A decision log for a short-term rental launch

Why a launch checklist also needs a decision log

A checklist tells you what should be completed. A decision log explains why the plan changed, who approved the change and what remains unresolved. Without it, a property manager may assume furniture is installed because an order was placed, while the photographer assumes the launch date is fixed because it appears on a calendar. Use the log for decisions that change scope, cost, timing or the guest setup. Keep routine status updates in the checklist so important approvals remain easy to find.

Use seven fields for each open issue

Give each issue an identifier, a short description, the decision required, a responsible person, a deadline, the supporting evidence and the final approval. Include the affected milestone. “Sofa delayed” is incomplete; “choose replacement or move photography by Friday; owner approves added cost; revised delivery confirmation attached” gives the next person something actionable. A decision should remain open until the responsible person supplies the agreed evidence.

Connect decisions to dependencies

Start with the proposed guest-ready date and work backward through photography, installation, receiving and access. Some tasks can proceed together, but dependencies must be explicit. Linens can be purchased while a room is being painted; final photography usually needs the intended room setup. If a substitution changes room dimensions or available storage, ask the design team to review it before installation. Use the acquisition-to-design brief to preserve the original constraints.

Example: a missing nightstand

Imagine a shipment arrives with one nightstand damaged. Record photographs, order number, reporting deadline and the vendor response. Ask whether an approved temporary substitute is acceptable, whether the photographer should wait and who will receive the replacement. Record the owner’s choice and the effect on the opening date. Keep the claim evidence with the project documents. This hypothetical example does not assume the vendor will approve a claim or deliver by a particular date.

Use a clear readiness decision

Before opening, the responsible operator should confirm the actual guest setup, cleaning completion, access instructions, inventory and any required local approvals. The log should show which unresolved items prevent opening and which are agreed follow-up tasks. A marketing deadline should not silently override a missing requirement. Keep a dated readiness record that identifies the person making the decision and the evidence reviewed.

Review the log at each handoff

When acquisition hands the property to design, confirm access and retained inventory. When design hands it to management, confirm installed items, care instructions and unresolved deliveries. When management prepares photography and launch, confirm the final room setup and guest instructions. Archive closed decisions with their attachments, while keeping an active view of unresolved issues. A short weekly review can focus on overdue decisions and the next dependency rather than repeating every completed task.

Start your first log

1. Create one shared property file and name the owner of the log.
2. List unresolved decisions that affect cost, timing or guest readiness.
3. Attach current evidence and assign a response deadline.
4. Record the approval, rejected options and affected milestone.
5. Close the issue only when the result is confirmed.

Combine the log with the launch checklist and the document handoff guide. Return to the BNB investor resource library for acquisition and design resources. These links connect related network resources.