are a web agency with 100+ clients using Basecamp in some capacity and doing so quite sucessfully. We’ve achieved this in part because we do extensive walkthrough’s on how to use Basecamp with our clients at our initial kick-off meetings. The training has been key to getting clients to buy in to the system (and really have fun using it. We’ve had a handful that are looking into Basecamp for their own businesses). Every 10 clients or so we have one that just doesn’t like it (typically tech-illiterate clients) so we accomodate for them.

In terms of the issue related to message comments, I would recommending setting your client’s accounts to list view on the computer you train them on and then teaching them how to do so as most likely they will log in to Basecamp of various computers and this option is cached, not saved per account. List view makes it much easier to see the latest messages and comments.

Topic: Feature Requests / Projects by Priority

My pleasure, Laura. Feel free to email direct with any questions: andrew@calibermg.com.

Topic: Feature Requests / Multiple people assigned to a to-do

Buy Microsoft Project.

Topic: Feature Requests / Ability to Notify Additional Users on Message Comments

We have a number of times where a message is created and sent to one user, then the successive comments to that message need to be also sent to other user (similar to a CC on email).

For example, I send a message to a client what time works for a meeting with our team (I only send to the client as my team does not need one more email to slow them down). They say 11 at their office. I confirm it with them and want to also notify my team of the confirmation.

Just a thought. I heart basecamp with my whole heart.

Andrew

Topic: Feature Requests / Projects by Priority

Hi Caroline:

Not that you asked for it, but one way our agency has worked around this is by creating 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.

If by chance something comes up that requires immediate attention and top priority, we use the “today” image tag in the basecode “IMG SRC=”https://[your basecamp url].projectpath.com/images/bug_today.gif” at the front of the to-do item, paste in the job number, and then use the notify feature to make the resource aware that it is due immediately (Note: be sure to add HTML tags to the IMG SRC reference or the code won’t work).

A few helpful notes:
1. 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.
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).

Definitely still a feature request for this to be built-in, but this is how we got around it.

Andrew

Topic: Tips & Tricks / Allowing documents to be viewed across multiple projects

James W has the best work around, in my opinion, for this. You can then create a template message that holds these links. All you have to do when creating a new project is copy and paste the template message into a new message in the new project.

Also, this allows you to maintain master copies of the document so that each client is not working with a different version.

Topic: Tips & Tricks / Files associated with client and projects

We use an “Document Templates” project for companies that we work with regularly. This project holds common files we use often such as logos, templates, code, etc. You could also call it “Asset Depository” and allow it to be viewable by your client so they can access it as well.

Topic: Tips & Tricks / Multiple Company To-Do's

If he has access to to-do’s, he should be able to assign to anyone with access to the project. I just tested the functionality on our account and it worked fine.

Topic: Tips & Tricks / Welcome potential clients - make it a project

Thank you for sharing that. That’s a great idea and really helpful.

Topic: Tips & Tricks / Email when To Do completed?

As a follow-up, I set up a To Do template with the following as the final two items:

1. Review/Proof and assign Andrew to “Task Completed”
2. Task Comleted

I then add the additional tasks above and assign accordingly.

Topic: Tips & Tricks / Email when To Do completed?

Dami, as a project manager needing To-Do updates more than once a day, I improvised a solution by setting up two to-do tasks, one for the item I need completed and one to notify me. Here is an example of two tasks I would assign:

1. Complete Task and assign Andrew to “Updated Completed” (Assign to team member)
2. Task Completed (do not assign. The team member can assign this to you and have BC notify you via email when completed).

It’s a work around, but is very effective for us.

Topic: How are you using Basecamp? / Project reports by person

Basecamp actually does this really well. You can see “To-Dos” or “Milestones” assigned per person by clicking on each respective tab from your dashboard, then filtering the screen using the “Show items assigned to:” drop-down. You can also do this within a specific project to see project-specific assignments.

This only works for items that have not been checked off. For checked off items, I would recommend making it mandatory that all team members track time on all To-Do items. You can then use the “Time” tab from the main dashboard or in a specific project to see what was accomplished and how long it took to complete. I also add the estimated time per task (i.e. Create Web Pages x 10 – (10 Hours)) so that I can easily compare the tracked time to the original estimate.

Topic: Feature Requests / Ability to Switch Views to Another Company's without Logging In as Them

We are constantly moving files from private to public as we go through internal review to client review. It would be great to be able to switch views to the client view without having to log out and log in using the client login.

Also, I can’t tell you how much Basecamp has improved our company! Thank you for such a great system!