Basecamp

Basecamp Basics, How to Do Project and Task Updates in Basecamp 

Keypoints: 

  1. We create Basecamp Projects for clients who invested in a package (not a course) 
  2. We only use 1 Basecamp project even if the client invested in multiple packages 
    1. If a local client has multiple locations – they receive their own project. (Chiropractic Offices)
  3. We update clients on a weekly basis (Thursdays and Fridays) and VIP clients 3x a week. 
    1. FOR Agencies with 40+ Clients and Pods, we update weekly in groups of 10-15
      1. For ChiroReveune, an example is
      2. Monday: The Specific Chiropractic Centers Pod
      3. Tuesday: A Pod
      4. Wendesday: B Pod
      5. Thursday: C Pod
      6. Friday: D Pod

What do you do as a project manager? 

  1. Create the basecamp project using templates – Pick the local agency or Enterprise Template
    1. Ex. For ChiroRevenue, pick the T.E.A.M. System Template
  2. Assign RACI 
    1. Specify what is being done, who is doing it, and when it’s due. (project updates) 
    2. You and the team leaders are the only ones who can “MARK THE PROJECT COMPLETE” 
  3. Invite the members who will work on the tasks 
  4. Assign the different tasks to the VA’s and set a deadline for each task
    1. Assigned to: The VA who will work on the task 
    2. When Done, notify: The “A” or the Team Lead 
    3. Deadlines are based on urgency 
      1. 1-3 days – P0 
      2. 3-7 days – P1 
      3. 7-10 days – P2 
    4. Reviewing VA output and providing feedback in their queue
    5. Assigning tasks and re-assigning tasks 
    6. Making sure that the project is moving towards completion 
    7. Making sure that the VA’s are aware of what’s expected from them 
    8. Making sure the client is taken care of on a weekly and sometimes as needed basis. 
  5. Invite the client into basecamp using the email they’ve provided when they invested in the package. 
    1. For Chirorevenue – stripe 
    2. For BlitzMetrics – Keap/Infusionsoft 
  6. Open the 5 main message threads for the client except Internal updates 
    1. Project overview & Access (Includes Client
      1. Keeps Access Checklist
      2. Keeps GCT
    2. Strategy Assessment (For Enterprise Only)
      1. Includes custom GCT forms, meeting minutes, and email threads with a strategy summary before kicking off.
    3. Internal Update 
    4. Client Updates (includes Client)
    5. Client Meetings (Includes Client)
  1. Send a welcome email to the client making sure that the first sentence is personalized. (see reference here)
    1. CC: RACI for the project and the other project manager + operations 
  2. Assign the first 3 videos to the client using the 3×3 video grid message thread
    1. 1- Story 
    2. 1 – Service  
    3. 1 – Sold, Myths or Testimonials 
  3. Provide the client the first update within 7 days upon investment (Iterate on the client update message thread) 
    1. Specify what is being done, who is doing it, and when it’s due. Your report should look something like this: Project Updates 

“How To Make A Task In Basecamp” 

Have you been pulled into an email thread recently and don’t know what to do? 

We’re pulling you in for

1. Eyes On and Communication (so let’s get clear first so you can make a goal driven task)

2. Action items and Iteration (let’s follow task standards and processes associated)

3. Teamwork and Delegation (get the work to our role based specialists and then oversee)

#CID

Here’s how to make a task in Basecamp!

1. Apply your RACI training to tag the 4 correct teammates. Who is Responsible (Doing), Accountable (Managing), Consulted (The Expert), Informed (The Manager’s Manager)

– Only A’s Can Mark Tasks Complete

– Notice how Dan has almost perfect RACI. As you know Zek is the R (doing), Dan is  the A (overseeing). As well as adding a 24 hour turnaround time to the task.

Because in this use case Dan is our website/lms manager, he’ll be delegating to Zek who is the junior specialist in this role. 

2. Include a 24 hour due date.

    However, don’t fall into the trap of mistaking everything as urgent! 

3. Include a task description with associated links to threads, documents, or where to place the results of the task. (Like a drive folder or checklist)

4. To mark the task complete the R includes a written summary that includes.

– What They Did

– The QA Checklist

– Tags A to confirm.

5. The A QA’s the task, providing the written statement “Task Audited” and marks the task complete.

Why use due dates? Won’t I just remember?”

Here’s an example of why we won’t remember… pay attention to the dates and final comment as you read. Notice how the entire team pushes through to completion, even when there were confusions and when weeks had gone by.

This not only saved the company thousands, but made it millions by leveling up the companies efficiency for outputting funnels, follow ups, and other agencies.

USING #CID And Deadlines to make sure things don’t fall through the cracks. Study this thread https://public.3.basecamp.com/p/Lgj6ajGzrEbYWaWuV7ZPzxUn to watch a task get saved through multiple communication cycles and pulling the date back up.

Creating a Chirorevenue Project 

Consider the onboarding process we have in our T.E.A.M.  for Chirorevenue

  1. New client invests in Chirorevenue Retainer
  2. Operations get a notification through email 
  3. Create a basecamp project 
    1. For enterprise refer to the page 11 – 12, naming BC projects
    2. For Local – name the client Pod_Title_First_Last_City_State
      1. Example A_Dr_Leah_Meadows_Kirkland_WA
  1. Assign RACI (read more on RACI here or page 252) 

RACI: Project Management

  1. R – Executing task-level details, may be multiple people.
    1.  Done in queues
    2. Each Queue has an A
    3. Project manager is C/I on the task in the queue for the client
  2. A – Accountable for execution of tasks, project lead. There can only be ONE person Accountable for each project.
  3. C – Consulted before an action is taken, supervising project lead.
  4. I – Informed, kept in the loop on actions taken, the final say.

***Dennis and Tristan are always either the C or I in RACI.

  1. Invite team members into basecamp
    1. Only Managers and queue managers
  2. Welcome Email Sent 
    1. Document links?
  3. Schedule Welcome & Expectation Call 
    1. Using the Welcome Checklist? Documents?
  4. Welcome and Expectation call 
  5. Google Drive Set Up 
    1. Google Drive Checklist
  6. GCT/Strategy Assessment 
    1. Not Applicable to Local 
  7. Access Checklist 
    1. Use Access Checklist for Local Agency and Access Audit
  8. Snapshot Report 
    1. Include documentation 
  9. Quick Audit Report 
    1. SCRATCH – Create Success Tracker (Includes Quick Audit, and Executive Summary using BC thread) 
  10. Digital Plumbing 
    1. Using Daniels Newest Digital Plumbing Checklist 
  11. Content library 
    1. Fill out template that’s in Google Drive 
  12. 3×3 Video Grid 
    1. Assigned to Clients
  13. Categorization of WHY-HOW-WHAT videos 
    1. Ampification and Optimization 
      1. Standards of Excellence
    2. Schedule Upgrade call 
      1. New Campaigns 
    3. Updgrade Call 
      1. Campaign Launch Calls

    What are the tasks you need to follow up on based on urgency: 

    Task Timeline 

    7 to 14 days from the date of investment: (2x per week follow up with the VAs) 

    • Access Audit 
    • GCT 
    • Content Library 
    • Quick Audit 
    • Snapshot Report 
    • Digital Plumbing 

    14 – 20 days from date of investment 

    • 3×3 video grid 
    • Categorization of 3×3 
    • 3×3 video grid editing 
    • Video SOP applies 

    20 – 30 days from date of investment 

    • Amplification and Optimization