As our magazines have grown over the last 17 years, it has become more and more difficult to keep up with everything that is taking place each day. There is ad information coming in, articles to place, business and home deliveries to coordinate, events to prepare for, and about 15 people I need to be able to communicate with and track. Needless to say, this was an organizational challenge at best and a nightmare at worst.
A few months ago I heard about a software program / app called Basecamp. What intrigued me about it was that it had a ton of features that I could see could help my business. And, when I went to their website and read customer reviews, it sounded like a perfect fit for our business. And, they have about 2.5 million accounts, so I felt like if that many people are paying for the program, it was definitely worth looking into.
It is an internal communication system. We no longer have to email each other. All communications are within basecamp, so no one can say they did not get an email. There is also an instant messenger type feature. You can send private messages to anyone in your organization as well.
There are To-Do lists. There is a schedule feature, where you can set deadlines for each item.
You create groups and projects. For us, we have a number of them. For example we divide the ads up into projects. So, each designer is a "project". When I receive ad information, including logos, I assign it to Ads - Cynthia. Cynthia can then move the project to another designer, such as Ads-Jessica, just by dragging that To-Do to her list. When she finishes it, she can click it off as done. Every step of the way, I can receive notifications, so I know exactly where every project is in terms of completion. Each person in the company can only see the groups or projects they are involved in. So, Sharon can only see Ads-Sharon, CHNV (which is where we have the content and articles), the website section, and Ads-Ready, which is where we put ads until they are ready to be placed in the magazine. Marann can only see home delivery, business delivery, and events. I also have a group called entire company, which everyone can see.For the cost, there are unlimited users, by the way.
The system was very easy to learn and easy for us to customize for what we wanted to do. Anytime we have any kind of question, we can email support, and they get back to us within about 5 minutes.
The cost is either $99 a month of $1,000 per year. In my opinion, it has been a great investment. Everyone in the organization really loves it.
If you'd like to check out Basecamp, their website is https://basecamp.com.
Also, if you decide that you want to purchase Basecamp for your business, here is a link to receive $50 Off the cost.
There are also other software tools that can help a team communicate and be organized. Here is an article which compares several of them: https://www.cloudwards.net/best-virtual-team-software-tools/
Here is a screen shot of my dashboard in Basecamp