Ideally the following would be done:
- Have a centralized place is used for all source
- This would include assets used to create scenes.
- Decide upon 8x or 16x for the scaling and use it for all scenes.
- Create a todo list as suggested above.
You can use something simple like google drive (like we used to) and then people can access the files, Use the primitive resources to make their scenes quicker, do renders, You know have working flow for the project that will help you attract more help too, Everyone can then work together on the same data set using the same assets so things look consistent thru the game, The artists to focus on art and the people offering to render can also have access this way they can render the scenes marked done.People can also test the fields to be sure the walk meshes are still working correct and weird pockets are discovered or do stuff like this guy is suggesting.
http://forums.qhimm.com/index.php?topic=16748.msg259379#msg259379