“I thought you were going to do that” is an unpleasant discovery just before the start of a club lottery. A division of tasks helps especially if each task has a concrete result and one person responsible. Use the worksheet below during preparation with the board and volunteers.
Enter names for results, not just for topics
| Work package | One owner | What does it deliver? |
|---|---|---|
| Action file | Board member or coordinator | The necessary decisions, conditions, and documentation gathered together. |
| Prizes | Sponsor contact person | A confirmed overview with supplier and delivery appointment per prize. |
| Sales resources | Communications volunteer | Approved links, files, and a brief explanation for sellers. |
| Participant inquiries | Designated administrator | One point of contact and a list of questions yet to be resolved. |
| Financial wrap-up | Treasurer | A verified overview and the documents for the required completion. |
One person can manage multiple work packages. Conversely, different people can help with one package. However, maintain one owner: someone who knows what is still outstanding and when it must be finished.
Make the handover visible
A sponsor has verbally promised a prize. This does not mean the “prizes” work package is ready for the communications volunteer. They need to know exactly what the prize entails, which description may be used, and whether the supplier has confirmed that the description is correct.
Therefore, use a short handover appointment: what is ready, who is taking over, and what information is still missing? Give files recognizable names and store the current versions in one agreed location. This way, the next volunteer does not have to figure out the work all over again.
Discuss only what requires a decision
During a short meeting, have the coordinator ask three questions: what must be finished before the next moment, what is blocking that, and who can resolve the blockage? A long round in which everyone lists all actions performed is less helpful when a deadline is approaching.
If an owner drops out, a pre-designated replacement takes over the package. Therefore, record important agreements outside personal inboxes or private messages. This makes the campaign less dependent on a single person.
Keep execution and verification separate
Have important overviews checked by someone else before you use them definitively. Think of a prize list for publication or the financial wrap-up. The second pair of eyes does not have to take over the task but must know what is being checked.
What is in the final meeting?
Check whether all work packages have been completed, participant inquiries have been handled, and documents remain findable. Note one improvement for a future campaign. For general success factors, we refer to the seven factors for a successful lottery; this worksheet is exclusively about who carries out the work.