Write the work

Open a draft run and you get the preparation workspace: your zones down one side, and for each one, the work that happens in it.

Tasks

A task is one piece of work, in one zone. Give it:

A name. What it is, in the words your team uses. Set up the check-in table. Between 3 and 120 characters.

Instructions. Here’s the part worth care: each line becomes a numbered step. Write one action per line and a helper gets a checklist. Write a paragraph and they get a wall of text on a phone, in a room, possibly in a hurry.

Unfold the six-foot table Place the table covering Arrange information cards beside the pens

Write them for someone who has never done this before, because eventually that’s who will be reading them.

An estimate, from 1 to 480 minutes. It doesn’t need to be exact — it feeds the pacing, and the report totals it at the end.

A priority. Normal, high, or critical. This changes how prominently the task appears, and it orders the list of anything still open at the end.

Required, or not. Required work blocks the zone from being confirmed ready. Optional work doesn’t. This is the single most important switch on the page: it is the difference between “we can’t open the doors” and “it would have been nice.”

Order and dependencies

Put tasks in the order they should happen. A task can wait for an earlier one — the microphone check can’t start before the stage power is on — and until the earlier one is done, the later one shows as waiting rather than available.

Used well, this means a helper opening the app never sees work they can’t actually start yet.

Gear cases

A gear case is a labelled physical thing that has to be in a particular zone: a case code and a name. C-01, Cable case.

Helpers confirm gear is present by standing in front of it and saying so. Add only the cases somebody genuinely has to lay eyes on. A run with forty gear cases is a run where people tap through them without looking, which is worse than not tracking gear at all.

Zones with nothing in them yet

A zone can be saved with no work in it. You often know a space will have a storage area long before you know what happens there.

A zone like that reads as not planned on the board, and can’t be confirmed ready — there’s nothing to confirm. It isn’t a warning; it’s a note to yourself.

The limits

200 tasks and 200 gear cases per run. If you’re near either, the run is probably trying to be two runs.

Reviewing, and why invitations wait

At the bottom there’s a confirmation: I reviewed every zone’s workflow summary. You tick it, and save.

That review is what unlocks helper invitations. Before it, there’s nobody to invite. It exists because the alternative — invitations available while the plan is half-written — means somebody joins, sees three tasks with placeholder names, and quietly concludes the thing doesn’t work.

Save without reviewing and you keep a draft. Nothing is lost; nothing is live either.

Once you’ve reviewed and saved, you can invite helpers and start setup. If you edit the plan afterwards, it asks for a fresh review before invitations reopen — and until then, the last reviewed version stays the live one.