
A well-designed checklist can be a vital support for employees whose job requires them to complete complicated processes. While more than a simple "to-do" list, checklists are strategic tools that help companies build efficiency, quality control, and safety into their processes.
In a recent episode of the Systems Simplified podcast, Adi Klevit, CEO of Business Success Consulting Group, sat down with Andrew Dingee, Founder and CEO of System Safety, to discuss the pivotal role of checklists in business processes. They explored how teams can strategically utilize checklists to improve efficiency and accountability.
Read on to learn how checklists support existing processes and workflows.
The Difference Between a Checklist and Other Business Systems
Checklists have a distinct role in business systems. A checklist is a support tool designed to build efficiency into a procedure and keep things running smoothly. Let's break down the differences between a checklist and other business systems:
1. Keep it Brief
A checklist should consist of, at maximum, fifteen steps (Andrew says it should be even shorter - eleven items at most). Once it starts getting longer and more complex, it ceases to be a checklist and becomes more of a procedure.
Brevity allows users to stay focused and ensures they complete critical tasks as part of a process.
2. Only Use a Checklist After Understanding the Process
Checklists are most effective after an employee or team member has learned the process or procedure. It is a reference tool, ensuring nothing is forgotten or skipped during execution.
3. A Checklist is NOT the Process Itself
A checklist is not the process. It is incorporated into a process to support successful task preparation, quality control, or process deployment.
4. Purpose-built as a Support Tool
Checklists act as a support to ensure that business systems are executed smoothly and effectively. They reinforce the process, procedure, or workflow.
5. Actively Checked Off As You Go
Your team has studied and executed processes and procedures to the point that they are now a memorized action. However, a checklist must stay in front of the user and not be a memorized tool. Its purpose is to provide step-by-step reminders so the employee doesn't have to rely on memory alone.
This function of not being a memorized tool is also an essential factor in accountability, as reviewing completed checklists can help a supervisor see where something may have gone wrong. So, having a checklist that one must check or sign off as completed improves accountability and ensures your employees complete the steps in front of them, rather than those they have memorized.
How Checklists Support Processes and Workflows
As clarified above, checklists differ from processes and workflows, yet they support both. Processes provide a roadmap for completing tasks, while workflows detail the sequence in which tasks must be performed. A checklist serves as a quality control or preparatory guide to ensure the process and workflow are executed correctly.
Here's how checklists enhance processes and workflows:
- Reinforcing Key Steps: When a process involves multiple steps or requires inter-team coordination, checklists ensure that no crucial action is missed. They act as a safety net to catch potential errors before they cause bigger issues down the line.
- Fostering Accountability: When an employee marks a task as completed or signs off on a checklist, they are taking accountability for the completed work.
- Increasing Efficiency: Checklists streamline actions to ensure employees stay efficient and complete essential tasks. They clarify what needs to be done and in what order, eliminating confusion or unnecessary guesswork.
- Consistency in Performance: Businesses thrive on consistency, and checklists help ensure that each employee uniformly performs essential tasks. This leads to predictable outcomes, reduced errors, and improved customer satisfaction.
Five Facts You Should Know About Checklists
Andrew Dingee and Adi Klevit discussed five relevant facts that every business owner should know when creating checklists.
- When to Schedule a Checklist: It's essential that a checklist does not impede operations, particularly if those operations are often completed "on the fly." Always build a checklist into a process when there is a natural slowdown. For example, a checklist can be useful before a process begins, as part of the setup. It can also be valuable as part of safety checks or quality assurance checks. These are times when there is a natural and necessary slowdown in operations, and this is when a checklist is most beneficial.
- Incorporating Accountability: One of the primary benefits of a checklist is that it can be turned into an accountability tool. Whether submitted to a supervisor for review or stored digitally for future reference, checklists ensure a paper trail exists. A digital signature or timestamp adds an extra layer of verification.
- Does Not Replace the Process: Checklists are designed to support a process, not replace it. Their job is to ensure that particular elements of the process are followed, but they are not meant to stand alone. Checklists are part of a broader system.
- Every Checklist Should Have a Purpose: A checklist must serve a clear purpose, whether that is ensuring quality, maintaining safety standards, or preparing for an upcoming task. Without a specific purpose, the checklist becomes just another piece of paperwork. A well-crafted checklist should quickly guide the user to the desired outcome.
- Memorization Is Not the Goal: Employees should be expected to memorize the process, not the checklist. The checklist is meant to assist those carrying out the task by being a handy reminder of the steps they must take, ensuring they do not rely solely on memory, which is prone to error.
Why Checklists Work So Well
Checklists simplify the execution of vital tasks by providing clear, manageable steps and ensuring accountability for task completion. They can also provide clarity in high-pressure situations, where it's easy to forget minor but crucial details. Checklists prevent costly mistakes by acting as a quick reference tool, reminding employees of essential steps.
When used correctly, checklists support efficient business operations. However, they must be part of a larger system of processes and procedures that guide operations from start to finish. This is where Business Success Consulting Group comes in. We help companies document, implement, and optimize their business processes, ensuring that every tool, including checklists, works in harmony to achieve the company's goals.
Are you ready to document and optimize your business processes? Contact the process experts at Business Success Consulting Group and schedule your free initial evaluation.