[Case Study] The Vianova Group President on "the 'less is more' streamlined eloquence that is Basecamp"

Frank Scarpaci, President of The Vianova Group (which offers corporate social responsibility consulting services), went from a Basecamp skeptic to an evangelist. He tells us why:

How do you use Basecamp and why do you like it?
We use Basecamp for all of our client projects.  Basecamp is highly effective, to the point that our clients frequently thank us enough for using it! Basecamp makes potentially onerous projects simple and pleasant.   It is extremely easy to learn and helps me deliver a wonderful mix of efficiency, transparency, stakeholder devotion and positive outcomes. In short, it makes my clients quite happy which make me very happy!

Why were you a Basecamp skeptic at first?
For a time, I was enticed by what appeared to be “extra” bells and whistles that some other web-based project management programs might offer. I wondered if perhaps Basecamp was “too simple”. As a seasoned project manager who had absolutely done their homework in reviewing project management software, I initially thought Basecamp was only good for really small and simple projects.  Most of my projects are not small and not simple.  Many times they involve large diverse teams.  After testing many web-based programs I gave up in frustration.  They were too complicated and my concern was I would have to spend way too much time training my clients on how to use it!  

So, I figured I would give Basecamp a try.  Reluctantly I set up my first project which was a large-scale fundraising event involving a large and diverse committee of staff and volunteers.  Much to my surprise the entire group began using Basecamp immediately. More importantly, there are significant intangible team benefits to the “less is more” streamlined eloquence that is Basecamp.  My clients frequently tell me how much they appreciate us giving them a highly effective tool that is so easy to use.

You said your team gave it rave reviews. What did they like?
Clients adore the tool for making their lives easier, creating a positive team dynamic and helping creative ideas bubble to the surface. When clients use the words “genius” and “blessing” in describing your project management software, it’s a sure thing you’ll keep on using it! Here are just a few quotes from my happy clients:

“The best part about Basecamp was that I had one-button access to everything and everyone that I needed to do my job well. It’s simplicity is its genius.”

“But the thing I liked best about it was that it was a great place to keep track of all meeting happenings and the task list (assigning feature) was a great tool to help keep people on task. I like that it allowed us to record documents and limit the amount of printing and reprinting of documents. It served the purpose well and allowed us to limit the amount of face to face meetings required... It was a blessing!”

“I loved the ability to upload and share files and notify key people without having to send out a ton of e-mails. It was a great way to keep tabs on what everyone else was doing and make sure we were all reaching our milestones. Knowing that everyone else was watching, too, it motivated me to go in and check off my “to do” tasks ahead of schedule.”

Which features do you use most?
Beside file sharing, I would have to say the Writeboards.  They are particularly valuable for projects that include print and graphic design, and my graphic designers and copy writers adore them. One client commented: “The Writeboards were my favorite feature: Being able to go in, share comments and noodle around ideas without having to call in-person meetings was such a time saver and brought lots of ideas to the table from anyone who wanted to comment and not just the members of a particular subcommittee.” In short, Writeboards are simple, effective and contribute to a pleasant work experience. This fits all with and enhances my brand!   

Tell us a story about a project or situation where Basecamp helped your team succeed.
I was asked by a local prestigious civic leadership development organization if I would provide pro bono project management support for one of six teams of high-provide community leaders enrolled in their program.  As part of their curriculum, each team is assigned a 6-month project to benefit a local nonprofit organization.  The team I was assigned to was charged with creating a social enterprise business plan for one of my nonprofit clients.

I decided that in addition to lending this team my consulting support, I would set this project up in my Basecamp account just like I would any other client project.  I was concerned whether these very busy professionals would use or even appreciate Basecamp.  Well, within hours of setting this project and team up in Basecamp I starting getting rave reviews from the team.  

None of the other teams had a tool like Basecamp available to them.  As a result of the rave reviews from my team, the organization asked that use this as a test pilot.  If having a tool like Basecamp enhances this team’s experience and helps to ensure the project will ultimately be successful, they would provide Basecamp to all the 2009 teams.   

The results were extremely positive.  The team reported that Basecamp helped them accomplish a lot more than expected in a shorter period of time. Basecamp not only supported the effectiveness of the team but also enhanced the experience for this group of busy, high-level executive volunteers.
The project leader stated: “It served the purpose well and allowed us to limit the amount of face to face meetings that many of the other groups had to do. It was a blessing. Thanks for making us your test subjects!” 

From what I understand we got the green light to rollout Basecamp for the 2009 class! 

Any Basecamp tips or tricks for other customers?
I wanted all of our new users to be able to get a quick orientation to Basecamp when they first sign in. So, I created a PowerPoint presentation on how to use Basecamp and uploaded it to SlideShare.  I then added a link to the presentation on the client’s project Overview page. 

I also create a Writeboard to post external resource links related to the type of project.  This gives the team access to information and resources to help them in their role on the project team.  For example: If we are leading a social enterprise development project, we provide the team with a list of great websites, book recommendations and news articles. This helps to improve our client’s overall experience on the team as well as encourage their use of Basecamp.      

Anything else?
This is the first online tool I have used where people of all backgrounds immediately begin using it with very little guidance and support. We manage projects of all sizes, involving diverse groups of people and organizations. I’ve thrown a lot of challenges at it, from the key stakeholder who really didn’t even feel comfortable with e-mail let alone a new software tool, to the highly complex project management assignment. I’m confident now that Basecamp can hit any pitch – out of the park!