Task Completion Policy

Overview

Our conference operates through a collaborative model where Committees (volunteers) and the Office work together to ensure all necessary tasks are completed. While our committees are staffed by dedicated volunteers, certain tasks—especially post-conference activities—are critical to our operations and must be completed regardless of volunteer availability.

How It Works

Task Assignment

• Tasks are initially assigned to the appropriate Committee
• Committees consist of volunteers who generously donate their time and expertise
• Clear expectations and deadlines are communicated when tasks are assigned

Follow-up Process

If a task isn't completed by the deadline, the Office will: 1. Send a first reminder to the committee 2. If needed, send a second and final reminder 3. After two reminders with no volunteer pickup, the task enters our decision process

Decision Framework

When no committee volunteer takes on a task after two reminders, the Office evaluates:

Essential Tasks

Tasks critical to conference operations or legal/financial obligations are automatically moved to the Office for completion.

Non-Essential Tasks

For other tasks, we consider: - Available capacity: Does the Office have bandwidth? - Budget: Are there funds available if external help is needed?

If yes to both: Task moves to Office for completion
If no: Task is dropped from the current cycle

Why This Policy Matters

This policy ensures: - Reliability: Critical tasks always get completed - Respect for volunteers: No endless pressure on busy volunteers - Resource management: Office capacity is used strategically - Transparency: Everyone knows what to expect

Communication

• All task assignments include clear deadlines and context
• Reminders are sent in a supportive, non-pressuring tone
• Decisions about task transfers are communicated to relevant committees
• We always appreciate volunteer efforts, regardless of availability

Graph of the process

flowchart TD
    subgraph Office ["🏢 Office"]
        D[Send Reminder]
        E{Reminder Count = 2?}
        G{Essential Task?}
        H[Complete Task]
        I{Capacity?}
    end

    subgraph Committee ["👥 Committee"]
        A[Task Assigned]
        F{Volunteer Takes Task?}
    end

    A --> B{Task Done?}
    B -->|Yes| C[✅ Complete]
    B -->|No| D

    D --> E
    E -->|No| F
    F -->|Yes| C
    F -->|No| D

    E -->|Yes| G
    G -->|Yes| H
    G -->|No| I

    I -->|Yes| H
    I -->|No| J[❌ Drop Task]


    H --> C

    style A fill:#e1f5fe
    style B fill:#f0f0f0
    style C fill:#c8e6c9
    style D fill:#fff3e0
    style H fill:#fff3e0
    style J fill:#ffcdd2

This policy helps us maintain our conference quality while respecting the voluntary nature of committee participation.