Start here
Give each task
a person and date.
Start with what the event is for, who it's for and the proposed date. Work backward to list what needs to happen first. Keep confirmed details separate from things you're still checking. Before sharing an invitation, verify the time, location, access information, any cost and who people can contact. Keep those details in one shared place, and track where you've announced the event so you can update every version if something changes.
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Try it out
Put it
to work.
1 / Plan an event
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- Work backward from the event date. Give each venue, program and publicity task a person and deadline.
- List the event details and mark each as confirmed or waiting for a specific person to check.
- Ask someone who doesn't know the event to read the invitation and flag anything missing.
Talk it through
- Which unfinished task could prevent the event from going ahead as described?
- What would a first-time attendee need to know before deciding to come?
- Who will update every invitation if a confirmed detail changes?
2 / Share the work
Write down what everyone has agreed to do, with a name and deadline for each task. Check that the timing fits around classes and other commitments, and that people have what they need to get started. Use the next meeting to see how it's going and adjust the plan. If someone is stuck, say what needs to change so the rest of the group knows how to help.
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- Turn the plan into a short list of tasks, who's doing each one and the agreed dates.
- Check the order of tasks and add any materials, information or staff input they need.
- Set a brief progress check and record changes where everyone can find them.
Talk it through
- Could each person explain their next task without asking the group again?
- Which task depends on someone else finishing first?
- What should a group member do when a deadline stops being realistic?
3 / Leave the next person ready
Before your term or role ends, show the next person where things stand. List upcoming deadlines, unfinished tasks and promises that still need attention. Explain where the files are and who can answer questions. Share what you'd do again and what you'd change. Walk through the next task together to spot anything the folder doesn't explain. Agree who handles each task during the changeover.
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- List unfinished tasks, deadlines, who's handling each one and where to find the files.
- Meet the next student or team and walk through the nearest deadline together.
- Check the handover plan with the staff supporter and note any task no one has agreed to handle.
Talk it through
- What is the first deadline the next student will need to know?
- Which unfinished task still needs a named person?
- What did you learn that would make the next term easier to plan?
Choose one next step.
Pick one thing you can try. Check any requirements with the people responsible before you act.
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