How to Use Basecamp and Backback In Perfect Harmony

I’ve read a lot of posts out there in the blogosphere trying to answer whether Basecamp or Backpack is the best solution for managing projects. The fact is that there is no reason that you should have to, or want to, choose one over the other. I have been using both for about a year now and I’m happy to be able to share what I’ve learned so far. I recognize some of you may not have heard of these tools, so let’s start with what they are.

What is Backpack:

Taken from the Backpack website: “Backpack is a web-based service that makes organizing your information incredibly easy. Backpack lets you make pages which can contain any combination of notes, to-dos, images, files, etc. You can keep these pages to yourself or share them with colleagues, co-workers, friends, or family.” (You can also see how Brett uses Backpack as a general GTD system here)

What is Basecamp:

Taken from the Basecamp website: “Basecamp takes a fresh, novel approach to project collaboration. Projects don’t fail from a lack of charts, graphs, stats, or reports, they fail from a lack of clear communication. Basecamp solves this problem by providing tools tailored to improve the communication between people working together on a project.”

First, I Had Backpack.

I started out trying to manage the details of my projects with Backpack to save some money ($7 / mo vs $24 /mo for Basecamp.) I would create a new page for each project then start uploading, noting and listing stuff for that project. When I was ready to work on it, I’d open up the page and start working on things that were similar in context. It worked out OK for a bit, especially during the early stages of projects, but things would quickly get out of hand as projects increased in detail and complexity. The main issues I had were:

1. To-Do List Assignment: While it is possible to have separate to-do lists for each person involved in a project, I found that was less than ideal. I find it more effective to categorize lists into project area and then assign from there. For example, if you’re working on a website, you may have a designer and a programmer on the team. They each have things to do one the home page, products page and contact page. I find it easier to keep all the home page work on a home page list.
2. File Management: One of the coolest things about Backpack is its gallery view for images. You can add am image gallery to your project’s page, then upload any image you like. Thumbnails are generated for you and your images are presented in rows of 3 columns. The issue I had is sometimes there would be new versions of images that had been previously uploaded. I began to lose faith that each image being displayed was actually the most current version. The same goes for files. You can upload the same file to a page multiple times and give it a version number with each upload, but that is not very tidy.
3. Auditing/Logging: I often shared pages with other people for comments or help with research/brainstorming. If other people change thigns, it is very helpful to see who has done what and when. (I think Backpack has recently added something to do this, but it wasn’t available when I switched over to Basecamp and I’m not quite sure it meets my needs now.)
4. Page Length: When pages are short, everything is super fast and easy to do. You can move notes around, to-do list items, images. Its all free-form and drag and drop, which is cool… Until the page gets long, then it takes a long time to drag something from the bottom of the page to the top of the page, and sometimes the browser chokes so it doesn’t complete the move the first time. This got super frustrating.

And Then There Was Basecamp…

Backpack is a great tool, but I felt like I was just trying to use a hatchet when I needed a hammer. I signed up for a Basecamp subscription after managing the complexities of my projects became too much hassle. I quickly realized that Basecamp solved all of the problems I had with Backpack:

• An entire page was dedicated to-do lists so I could move stuff around much easier. I could also create lists based on context and then assign each item to myself and others.
• Files had version-control. I could upload an image, then if there is an updated version, I could upload the one and Basecamp will keep a copy of the previous version(s). I could also search and sort my files variety of ways, which made it easier to find what I need.
• Everything is logged and its super easy to see what has been done on each project since I last took a look.

Other things that Basecamp offered and made life easier were:

1. Messages: Messages are stored by project, so I can see all communication between me and other people associated with each of my projects
2. Milestones: I can keep track of when stuff is due and see a “big picture” perspective accross all of my projects.
3. Comments: Recently they added a comments feature that allows for comments on to-dos and milestones. It makes it real easy to track questions and answers around a specific issue.
4. Its dead simple. People I collaborated with who haven’t used it before don’t require much training, if any at all. Training is a huge hidden cost that doesn’t get enough consideration. Not having to spend time teaching people how to use a complex project management system has saved me a ton of time.

As you can see, Basecamp does a ton more than Backpack. For a while I tried to use exclusively Basecamp, but…

Now, There is Both – In Perfect Harmony!

I use Backpack in the early stages of a project. I start by creating a new page, as I did before. Then I go into a brainstorming phase and add notes to the page to capture them. This allows me to empty my brain of all thoughts I have around a new project.

Next I start looking around the Internet to research things that helps me further understand the options and tactics that are available. I find websites and add the URLs to a “Websites” note. I find things that are more visual, so I save images or do screen captures and upload those to galleries. Maybe I think of things that eventually need to be done so I start some to-do lists.

I use Backpack to brainstorm, research and organize my thoughts on a project. Random bits of information are kept in a nice package for that project, all laid out on a single page so I can browse through what I have and see if there is anything missing before I’m ready to start doing real work.

Once I’m done with the research then my VA transfers Backpack to-dos into Basecamp to-dos. Some are assigned to me, some are assigned to others. My notes go into Writeboards (sort of like a wiki, organized alongside the other project stuff). Files that directly affect the project are uploaded now and categorized as “reference” for later, but I am generally picky about what I upload initially.

The items that were transferred from Backpack are deleted as they are moved to Basecamp. I usually keep the Backpack page active to store things that weren’t transferred and often I refer back to it when a project hits a snag and needs additional brainstorming or research. I prefer to keep my Basecamp projects clean with only essential reference materials. For the free-form thinking and storage of “stuff”, I’ll go back and add to the project’s Backpack page, then transfer the essential information to Basecamp when I am satisfied with what I’ve gathered. Rinse and Repeat.

Conclusion

Backpack and Basecamp are both outstanding tools, but they also have different strengths. I’ve read accounts of people going from Basecamp to Backpack for their project management and I just can’t see it happening for anything but the simplest of projects. I also tried to do brainstorming in Basecamp projects, but found it just added clutter to my projects. This is how Basecamp and Backpack can work together to keep my projects in perfect harmony!

I’d like to know what The Cranking Widgets Blog readers have to say about these two productivity tools. Have you used both and switched between the two? Have you tried them and quit all together? Please weigh in with your thoughts!

(Full Discloser: Yes, the links to Basecamp and Backpack and Andy’s affiliate links.)