Organise by actual work
Create a roster showing each person’s employer, role, destination, activities and required on-site date. Group people by project phase, without assuming that everyone in the same team follows the same route.
Connect the document trail
Use one agreed checklist for shared corporate information and individual checklists for employees. Name an owner for each missing item so that delays can be discussed before they affect the next wave.
Report decisions as well as dates
A useful progress update identifies what is ready, what is missing, who must decide and which milestone may move. Reconfirm the plan whenever activities, employer entities or project dates change.
General planning information. Individual circumstances and current destination requirements require separate professional assessment.