How to save space on Basecamp free version

Introduction

Establishing a project management culture in any large scale organization is as good as setting up the process for the successful delivery of projects. When we talk about project management methodology, multiple entities are involved to make a project successful. Entities are project stakeholders, project managers, team, tool and most importantly, project methodology.

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Need and Importance of Project Management

Organizations, large or small, should have a project management process. How well defined the process is and how it is implemented is a crucial factor from the success point of view. 

In the absence of the project management process, the organizations face multiple challenges. Some of them are explained here.

Chances of Increase in Risk

Time and Cost both are important factors for any projects that are undertaken by the organization. If the projects are not delivered on time, the cost will increase and as a results, profile margins reduce. Risk may arise due to such unforeseen situations.

Duplication of Tasks

A team is the most important part of the projects. If the project tasks are not defined appropriately, there are chances that the same tasks are assigned to more than 1 team member and as a result, inefficiency in task distribution as well as double work situations occur.

Unavailability of Track Records

Tracking the project tasks, who is doing what task and in how much time it takes to complete a task is very important for any ongoing project. Absence of a project management tool may cost higher than investing in the right tool. If one cannot track the records, it is difficult to take the steps of improvement.

Imbalance in Tasks Assignments

There are chances more tasks will be given to the team member who produces faster outcomes. At the same time, the team member who is non-performing may not get the same number of tasks. Assigning the tasks unequally among the team members again will result in poor project execution. 

Impact on Team Motivation

If the team performer is not identified and if all team members – performers and non-performers are treated equally, it will not give any motivation to the performers and the project deliverables in terms of quality and time may be impacted.

Effect on Productivity

In absence of project definition, guidelines, tool and team allocation, the project runs without any process. And, when there is no process, chances of getting productivity from the team and delivering the project with enthusiasm are very very less. 

Project Management Methodology and Tools

To establish a common ground for all the projects running the organization, it is necessary to introduce project management methodology. To overcome the challenges of project management, following methodologies are practised in the corporate world.

  • Waterfall
  • Agile
  • PRINCE2
  • Scrum
  • Kanban
  • Six Sigma
  • Lean

Based on the nature of project, team size and the tenure – the project management methodology is selected. Selecting the project management tool is equally important. There are many project management tools available in free and paid versions. Some to them are as follows:

  • JIRA
  • Trello
  • Basecamp
  • VersionOne
  • Asana

All the tools above are flexible to fit into your project life cycle. Most common features of these tools are –

  • Creating tasks
  • Creating project team members
  • Assigning tasks to team members
  • Tracking the tasks 
  • Maintaining timelines for each task
  • Discussing on the project topics
  • Conducting meetings and maintaining notes

Basecamp is one of the most popular project management tools available in the form of Web portal and mobile app. If you are a small organization, you can use it for free. In its free version, a project management platform for 3 projects, 20 team members and 1 GB storage space to maintain the project documentation/discussion notes/images/video content.

Basecamp Free Version

To sign up for free, please go to https://basecamp.com/personal

Basecamp

Click the Try it FREE button. The sign up page appears.

Basecamp  login

Enter your company’s name and email address.

basecamp registration

Click the Next button. You will see Step 1 of 4 screen as below.

Basecamp

Enter the details and click the Next button. Step 2 of 4 screen appears.

Basecamp  setup

Select the teams for which you want to manage the project.

Basecamp

Click the Next button. Step 3 of 4 screen appears.

Basecamp

Select the project and click the Next button. You can keep this blank. 

Basecamp

Click the All done button. You have successfully signed up for the Basecamp free version.

Basecamp view

You can set up the teams and projects from the dashboard. As there are limitations on the file storage in the free version, the project team will need to take care of uploading and saving the document in the team board.

Here are some of the ways where you can save space on basecamp and continue working on project management boards seamlessly.

Save space on Basecamp using Google Drive

On the dashboard, you can view team boards. Click on any of the boards. You will see the details of the team.

Basecamp

If you want to upload any document or files, click the Docs & Files box. The pop up appears as below.

Basecamp  file

Click the New button. You will see the menu.

Basecamp  files tructure

Let us understand each option. When you upload a file, it is saved on the Basecamp server. But, there are other options to keep your content repository and access them via links.

  1. Keep all your project related files in your Google Drive. It gives 15GB storage per account.
  2. Link the files related to the project in Basecamp. Click the Google Drive option. The screen appears as below.
upload files
  1. Enter the document title. 
  2. Copy the Google Drive file link in the next box.
  3. Specify the type of document.
  4. Enter the notes if required.
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  1. Click the Post this button. The Post page appears as below.
Basecamp  uploaded file
  1. To view the document, click the View on Google button.
  2. If you want to be on this page and perform some actions with the document, click the 3-dots icon on the right.
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  1. You can edit, move or share the link of the document to any team members of the project.
  2. You can view this document card as below.
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Save space on Basecamp using One Drive

From here, you can click the OneDrive option.

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  1. Enter the document title. 
  2. Copy the OneDrive file link in the next box.
  3. Specify the type of document.
  4. Enter the notes if required.
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  1. Click the Post this button. The OneDrive details page appears.
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  1. To view the document, click the View on OneDrive button.
  2. If you want to be on this page and perform some actions with the document, click the 3-dots icon on the right.
  1. You can edit, move or share the link of the document to any team members of the project.
  2. You can view this document card as below.
Basecamp

The same way you can use Dropbox and Box options to store your data files and access in Basecamp. This will save lots of space on your Basecamp free account.

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