As simple as a checklist

For some of us, putting systems in place seems like a very natural thing, for others of us – we don’t start. If you are one that doesn’t start, is it…

• …because you don’t even know where to start?
• …because if you start, you’ll realize all the other things that need doing?
• …because it seems overwhelming?
• …some combination of these three – plus some others?

Any of these or combinations could freeze us in our tracks. In reality, we simply need to get started with defining and laying out our standard processes to build in consistency and to eliminate errors.

In his book The Checklist Manifesto, Atul Gawande makes a distinction between errors of ignorance (mistakes we make because we don't know enough), and errors of ineptitude (mistakes we make because we don’t make proper use of what we know). 

Failure in the modern world, Gawande writes, is really about the second of these errors - mistakes we make because we don’t make proper use of what we know. How do we ensure that we eliminate these errors? A checklist. A checklist is a very simple, but effective system.

Even experts (e.g., surgeons, scientists, pilots) need checklists--literally--written guides that walk them through the key steps in any complex procedure. 

The last time you had a home improvement project, how many trips did you end up making to the hardware store (be honest!)? Over the last 35 years, I consistently worked to get our average down to three:

• initial trip to buy everything we needed
• second trip to buy the rest of the things we needed
• third trip to buy the things we didn’t know we needed until after we started

Yes, we all know that when the average is three, that means sometimes it is only one trip and sometimes it’s… Well, I think you get the picture.

I could argue that the 3-trip rule only applies to tasks that I am not accustomed to doing – I don’t paint the house every week, I don’t replace the bathroom faucet once a month, nor do I replace bathroom cabinets once a year. 

How many daily/weekly activities in your business more closely resemble my home improvement projects than a consistent, effective work process? How often do you have to stop and locate the rest of the things you needed, or worse – missed out on opportunity to ensure that your customer had everything that they needed before they left the first time?

Tips on where to start with your checklists:

• start with processes that create customer dissatisfaction (both external and internal customers) when a step is missed
• look at processes where there is opportunity provide value-add service or products for your customer
• capture the high-level process steps first, go deeper only on the steps that are complex and need pictures or detailed explanations
• start at the end of the process and work backwards – ask “to have this result, what process step is needed to produce that output?” and “what input(s) are required for that particular step?”

Tips on making checklists work for you:

• ensure that you use your checklist consistently (read every time!)
• update checklist when you discover an issue or uncover an improvement
• don’t ever assume that you can complete the work “in your sleep” and don’t need your checklist – that’s the stuff that creates nightmares!

Not elaborate, not complex, not automated. Effective and simple – that is where you should start. The impact can be dramatic; the momentum can be lasting.

Only Action gets you closer to your dreams - do something today that your future self will thank you for."

- COACH 

To read more of our blog posts – click here

Business feeling stuck? Want to find what it will take to grow to the next level? – take our 3-minute assessment

Feeling like you’re in constant battle to maintain Focus?  Want more productive time? – see where to focus