Why you need a checklist at work

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

A checklist seems like a very old-fashioned way to organize your workflow, as there are so many modern techniques out there. But we are ready to convince you, using one scientific experiment, the opinion of a Ph. D. and the experience of the vocalist of the group Van Halen as arguments.

In the modern world, we are provided with unprecedented access to information. We can learn a lot simply by asking the correct search term or by opening online encyclopedias. Nevertheless, with this flurry of information, we also get a lot of difficulties.

We know more now than ever before, but there is a problem with turning theory into practice, giving it value and usefulness.

In many ways, the information age has made us far less practical and wise. Let us know a lot, but we easily lose concentration, we are distracted from the main thing, we allow attention to be scattered. Moreover, we easily lose sight of the basics, essential background information, and make mistakes with a sense of our own competence.

According to surgeon and public health researcher Atul Gawande, M. D., people should make the most of their knowledge.

Atul Gawande American surgeon, journalist, writer

We can forgive failures due to ignorance. If a person did not know what to do in a given situation, we are glad that he made every effort to solve the problem. But if he knew how to proceed, but did not apply this information in the right way, it is difficult not to get mad.

Mistakes made because of the firm belief that “I know best what to do” is often the most painful. You did not try your best and failed, but deliberately followed the lead of overconfidence and failed. Atul Gawande believes that this is similar to how a simple mistake made by an experienced surgeon leads to the death of a patient.

How do we deal with this ocean of information? How to make the best use of knowledge and leave room for miracles? According to Dr. Gawande, you can feel your own power and competence by using a checklist.

Dr. Gawande carefully studied the effect of checklists on surgeons, or rather, on the number of cases of infection of patients during surgery. Despite the fact that the experiment involved respected and competent surgeons, all of them, in one way or another, were at risk of making a mistake during the operation.

The checklist presented to the surgeons was short and simple. It read:

• Wash your hands with soap and water.
• Wipe the patient's skin with an antiseptic.
• Place sterile dressings on the patient's body.
• Put on a hat, mask, sterile gown, and gloves.

These are the steps that medical students learn by heart, they are obvious, simple and necessary. But a person is not a machine, and he can forget about one of the actions. Skipping one step can lead to infection, which means additional treatment, financial costs and, in the worst case, death of the patient.

Surprisingly, as soon as this checklist appeared before the eyes of doctors, they began to make fewer mistakes. The number of infections decreased by 66%. It saved a lot of money, but more importantly, it saved over a thousand lives.

Of course, a checklist as a way to structure thoughts, streamline actions and remember the necessary information is useful not only for doctors, but also for each of us.

You may find it offensive to write a checklist in order not to forget anything. After all, you are smart enough and can rely on your own memory. But the main goal of a checklist is discipline that will help you follow the intended path and avoid mistakes.

Why make a checklist

1. The checklist helps you make sure you don't forget basic and simple information. Dr. Gawande believes that the checklist creates a kind of "cognitive network" that protects us from our own shortcomings - the boundaries of memory and attention. The checklist ensures that you do not forget about common truths at the moment when fatigue or laziness approaches.
2. The checklist frees your mind, gives it the opportunity to work on really difficult tasks. Once you've stopped worrying about simple and trivial things, you get the chance to focus on tough choices. This works especially well in cases where unexpected or unplanned situations constantly arise and it is rather difficult to control yourself.
3. The checklist helps to be disciplined. This is important when it comes to routine tasks. When we get used to doing something from day to day, we easily lose enthusiasm and attention, make mistakes and miscalculations. If you feel too comfortable in your workplace, you relax and your attention is distracted, the checklist will help you stay alert every minute.
4. The checklist saves time. You no longer need to think about your every step: you have already described everything on a piece of paper. If you need to make a decision now, time is your most valuable resource. A checklist will help you win precious seconds.

Yes, a checklist is not the most original way to control your workflow. But at the same time, this simple tool turns out to be incredibly valuable for those looking to reduce errors and improve the quality of their work.

How to create an effective checklist

There are good checklists and bad checklists. So how do you create a checklist that will help you get started?

1. Focus on simple things only. The purpose of a good checklist is to convey the necessary information. No details. The checklist is not a guide, not a tour of your workflow. This is a diagram that helps you remember the most important things. A good checklist should have five to ten points.
2. The checklist should be simple and practical. Use clear words that accurately describe the task. If you need extra time to remember exactly what each item means, your checklist is bad.
3. Decide when to pause. When will you use your checklist? When will you move on to the next item? How do you check that the item has been completed? Pick a time when you go over the checklist and make sure everything is done and you can move on to the next task.
4. Define the type of your checklist. For example, if this is a recipe, then you will read each step and follow the instructions. This is a read-do type. And if your checklist contains work assignments for today and you simply cross out completed tasks from it, then this is the "made - confirmed" type. This step will help streamline your work with your checklist and control yourself better.
5. Be prepared to revise and update your checklist. Feel free to revise it and make new tasks or edits. You need to experiment in order for your checklist to be truly effective.

The last step is especially important. Your checklist is not set in stone; it is receptive to changing circumstances.

No brown M & M's

David Lee Roth, lead singer of Van Halen, has a curious habit. The rocker rider looks adequate: it lists the technical requirements for the equipment. But one of the points regularly shocks the employees of concert halls, stadiums and music clubs: somewhere in the middle of the list is an M & M's bowl, which should not contain a single brown candy.

These riders act like checklists: employees move from point to point, fulfilling the musician's demands. When David Lee Roth accepts a job, he is primarily interested in a bowl of sweets. Can you guess why?

While asking to remove all brown M & M's sounds crazy, David Lee Roth can explain it. If the stadium staff leave brown candy in the bowl, it means that they are not paying attention to the rider. When David comes across such a dragee, he goes to check everything else: whether the instruments are well connected, whether the equipment is set correctly, whether his requirements for the premises and equipment are taken into account. And if there are no brown candies and the site workers respected even such a strange wish, the musician can be sure: everything else was also done.