What is a checklist and how do I make it?

A checklist is a tool that helps systematize and control the execution of tasks. It represents a list of actions that need to be performed in a specific order to achieve the desired result.

Checklists are used in various fields, from project management to medical practice. They help simplify the process of performing tasks, reduce the likelihood of errors, and improve work quality. Our studio is no exception, as certain sets of tasks are also used during teamwork.



The main advantages of using checklists include:

1. Systematization of work allows you to break down complex tasks into smaller subtasks, making their completion easier.
2. Reduction of time spent on completing a task since all necessary steps to achieve results are provided.
3. Improvement of work quality by reducing the likelihood of mistakes through clearly defined tasks.
4. Convenience of use, as it can be created in any format, from paper-based to electronic, which makes it convenient to work with.
5. Possibility of control, enabling tracking of the progress and completion of tasks.

What is a checklist?

Now that we've understood what a checklist is, let's explore where such lists are used and who benefits from them.

Here are some examples:

Project Management
Checklists can be used to monitor task completion within a project. This simplifies the team's workflow, ensuring everyone knows what needs to be done. With this approach, the collective begins working more productively and completes assigned tasks on time.

Medical Practice
Checklists are also utilized to control procedures in medical practice, significantly facilitating the work of healthcare professionals and patients alike.

For instance, consider general practitioners whose patients often struggle to understand what to do first after visiting the doctor. After diagnosing a patient, the physician provides guidance on subsequent steps. By incorporating checklists into this process, medical staff can interact with visitors more quickly and accurately.

Let's examine specific cases where these lists are applied:

• Patient Identification Check: Verify name, surname, date of birth, and medical record number.
• Diagnosis Verification: Confirm accuracy of diagnosis.
• Checking Patient Records: Ensure availability of patient files.
• Medication and Referral Checks: Confirm all prescribed medications and referrals based on the diagnosis.
• Document Verification: Ensure necessary documents are available, especially for serious conditions (e.g., surgery consent forms, test results).
• Surgical Team Preparation Check: Confirm readiness of the operating team.

Business
In business, many use checklists to manage tasks, such as conducting inventories or preparing for client meetings, saving entrepreneurs significant amounts of time.

Consider our company, which has increased its efficiency through proper task management:

• Implementing checklist usage across all employees.
• Training personnel on checklist utilization and monitoring correct application.
• Regularly analyzing work outcomes with checklists and adjusting processes if necessary.
• Assessing effectiveness based on improved service quality, increased orders, and higher customer satisfaction levels.
• Consistently informing employees about checklist results and involving them in improving work processes.
• Establishing reward systems for outstanding performance using checklists, motivating employees to enhance their productivity.
• Developing and controlling the implementation of specific action plans for integrating business processes into the company.
• The responsibility for implementing and overseeing checklist usage lies with the manager and an appointed employee responsible for the process.

Education
Checklists have been integrated into educational settings to manage task completion, such as during exams or lesson preparations. These tools help establish uniform evaluation and teaching systems for educators. In education, checklists ensure high-quality instruction and prevent errors when working with students.
Additionally, teachers can better plan their work and elevate student learning outcomes.

Consider an example for conducting lessons:

• Checking the availability of necessary materials and equipment for the lesson.
• Verifying that the lesson topic aligns with the curriculum.
• Ensuring students understand the goals and objectives of the lesson.
• Confirming the presence of a lesson plan and its alignment with the curriculum.
• Evaluating students' knowledge and comprehension of the material.

By detailing these actions, teachers gain a clear understanding of how to engage with students and conduct classes effectively in educational institutions.

Where are the checklists used?

Creating a checklist doesn't require special skills or knowledge but can greatly simplify task execution and improve work quality. Let's now look at the steps involved in creating a checklist:

Step 1: Define the Purpose of the Checklist
The first step in creating a checklist is defining its purpose. What do you want to achieve with this tool? You might create a checklist to monitor task completion within a project, control medical procedures, or prepare for a client meeting. Defining your checklist's goal will help you form a list of necessary steps to reach the desired outcome.

Step 2: Identify Steps to Achieve the Goal
Once you've determined the checklist’s purpose, the next step is to analyze the actions required to achieve that goal. Break down the objective into smaller subtasks and identify the sequence of actions needed to complete each one. For example, if you're creating a project management checklist, steps could include defining tasks, assigning responsible individuals, setting deadlines, etc.

Some tools that can help you outline checklist goals include:

• MindMeister
• Miro
• Canva
• XMind
• Coggle
• MindNote
• SimpleMind
• iThoughts

Step 3: Compile a List of Steps in the Necessary Order
After identifying all the necessary actions to achieve your checklist’s goal, compile a list in the appropriate order. When creating this list, consider the logical sequence of activities and the optimal order for completing tasks.

These tools can assist you:

• Bitrix24
• Trello
• Asana
• Todoist
• Microsoft Outlook
• Google Sheets and Microsoft Excel

Step 4: Add Additional Instructions and Comments
After compiling the list of actions, add additional instructions and comments. This can be useful for clarifying what needs to be done at each step. For instance, you may provide explanations for certain subtasks or highlight potential errors to avoid.

Step 5: Review and Correct the Checklist
The final step in creating your checklist is reviewing and correcting it. Read through the list of tasks to ensure it includes all necessary actions for achieving the goal. Also, verify the correctness of the execution order and the presence of added instructions. Fix any errors and clarify details as needed.

You can review using analytics and advertising platforms like:

• Yandex.Metrica and Google Analytics
• Contextual advertising platforms: Google Ads and Yandex Direct
• Targeted advertising platforms: Facebook Ads, Twitter Ads, etc.

How do I start making a checklist?