Base Camp Intro

An Introduction to Basecamps

For those intrepid adventurers amongst us (don’t include me) the concept of a basecamp is probably familiar. In our family, basecamp is often the place we work out of when on a vacation. It’s the place we come back to each night to settle down and review the day and to plan for the next day’s adventures. For wilderness adventurers, basecamp offers a place for bounding off into differing treks and adventures. It is a place of safety and a common link for all those that might be going hither and yon with varying tasks and adventures.

Move with me now, to a more modern kind of basecamp. This basecamp is not so much a physical space as it is a web-based space. It is a place for teams or groups of people to congregate. It is a place where ideas are shared. It is a place where assignments are given. It is a place where resources are deposited for the benefit of the whole group. It is a place where schedules are made. It is a place where we can check in with one another to see how things are going.

You have been invited to become a member of one of the many basecamps of the Holston Annual Conference. It doesn’t really cost you anything, other than the time and effort to get involved with the process and to be a part of the team or group. You can access your basecamp in several different ways.

If you prefer to use a computer, then it is as simple as going to the basecamp website. Once you sign in for the first time your system should remember your credentials and take you straight to the site. I recommend that you put an icon(shortcut) on your browser bar so that all you have to do is click and be taken directly to the site.

If you prefer to watch a video to learn about Basecamp, then click on this link or the image to the left:

https://youtu.be/p9YHZSaPU3g

If you prefer to use a phone or tablet, you will have to download an app. The app is available both in the Apple store and in the Android store. Once you load the app and sign in, then all you need to do is to click on the app to be taken to basecamp.

There is a good possibility that you might be invited to more than one basecamp. If that is the case, you should realize that all the camps of which you are a part are displayed on the home screen on your computer or mobile device. Simply click on the basecamp you wish to enter and then all the communication from that camp is available to you.

One thing about this system you should be aware of is security. Unless you deliberately choose to share something from inside a basecamp with someone outside that basecamp, then anything inside a basecamp is secure. In other words, only those people that are members of a basecamp can see the documents, files, and conversations that happen within the basecamp. For that matter, no one outside the basecamp will even know it exists without first being a part of the camp and being issued an invitation.

The Different Elements of Basecamp As with any expedition, you need persons that are able to do different jobs within the camp. The same goes for basecamp. Within the camp there exists seven possible areas.

Briefly those areas are: 

Message Board—a place to create themed (threaded) messages. You create a topic and begin a conversation on that topic.

All the conversation is kept in one place. You can have numerous topics and everyone in the basecamp can comment on any of the various topics. This can take the place of email. An email can get lost in the vast sea of emails that many of us have to wade through each day. If we can learn to use the message board, we create a series of conversations focused on the topic we create. 

To-dos –Sounds simple. A to-do list. But it is not just a simple list it is also a themed (threaded) list. You can create lists around specific topics, themes, or assignments. You can then create specific to do items under that them that can be assigned to anyone else on the team. You can also include further instructions or links to documents or other resources so that everything related to the assigned task is there in one place.

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Docs & Files—This section allows you to store documents and files. You can also create folders into which documents and files can be stored.

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Campfire — Is an online place to chat. If you and several other persons on the team wanted to discuss something, you could go to the campfire and begin a conversation. This is not a threaded conversation. It is more free wheeling and is a place to as the site says “...to hash things out quickly, throw links and images back and forth, think out loud, share news, riff, and chat in real-time with your team.”

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Schedule—Is just what it sounds like. It is a calendar that allows the team to stay focused on deadlines and other events or activities related to the team.

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Automatic Check-ins—These may take some getting used to. For instance, you could create a check in that posted every Monday morning asking: “What are your goals this week?” or on Fridays you could ask: “What is your progress on that project?”

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Email Forwards — Not everything can be generated from inside a basecamp. Sometimes emails are received relevant to some issue being discussed by a basecamp team. That email can be imported into the basecamp so that its content is available for the team. This is done by forwarding the email to save@3.basecamp.com. This generates and email that is sent to you with a link. In the link you can then choose the camp to which the email should be sent.

Other Elements of the Basecamp Layout If you note just above the various descriptor cards, there are a series of colored dots with the initials of the persons that are members of the basecamp. When you initially sign in, you can also upload a picture instead of using just initials.

Only the people that are listed as a group member can view the contents of this basecamp.

