The readiness report

Every run produces one. It’s a record of what happened: who did what, when, what wasn’t done, and what people asked for along the way.

It’s deliberately not a celebration. A report for a run that went badly says so, in the same tone as one that went well.

The verdict

The first thing anyone reads. There are four, and they’re distinct on purpose:

READY — signed off. All four checks passed and a named person signed the space off at a stated time.

ALL CHECKS PASSED — waiting on the coordinator’s sign-off. Everything is done. Nobody has put their name to it yet. This is the honest state for a run where the work finished but the coordinator had already left.

NOT READY — items still open. Required work is unfinished. The report says how many items, and lists every one.

NOT READY — this space was signed off and then reopened. Someone signed it off, then something changed. The report shows both facts and when each happened, rather than pretending the first never occurred.

What was not done

A table of everything still open, most urgent first. For each item: what it is, which zone, what type, where it stands, when it was last touched and by whom, and who owns it.

This table has to be empty before anyone can call the space ready. That’s the point of it. It isn’t a list of excuses; it’s the specific reason the verdict says what it says.

One honest note the report makes itself: ReadyFactor doesn’t hold a per-item assignee, so most rows show the zone lead rather than a specific individual. It tells the reader that rather than implying a precision it doesn’t have.

Timing

A line recording when setup started, when the space was due, when it was confirmed, and whether that was early or late and by how many minutes.

Then how long setup actually took against how much work was planned. Over a few runs this is the number that tells you whether your estimates match reality.

Helper notes and photos

When someone finishes work they can leave a note, and those appear against the item. They’re often the most useful thing in the document — the detail nobody would have thought to ask for.

Photos taken during setup stay in ReadyFactor. A shared copy of the report says how many photos exist and for which items, but doesn’t include them — the reader is told to ask you if they need them. That’s a deliberate choice: photos of your space go to the person you decide, not to whoever a link reaches.

Sharing it

The report can be shared with someone who has no account — a venue manager, a client, whoever signs off on your side of the arrangement. They open a link and read it, and can’t change anything.

There’s more to it than that — the link expires, you can switch it off, and a PDF behaves differently from a link. Share a report covers all of it. If you’re sending one to someone who has never heard of ReadyFactor, you were sent a readiness report is written for them.

When it’s wrong

If the report says something you don’t recognise, it’s describing what the software recorded at the time. That’s the value of it — but it does mean a run where people worked around the app produces a report that reflects the working-around, not the work.

The fix is never to edit the record. It’s to make the plan match what the team actually does, on the next run.