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List Manager Task List

Last Revised on: July 15, 2013



Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

Quick List

Complete? Task Timeframe
Manage Savoyard Mailing Lists Ongoing throughout the year
Add new board members to Board-Only and Board-Staff email lists Show Strike + 1 Week
Update SudMembers and GeneralAnnouncements email lists Show Strike + 1 Month
Removing exiting board members from
Board-Only email list
May 1
Update Board-Staff email list with new staff assignments June 1
Create email lists for management team and for the full company July 1
Add the cast to the
general production email list
December 1
Attend Debriefing Meeting See the Calendar for the exact date.
Return Task List Return to the Task List Manager at Debriefing Meeting.
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Task Details

Manage Savoyard Mailing Lists

Approve or reject messages on the moderated email lists. Email messages that don't fit the stated goal of the list should be rejected. If an email from an Savoyard is rejected, an email should be directed to the author of the message explaining why the message was rejected and where the message would be more suitably placed.

For example, a message to the Savoyard shows full company email list, about another show that someone is putting on, would be more appropriate for the general announcements list.

Personal messages that are incorrectly directed to mass email lists should be redirected to individuals. General comments about the organization that are not relevant to individual email lists should be redirected to the Sudbury Savoyard's Facebook page.

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Add new board members to Board-Only and Board-Staff email lists

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Update SudMembers and GeneralAnnouncements email lists

Add new Savoyards to SudMembers and GeneralAnnouncements email lists.
The people to be added are those who are on the previous show's full company email list who are not on the SudMembers list . An example welcome message is:

"Welcome new Sudbury Savoyards Member! For your contributions to our 2013 production of Gondoliers, you've been added to the Savoyards Members email list so you may get announcements of all of our future activities. If you any problems with this list, please contact one of the Sudbury Savoyards list managers."

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Removing exiting board members from Board-Only email list

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Update Board-Staff email list with new staff assignments

Update Board-Staff email list with new staff assignments. This includes removing directors and producers from previous show if they are no long performing a board function.

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Create email lists for management team and for the full company

Create email lists for management team and for the full company. Continue to populate these lists and the Board-Staff list as people accept assignments. Populating these lists will inform the members of the existence of the lists. The management team list should be unmoderated. The full company list should be moderated. The only people who should be able to directly post to it are the Directors, Cast Managers and Producer. Example welcome texts to these lists are:

"Please accept this invitation to the join the management staff email list for the 2013 Sudbury Savoyards production of Gondoliers. This list is not moderated so all of your emails will go to the entire staff without review. This is distinct from the general email list for Gondoliers which will be moderated except for the directors and producer who can always post directly. If you have trouble accepting this invitation, please contact .... or ..... for assistance. It will be useful to forward the invitation that is causing you difficulty."

"Please accept this invitation to the join the full company email list for the 2013 Sudbury Savoyards production of Gondoliers. This list is moderated except for the directors and producer who can always post directly. When posting to this list, please prefix your target audience for your posting with tags such as [CAST], [CREW], [ORCH], or [CAST-WOMEN] If you have trouble accepting this invitation, please contact ..... or ..... for assistance. When you contact us, it is always useful to forward the invitation that is causing you difficulty."

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Add the cast to the general production email list

In coordination with the database manager and cast manager, add the cast to the general production email list. This list may need to be modified throughout the production. Add people from the orchestra, tech and production areas who request to get on the full company email list.

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others

Task Description Timeframe
None None at this time. N/A

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Reference Documents:

Task List Manager Google Lists (MS Word)
Task List Manager Google Lists (PDF)

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