Above the camp members, you find the name of the basecamp. In this instance it is basecamp: Conference Policies.

Above that you find 6 items listed across the top of the basecamp screen. Among those are the following: Home—clicking on this item always takes you to the main home page that allows you to see all the basecamps of which you are a member.

Pings — Think of this as a way to speak with a specific member of the basecamp. You ping them and enter an text that goes only to them. You also have the option of adding more than one name to a ping and thus creating a small discussion group.

Hey — Not real clear on this one, but it appears to be the place that collects all of the items that relate to you that are generated by the team members. This would differ for each person since it reflects just items relevant to each person.

Activity—Shows a running timeline (from present running back to the creation of the basecamp.) clicking on this brings up a series of six different options that allows you to sort through all the activity to find just those items that might be relevant to the issue for which you are concerned.

Please note the box with orange lettering that says: Emailing a daily summary. If this is checked, you will be sent an email each day reminding you of any activity that might have happened in relation to this basecamp.

My Stuff — clicking this item brings up a drop down menu with lots of options. Let me just focus on the one labeled My Assignments. Clicking My Assignments brings up the page to the right called: Here’s what’s on your plate. This section presents three main tabs: My assignments which displays the various TO-DO items that other people have assigned to you. My assignments with dates which displays the Various TO-DO items assigned to you with deadlines as to when they need to be completed. Stuff I’ve assigned which represents items you have assigned to other persons on the team. These items may or may not have a due date associated with them. Note that in the upper corner you have the option of having a list of those items mailed to you each Monday morning.

Find — Is a search tool that allows you to search the basecamp for specific words.

They say “A picture is worth a thousand words.” I guess that means a video is worth and encyclopedia!

In the pages that follow are links to various videos that will help you better understand how you can use Basecamp.

Most are short (under three minutes).

Some are just a little bit longer. A few are very long detailed looks at the way Basecamp can be used. You are encouraged to view some of them and see how to best utilize basecamp in your ministry setting.

When and how to turn off email notifications and use the Hey! menu instead Let’s start off with one that will make everyone happier. One thing Basecamp does is automatically send an email every time something is posted or said in basecamp. If you are in more than one camp, this can quickly overwhelm your email box. I suggest you watch this video to help get that under control.

I’ve Just Been Invited to a Basecamp This is a very short video that gives you a brief overview of what a Basecamp is and how it functions. It’s a good place to start.

Basecamp 3 —Intro and Overview This is a short video that briefly walks you through the main features that are found in Basecamp.

5 Reasons Why I Love Basecamp

This is a longer video of a guy whose organization uses Basecamp. Listen to what he says about how Basecamp makes his company more effective and efficient.

Basecamp 3 Beginner Introduction Tutorial This is the LONG video that talks all about and explains the features of Basecamp. Set aside some time to learn the ins and outs of the program.

Setting Up a Basecamp for an Annual Conference Related Group A Holston Annual Conference related group (other than a local church) can set up a Basecamp under the Holston Basecamp. The camp can only be viewed by those in the camp, as well as by the Owner (Holston AC). So if a district wants to set up a group for DCOM it can do it. If a group on the Discipleship Team wants its own camp—it can have it. The only prerequisite is that there must be someone in the group that is already in another group. If you need to create a group, but are not currently in a Holston AC camp group, then please contact Brandy Williams (brandywilliams@holston.org) and she can create the group and invite you to join. You can then add other members to your team.

At the current time, we are not setting up local churches under the Holston AC Basecamp group. Local churches are able to create their own Basecamp account.

The Vision This idea of basecamps is starting as a vision out of the Office of Clergy Services.

Rev. Terry Goodman, the Director, needed a way to more effectively and efficiently control the volumes of emails and related material that flow into his office.

After discussion with his administrative assistant, Brandy Williams, and review of a few different products they decided to go on board with Basecamp. In the process, it became apparent that other groups within the annual conference could also benefit from access to such a strong content management system—that was also fairly simple to use.

Rev. Goodman’s vision is that as many groups within the annual conference as possible would come on board this system as well. He believes that the ability to efficiently communicate ideas and collaborate on projects will help strengthen the ministries of the annual conference.

He has already seen the benefit that it can provide to his area of responsibilities in Clergy Concerns and the Office of the Secretary of the Annual Conference. Either he or Brandy would be happy to talk with you about how it might benefit your work area, team, or group.