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Checklist: Introduction, Advantages, and Writing Method

Checklist: Introduction, Advantages, and Writing Method
چکیده این مطلب : انتشار : 1397/10/12 0 نظر

Surely, each of us has prepared a checklist in relation to a subject. Maybe it would be interesting to know the time history that checklist preparation goes back to, and the reason for its importance. Here, some explanations would be made in relation to emersion of checklist and, you will be trained through key points with a method of writing better daily individual and simple checklists, as well as supervision, inspection and very complicated checklists to the extent possible.

Importance and History of Checklist

Since long time ago, humans have had various subjects in mind, including primary life requirements. Gradually and through improvements made in technology and industries, secondary requirements have been emerged, as those required for modern life of human. Some kind of checklist has been prepared by early men through drawings on cave walls to the aim of familiarity with correct principles of hunting and food preparation. This indicates that from past till present time, humans have become closer to achievement of their goals through references made to details and their review.

 

Primarily, writing simple checklists in relation to performance of daily works and taking notes of everyday important issues have been considered by human. Through time and due to special attention paid by organizations and managers in different fields to the importance of checklist preparation and their application for organizational progress; various standards have been taken into consideration in order for checklists to be written. Nowadays, more precise instruments are needed for control so that execution of various projects would be expedited and data would be recorded and presented more accurately; and, the reason is that time is becoming of more value for humans in contemporary era.

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The Reasons for Checklist Preparation and its Advantages

The simplest reason as for checklist innovation and expansion of its application is the point that, performance of a task or a part of a project would be no more forgotten with a checklist at hand. Moreover, high level of assurance would be made of in time performance of all works, through which peace of mind would be obtained for individuals in their personal life and/or for managers in execution of various projects. Moreover, all required actions would be taken in time which is an advantage. This peace of mind would be resulted from our increasing control over all important events and those actions necessary to be taken.

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One of other advantages of checklist energy, time, and budget of an individual or organization to be consumed for performance of most important and necessity works; and, unnecessary works would be removed from list of daily works. This way, much saving would be made in individual and organizational resources; and, these resources would be used correctly.

Another advantage of checklist is that works and projects’ progression could be always traced, which increases personal and organizational motivation as for achievement of final goal. Checklist shows how much of the route has been passed through how much time and cost, how much of it is left, and how much resource is required to achieve a goal?

Through preparation of orderly and organized checklists, all programs and action in a concerned field could be performed and controlled correctly; and, any action taken or not taken could be reviewed. Checklists are applied differently and their preparation could be assigned to experts, considering the importance of subject concerned. Preparing checklists with the help of experts, results in increase of validity and efficiency of the checklist.

 

Applications and Preparation Methods of Personal and Organizational Checklists

Checklists are used in various fields e.g. to do list, and specialized checklists in industrial, medical, and academic projects. Great numbers of checklists are used for supervision and inspection in specialized fields; and, using checklist in research and development and quality control departments of organizations is customary to the same reason. For example, a checklist in industrial field is used to check correct performance of a device or an industrial test. In medical field, checklist is used to review patient’s status or a medical test; and, in academic and scientific fields, it is used to study improvements made in a scientific project.

To prepare a checklist, a list of all important items to be considered has to be prepared, primarily. Then, importance of each item has to be specified so that their performance could be prioritized, accordingly. Items have to be placed from top to the bottom of a list, based on their priorities. Based on checklist type, the time required for taking each action as well as its related cost and budget have to be specified so that a complete checklist would be obtained. Of course, those checklists used for tests do not require cost and time to be recorded for each item; however, checklists written in terms of organizational actions to be taken have to take scheduling and cost of each action into consideration.

 

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In respect of daily works and personal programming also, some points have to be taken into consideration for preparation of better checklists. One of these points is preparation of daily works checklist on the day before so that works ahead could be predicted. For example, preparing the checklist on the night before makes us ready for performance of works on the next day. This way, our stress level as for preparation of a checklist would become reduced. Most important daily works have to be done in the morning; because, you have more energy as for performance of complicated and important works.

Please note that, a checklist has to be consistent with conditions, capabilities and the time you have. Expectations higher than those applicable have not to be contained in a checklist, because you would not be capable of doing all items cited in the checklist. This leads to losing motivation in taking action based on that checklist and next checklists. A checklist has to be simple so that its preparation takes not much time. Another point to be considered is that, those strategic items and actions having long term benefits have to be included in daily checklist. If a checklist is full of ordinary and non-objective works, no specific goal and result would be met, despite many works you do on daily basis.

Role of checklist is very important in simplification of various projects. Organizational checklists create order in different affairs and reduce the chaos existing in projects. Moreover, it simplifies control imposed by inspectors and auditors over various subjects; because, it provides inspectors with a specified list of performed works. This is of high importance specifically in organizations with high number of employees; and, employees may track works easier, accordingly.

 

Checklist Preparation Tools

Nowadays and through advancements made in information technology (IT), many online and offline tools are available for checklist preparation. Those tools such as Microsoft Excel, and Microsoft One Note (offline) and Google Docs (online) are applicable tools for checklist preparation, in addition to paper which is considered as simplest tool of preparing personal checklists. Also custom-built famous websites such as www.monday.com, www.todoist.com, and www.wunderlist.com could be referred to. Through optimization of cell phones, many of facilities provided by these websites are placed provided in form of applications which could be simply used by people and organizations.

 

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Final Words

Effort has been made here to explain advantages and general methods of checklist preparation; and, personal as well as organizational checklists have been presented in general and briefly. Later, different types of personal and organizational checklists will be introduced with more details.

 

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