This is an updated version of a blog post originally published in May 2016.
In the process of working together with our clients, we have seen numerous great checklists from various functions and industries. Although the context varies, they all have something in common. In this blog post, we will go into more detail and reveal five focal points of a great checklist. The same principles apply to audits, inspections, assessments and checks.
1. Structure it logically
A good quality checklist guides the user. The questions are in a logical order. For instance, if a person is going through several spaces, the questions are grouped in the order of the spaces. A logical checklist is well divided into separate sections, presents logical sets of questions and is intuitive to use.
2. Make questions simple and unbiased
Every question in a checklist needs to be understood by its user. A question like “on a scale from 1-5, how clean was the room” is not only biased but also rather uninformative. A much better way is to ask specific questions such as “is the floor washed” or “is the bed made”. Questions with answering options “good”, “satisfactory”, “bad” etc. are always responded to from a subjective point of view. But “are the doors locked” has only two possible objective answers. So always keep the questions unambiguous.
3. Clarify the objective
What is the measurable result or other information that the checklist should produce? Clarify the goal. Is the objective to improve safety? Or is it to gain more information about customer satisfaction? When the objective is clear, the questions become meaningful and useful, and the checklist is not filled in only for the sake of some random data collection.
4. Provide help and guidance
Add helpful tips and examples to the checklist. Make sure that if pictures are needed, you mention them in the help text. An example of a good answer is also a useful idea. Keep the help text short but informative. Nobody wants to read a novel when going through a checklist yet it has to be made sure that the questions are fully understood.
5. Emphasise the right questions
There are no dumb questions, but all questions are not equally important. So make sure you know which questions are the ones serving the core objective and emphasise them. For instance, information about the cleanliness of a reception area is much more important from the customer satisfaction perspective than the cleanliness of a stock room, although both questions might exist in the same checklist. With the right emphasis, the right information can be gathered to promote better data-driven decision-making.
Final Thoughts
Great checklists only provide the information that is actually needed. Why? Because nobody wants useless data or to waste time on ambiguous questions.
By having a clear objective, logical structure and self-explanatory questions, you are making sure that your checklists have a solid foundation. Adding help and guidance into the mix will ensure that the quality of the collected data is on par with expectations. And by emphasising the right questions, you are able to highlight the 20% of causes that factor for 80% of consequences, resulting in better data-driven decision-making!
Once you have nailed the content of your checklists, it is time to think about the optimal way to conduct, share, manage and analyse them. Modern web applications have a lot of benefits when compared to traditional pen-and-paper checklists, Word documents or Excel spreadsheets. Test our platform FREE for 30 days and experience the difference yourself:
We are building the world's first operational involvement platform. Our mission is to make the process of finding, sharing, fixing and learning from issues and observations as easy as thinking about them and as rewarding as being remembered for them.
By doing this, we are making work more meaningful for all parties involved.
More information atfalcony.io.
Konsta Vesterinen
Chairman of the Board
FAQs
A good quality checklist guides the user. The questions are in a logical order. For instance, if a person is going through several spaces, the questions are grouped in the order of the spaces. A logical checklist is well divided into separate sections, presents logical sets of questions and is intuitive to use.
What is the best way to create a checklist? ›
How to create your checklist
- Step 1:Do a “brain dump” ...
- Step 2:Organize and prioritize tasks. ...
- Step 3:Put them on your to-do list. ...
- Step 4:Check off each item as you complete it. ...
- Step 5:Continue adding items as they come up.
A good quality checklist guides the user. The questions are in a logical order. For instance, if a person is going through several spaces, the questions are grouped in the order of the spaces. A logical checklist is well divided into separate sections, presents logical sets of questions and is intuitive to use.
What are the characteristics of a good checklist? ›
Characteristics of effective checklists include: Checklists should be simple and convenient to use. Each listed item should be necessary and together they should be sufficient. Checklists focused on the responsibilities of a specific person, or a group who will work together, are less likely to have items left out.
What is simple checklist method? ›
The checklist method is used to rate employee performance. A checklist contains statements describing job characteristics and behaviors. The rater indicates whether an employee's behavior for each statement is positive or negative. The employee's performance is rated based on the number of positive checks.
How can I improve my checklist? ›
If you create a weekly checklist, it's important to prioritise items in order of importance. You should also cross off completed items or move them into other weeks once they're no longer relevant. Never worry about forgetting things again. Check it don't forget it!
What is a basic checklist? ›
A checklist is a type of informational job aid used to reduce failure by compensating for potential limits of human memory and attention. It helps to ensure consistency and completeness in carrying out a task.
What are the six steps of the basic checklist? ›
6 Steps to Creating a Checklist
- Step 1: Identify “Stupid Mistakes” That Cause Failure. ...
- Step 2: Seek Additional Input From Others. ...
- Step 3: Create Simple “Do” Steps. ...
- Step 4: Create Simple “Talk” Steps. ...
- Step 5: Test The Checklist. ...
- Step 6: Refine the Checklist.
In checklists, processes are written out in the form of individual steps that need to be taken to solve the task at hand. Example: a list of things to do for a trip. Checklists are convenient to use for controlling various processes: Progress checks when tracking key tasks in time management or project management.
What is a standard checklist? ›
A Standard Work Checklist typically includes a list of tasks and detailed instructions for completing each task. It may also include images or diagrams to help clarify specific steps. The checklist should be easy to read and follow, with clear headings and instructions.
Effectiveness of Checklists
They are explicit reminders of the minimum necessary steps. They are verification methods, and they support a discipline toward higher performance. Checklists are designed carefully to ensure basic checks are always completed before performing an important task.
What is checklist skills? ›
What are skills checklists? Skills checklists are practical lists that detail for employees the skills they are required to perform and the level of performance that is expected for each skill. Skills checklists can take the form of logbooks, fillable PDF forms, and online forms.
What is the main purpose of checklist? ›
Checklists provide detail for every step in a process, thereby keeping things organised. Can be used as a visual reminder, a way of prioritising tasks and scheduling everything that needs to be done so deadlines are not missed. Simple, easy to use, and very effective in completing all the steps.
Is it better to create a checklist in Word or Excel? ›
Again, a checklist in Excel is the best option. It can help you maintain a record in the spreadsheet as you complete the job or items. Moreover, you may also view them to know when you have checked off everything.
What is the best program to create a checklist? ›
Here are the 15 best daily checklist apps we shortlisted for you to try in 2024:
- Todoist.
- Asana.
- ClickUp.
- Geekbot.
- Any.do.
- Notion.
- Habitica.
- TickTick.
Place the cursor or tap where you want to add the checklist in your document, and then select Home > Checklist or press Ctrl + , (comma). To mark a task as complete, select the square icon to the left of each checklist item or press Ctrl + Alt + Enter.
