electronic collaboration introduction to basecamp

Electronic CollaborationIntroduction to Basecamp

Method determined and controlled by each

ASHRAE group

History

History

Default was email

• More tech savvy utilized free web based tools, usually Google Groups

• ASHRAE had no input regarding T&C – loss of document ownership

History

• Common repository for business documents

• Revision control• Discussion groups• Email groups• Archive• Improved use of

volunteer and staff time• Protection of intellectual

property

Why Electronic Collaboration?

• 2013 SY Research EC options: programs, features, cost• Conducted survey of select members on EC use, needs, obstacles

Electronic Communication Committee

• Made recommendation, received funding for one year trial across representative committee types.

• 2014 SY started trial

Electronic Communication Committee

Web based – no software to install

• Project access limited and controllable• Single platform for members and staff

with multiple committee assignments

• Features meet most needs from survey• Scalable• Reasonable cost

• Archive for knowledge retention• No T&C issues re ownership of

posted content

• Group email – some or all• Discussion groups• Interested parties – controlled access

Basecamp Features

• Action items• Document posting• Calendar• Reminders

• Basecamp2 - Designed for single “project” not subcommittee structure utilized by ASHRAE. The flat structure required using discussion strings to categorize and group files in order to find them easily later.

• Basecamp3 – Capable of having a more vertical structure similar to other commonly used applications. Addresses the major concern expressed by trial users.

• Roster control by staff with input from committee chair – always current• Archiving by staff – regular interval

Basecamp Application

Basecamp Features – Latest Activity

Basecamp Features – Basecamps

Basecamp Features – Pings

Basecamp Features – Hey!

Basecamp Features – Campfires

Basecamp Features – Reports

Basecamp Features – Calendar

Basecamp Features – Everything

Basecamp Features – Progress

Basecamp Features – Everyone

Basecamp Features – Me

Basecamp Features – Me > Update your personal info

Basecamp Features – Me > Your Basecamp settings

Basecamp Features – Projects Page

Basecamp Features – Projects Page > Invite more people

Basecamp Features – Projects Page > All Upcoming Events

Basecamp Features – Projects Page > Catch up

Basecamp Features – Projects Page > Navigation

Basecamp Features – Projects Page > Discussions

Basecamp Features – Projects Page > To-do Lists

Basecamp Features – Projects Page > Files

Basecamp Features – Projects Page > Text Documents

Basecamp Practices

• Utilize Discussions similar to the way folders are used in other applications.• Categorize Discussions by using subcommittee designation first in discussion

title.• Don’t send every discussion to all members.• Edit your email preferences.• Get familiar with the application and give some thought to how your

committee works to develop specific best practices.

Basecamp Examples

• ECC Text Documents– Subcommittee and mentor assignments– Backlog list– Basecamp Site Index

Basecamp Examples

• GPC 36 Discussions– Each reviewer comment is a discussion string– Developed a standard designator to allow discussions to be easily sorted.– Utilizing to develop consensus as to how to address each comment.– The commenters have been invited to the Basecamp project.

Basecamp Examples

• ASHRAE TC Websites– Utilized to revamp the ASHRAE standard TC website– Members included ASHRAE Staff, TAC members, ECC members and outside consultant.– Utilized Clients feature.– Project will be archived when complete early next year.

Electronic Collaboration

• Questions?