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Suggested titles, descriptions, and content for tasks

Max Dana Updated by Max Dana

Good task titles, descriptions, and content allow us to stay organized and work efficiently across multiple members simultaneously. Most importantly, they allow us to immediately identify what a task is and search our task lists to find specific items we are working on for a member. For further instruction on submitting receipts into the app see How To Submit Receipts in the App.

Frustratingly ambiguous task descriptions

  • Fwd: ________
  • RECEIPT FOR PRINTING
  • Receipts receipts receipts!
  • Please pay
  • Check deposit
  • (no subject)
  • Please send check
  • Invoice
  • To be invoiced
  • May Invoice
  • Verizon bill
  • Urgent
  • Hi Max
  • Did I send this?
  • For payroll

Awesome and unambiguous task descriptions & task details

Below are examples of good task descriptions that contain contextual information that reduce ambiguity and make tasks more searchable. Use the examples below as a template for your submissions. TIP: Begin your description with what it is you are submitting, followed by a colon.

Bills/payment requests - "Bill Submission: Vendor - Date (Payment option) - Amount"

"Bill submission: Landlords R Us - December 2016"

  • Account: Props
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Memo: Novelty Scissors
  • Amount: $___
  • Attach bill

"Bill submission: Landlords R Us - December 2016 (Check to Print)" - when a pdf check is needed

  • Account: Props
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Memo: Novelty Scissors
  • Amount: $___
  • Attach bill

Transaction Receipts - "[Bank Account/Credit Card Account]: Vendor - Amount"

"Amex Receipt: Joe's Wig Emporium - $45.98"

  • Account: Props
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Memo: Novelty Scissors
  • Attach receipts

"Chase Receipts: Home Depot $78 & Dominos $25" 

  • Account: Props
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Memo: Novelty Scissors
  • Attach receipts

Reimbursements - "[Type of Reimbursement]: Name - Amount"

"Employee Reimbursement: Jane Funda - $1,000,000"

  • Account: Props
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Memo: Novelty Scissors
  • Attach receipts

"Independent Contractor Reimbursement: Deb Kreditz - $1,000,000"

  • Account: Props
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Memo: Novelty Scissors
  • Attach receipts

Receivable invoices - "To Be Invoiced: Customer - Amount"

"To be invoiced: Acme School"

  • Contact: Acme School acme@example.edu
  • Description: Dance workshops
  • Qty/Fee: $5000
  • Due by: Net 30
  • Account: Contracted Services
  • Program: Arts Education
  • Activity: Workshops
  • Attach invoice and/or contract (if applicable)

New employees

Hmm, it's best not to email this one in. Use the New Hire Form instead.

New independent contractor

"New contractor: Errol Flynn - start date 12/1/16"

  • Job Title: Description of duties
  • Attach a contract
  • Attach an invoice
  • Attach W9 directly to the app (not through email) OR attach email address to request W9

Grant budget and report requests

We've got a fancy web form for this one too. Read all about it.

Grant awards

"Grant Award: Rockefeller Foundation 2016"

  • Attach award letter
  • Include coding if possible

DocuSign requests

"For DocuSign: Offer Letter for Sam Flynn"

"For DocuSign: Contract with Joe's Wig Emporium"

  • Attach contract
  • Include first and last name of all contractors
  • Include emails of all receivers and signers

Request for COI/Additional insured

"COI request: General Liability - 2016 Gala"

"Certificate of Insurance request: Workers' Comp - Cheaper by the Dozen"

  • Attach documentation

Contracts

"Theater Contract: Acme Arts Performing Arts Center - 12/1/2017 - 12/31/2017"

  • Contact: Jane Funda jane@example.org
  • Description: Venue Rental for BYOB
  • Amount: $5000
  • Account: Venue Rental
  • Program: Cheaper by the Dozen
  • Activity: The Kitchen
  • Attach contract

How did we do?

Requesting work from ArtsPool

Requesting digital signature processing for a document

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