I work in aerospace, possibly the most process driven industry around. Most if not all organizations that support the design, build and delivery of products use checklists. Salesmen configuring the aircraft, design engineers preparing a drawing to pilots preparing from the first flight, all use some form of standardized checklist to ensure that things get done in a consistent way and is ready for approval and their downstream customer.
Where the flow of incoming data and tasks is so overwhelming that you have no idea what to do next (called “task saturation”) going to a checklist allows you to focus on priorites and work down a clearly defines list.
At work we have two primary uses of checklists.
- Reminder checklist – complete the tasks, then look at the checklist to ensure the item is complete and ready for the downstream customer.
- Challenge/response – one person reads out the item on the checklist and a second person completes the item and then calls out the correct response.
Content
Chunking – List the items that should be on your checklist. There are a number of ways to group items. Those that share a common factor (location, function) or group by priority.
Flow – examine the chunks and look for a logical progression (moving around your desk, the order in which people need to approve a drawing) to make the list more efficient.
Completion Box – If it’s just one person working down the list then a line that reads “Section complete” and a tickbox is all that’s required. This allows you to move on knowing the previous section or group is finished.
Redundancy – If there are items that consistently cause rejections or are especially critical it’s OK to duplicate them.
Size – Make your checklist as short as possible but as long as needed. The longer the checklist the less likely it will be used and the more likely you will be interrupted while using it.
Design
Font – Use a very clear font, a single font in a mix of upper and lower case is ideal. Italics can be used for emphisis. The idea is the eyes should quickly pick put to what they need to see. Use both upper and lower case letter.
Use black lettering on white paper. Highlighting can be used to define critical items.
Phraseology
Terminology – Use proper terms, as this reduces the chance for error. No vague or ambiguous phrases. Status – Use the actual status or condition that is desired after each item. For example
“Engineering sign off . . . . . Complete”
“Master Power . . . . . . . . . On”
“Tourque wrench . . . . . . . . To 70 ft lbs”
Checklists are there to ensure things are done in a consistent, systematic way. When we are under pressure to meet a deadline whether it is releasing a piece of design engineering, a plan to the shop floor or a part for delivery to a customer its possible to miss a step.
When I get a request from the shop for help I can meet their needs knowing that I’ve done everything needed. My output will be complete, correct and that my actions and response were thought through when I had time.