8.3. Creating a Task List

One of the most important tasks in making sure that your events run smoothly is creating a very detailed event planning checklist or task list. This item should be part of your Project Toolkit, and it should include:

• Every single to-do item or task – a detailed list of everything you need to complete for the event from start to finish (this should include a debrief and other activities that occur following the event)
• Who each task is assigned to – a specific team member should be assigned accountability for each task
• A due date – each task should have a target completion date
• Somewhere to track completion – there should be a place to include a checkmark or note about whether the item is complete or incomplete.

There are several software platforms designed to do just this. Search the internet to find out more, give some a try, and see which one fits your personality and work style best before choosing one. The video below demonstrates what to consider when creating a task list.

Having a task list with specific team members assigned to each task will help to ensure that one person is not overwhelmed with more tasks than they can manage. It is also helpful to understand your team member’s personalities and work styles while your team determines who will be responsible for each assigned task. When assigning duties, it is important to keep everyone’s strengths and weaknesses in mind.