Top 7 Checklist Best Practices

Checklists Look Simple, But Are Tricky

The “So List” blog offers extensive information on the topic of checklists. You can find the definition, the history of the tool, guidance on how to create an effective checklist, and its types. One of the latest articles discusses checklist mistakes to avoid. Now, let’s explore the best practices for creating a great checklist.

As this is the 100th blog post on the “So List” blog, it deserves to highlight something exceptional.🙂

So, the List of Checklist Best Practices

To elevate your checklists from good to great, consider the following practices:

1. Deeply examine the context of checklist users.
2. Balance the freedom provided to users.
3. Foster ownership among checklist users.
4. Optimize tasks for quick and precise intent conveyance.
5. Follow a logical order for checklist items.
6. Establish regular feedback collection and updates.
7. Maintain versioning and clear reasoning for updates.

Deeply Examine the Context of Checklist Users

When creating a checklist, you are designing a tool. To ensure its usefulness in various situations, it’s essential to test it. In his renowned book, “The Checklist Manifesto” [1], Atul Gawande described how his team tested the first version of the surgical safety checklist for the WHO in eight hospitals around the world.

While such extensive testing may not be feasible for everyone, it’s critical to verify your checklist with a group of people who plan to use it. After all, if no one intends to use it, why create a checklist?

Balance the Freedom Provided to Users

Different types of checklists offer users various possibilities. For example, using a “READ-DO” checklist, supported by several defensive checklists, provides a narrow corridor for actions. In contrast, a “READ-CONFIRM” checklist offers wider criteria to identify whether you have achieved your goal.

Despite their name, negative checklists provide the greatest freedom. They simply define what does not constitute completion, while everything else is considered a success.

Foster Ownership Among Checklist Users

Testing checklists with end users is beneficial, but sharing the responsibility with them is an even more powerful approach. Those with hands-on experience using the checklist possess specific knowledge that can enhance its steps.

As a checklist designer, you must ensure that users understand the potential pitfalls of poorly designed checklists. Additionally, you should recognize that the issues with the actual tool are more apparent to those who use it daily.

Transferring checklist ownership to users certainly requires a supportive culture and training, but it significantly improves productivity and reduces errors when executed effectively.

Optimize Tasks for Quick and Precise Intent Conveyance

Let’s review the following steps:

1. Hands should be wet with liquid soap applied for a good lather. (Water temperature needs to be between 35 °C and 45 °C)
2. Rub your hands palm to palm.
3. With your right palm rub the back of your left hand. Swap hands and repeat.
4. Then, interlace your fingers and rub your palms together.
5. Interlock your fingers and rub the backs of them against your palms.
6. Enclose your right hand around your left thumb and rub as you rotate it. Swap hands and repeat.
7. After washing, always thoroughly rinse your hands in warm running water, and dry with a clean disposable towel.

These are the seven steps of handwashing. Can you quickly convert these tips into actions? Probably not. You need to read and understand them first.

What if you see the following image?

As it is a visual checklist, it is much clearer and makes it easier to determine the necessary steps to achieve the desired results.

The idea is that you can not only create the perfect textual content to convey your message but also incorporate graphics. Decide on the medium that works best for you.

For example, almost everyone on a surgical team doesn’t read the checklist; instead, they listen to it and then confirm. Audio format is also a valid option.

Follow a Logical Order for Checklist Items

When taking notes, the parts can sometimes be in a random order. In contrast, a checklist typically follows a predefined sequence of actions, with the title often serving as a goal or context.

Establish Regular Feedback Collection and Updates

As a checklist designer, you may encounter challenges during the initial evaluation. However, this does not mean you will be free of difficulties after the evaluation deadlines. You will still have questions to answer and clarifications to make.

Establish an agreement among users of the tool and regularly incorporate the feedback you gather into the checklist. This is especially important if you have not yet established ownership as described previously.

Maintain Versioning and Clear Reasoning for Updates

If your documentation practices are sufficiently mature, you may want to maintain a history of your checklist revisions. This way, anyone questioning the inclusion or exclusion of specific checklist items can access the necessary information to understand the reasoning behind those decisions.

Summing Up the Best Practices Checklist Designer Might Implement

Incorporating these best practices into your checklist design can significantly enhance their effectiveness and usability.

By deeply examining the context of checklist users, balancing freedom with guidance, and introducing user ownership, you ensure that your checklists are not only practical but also user-friendly.

Optimizing tasks for quick comprehension, following a logical order, and regularly gathering feedback for updates further refines the process.

Maintaining version control and understanding the reasoning behind updates can help users appreciate the value and evolution of the checklist.

Ultimately, by implementing these strategies, you can create a best practices checklist that truly improves performance and productivity, ensuring tasks are completed efficiently and accurately.

Thank you for reading the 100th post of the “So List” blog!🎉

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List of Links

[1] Atul Gawande, “The Checklist Manifesto: How to Get Things Right”, ISBN 978-0312430009
[2] Image from the “Hand Washing Steps” page from the “7 NHS Techniques” website