Creating effective checklists isn't just about listing activities — it's about designing tools that really help your employees do the work correctly and consistently. In this article, we share the main principles of creating checklists that work in practice.
The basic principle: Less is more
The most common trap when creating checklists is packing in too much information. An overcrowded checklist is not used — it becomes an obstacle instead of an aid.
Focus on the essentials
- Include only activities that are critical to achieve the right result
- Eliminate “nice-to-have” activities which does not affect quality or safety
- Limit the number of steps — more than 10-15 activities in one step makes the checklist difficult to follow
Examples of what NOT to include
❌ “Read the full safety manual (45 pages)”
❌ “Get acquainted with the history of the company”
❌ “Think through how you design the product”
Examples of what to include
✅ Activity: Checkbox — “Safety equipment checked and functioning”
✅ Activity: Text — “Describe the safety risks you have identified in the workplace”
✅ Activity: Photo — “Take picture of properly placed fire extinguisher”
✅ Activity: Numerical value — “Indicate the temperature of the refrigerator (to be 2-8°C)”
✅ Activity: Selection from records — “Select the responsible safety officer who carried out the introduction”
Think like SOP — but make it tangible and measurable
Standard Operating Procedures Don't Have to Be Complicated. Your checklists are digital SOPs that should be easy to follow and impossible to misinterpret.
Every activity should be concrete and measurable
Instead of vague instructions, create activities that require specific actions:
Bad example:❌ “Check that everything is okay with the machine”
Good example:
‍✅ Activity: Numerical value — “Enter vibration level (max 5 mm/s)”
✅ Activity: Photo — “Take a picture of the oil voltage indicator”
✅ Activity: Checkbox — “All warning lights off”
Write for actions, not for thoughts
- Concrete actions — “Take temperature measurement” instead of “Consider the temperature”
- Measurable results — “Record value” instead of “Assess if it feels good”
- Documentable evidence — “Take photo” instead of “Check visually”
Distinguish between journaling and guidance
Not everything in a checklist needs to be documented permanently. Make a clear distinction between:
Activities to keep records
Use these when you need to prove something was done or track data over time:
- Numerical values — Temperatures, pressure, measurement results
- Photos — Condition, damage, correct placement
- Signatures — Approvals, confirmations
- Lettering — Descriptions of problems, actions, observations
- Selection from register — Responsible persons, connected customers/suppliers
- File uploads — Certificates, reports, test results
Examples of journaling activities:
- Numerical value: “Set noise level in dB”
- Photo: “Document the condition of the machine after service”
- Text: “Describe any abnormalities you have observed”
Activities that just need to be followed
Use these for simple controls that don't need saving:
- Checkboxes — Simple yes/no controls
- Information text — Reminders and guidance
Examples of Guidance Activities:
- Checkbox: “Fire extinguisher checked”
- Checkbox: “Emergency exits free of obstacles”
Link instead of duplicating
Avoid copying information that already exists elsewhere. Instead of printing whole instructions in the checklist:
Link to existing material
- PDF document as an appendix to activities for detailed instructions
- Information pages for background information
- Other checklists for related processes
- Process maps to show context
Examples of Smart Linking
❌ Bad: You copy the entire 5-page calibration instruction into the checklist as activities
✅ Good: Activity: Numerical value — “Follow calibration instruction and enter final results in μm”
❌ Bad: List all 20 safety points in an optional daily check
✅ Good: Activity: Checkbox — “Security check carried out according to bulleted list”
A checklist or several? Make the right choice from the beginning
Before you create a new checklist template, ask yourself these questions:
Can I expand an existing checklist?
Examples: You have an “Onboarding checklist” and need to add steps to meet information security requirements.
❌ Create checklist template “Information Security Review Employment Contracts”
âś… Add to existing onboarding template:
- Activity: Text — “Describe your understanding of the information security requirements in the employment contract”
- Activity: Checkbox — “Passed through the information security requirements together with the immediate manager”
Do I need a new step on my existing checklist?
Examples: Onboarding needs to be expanded with IT security.
Existing steps:
- Day 1: Practical preparations
- Week 1: Introduction to tasks
Add new step:
- Day 3: IT security and system access
- Activity: Text — “List what you need to consider about security when it comes to ID cards”
- Activity: Photo — “Take a picture of your ID card”
- Activity: Checkbox — “Password Policy Review”
When should I create a completely new checklist?
Create a new checklist only when:
- Completely different purpose Onboarding vs. machine maintenance
- Various Responsibilities — HR processes vs. production processes
- Different frequency — Daily Checks vs. Annual Audits
- Different target audience New employees vs. experienced technicians
Concrete examples of well-designed checklists
Example 1: Daily Machine Checking
Step 1: Visual check
- Activity: Photo — “Take picture in control panel”
- Activity: Checkbox — “No warning lights on”
Step 2: Measurements
- Activity: Numerical value — “Enter vibration level (mm/s)”
- Activity: Numerical value — “Specify engine compartment temperature (°C)”
- Activity: Numerical value — “Specify oil level (mm)”
Step 3: Documentation
- Activity: Selection from records — “Select responsible technician who participated”
- Activity: Checkbox — “Inspection carried out according to instructions”
Example 2: Customer visits
Step 1: Preparation
- Activity: Text — “Specify the purpose of the visit”
- Activity: Selection from customer register — “Select Customer”
- Activity: Checkbox — “Sales material packed”
Step 2: Implementation
- Activity: Photo — “Take pictures of customer premises”
- Activity: Text — “Describe the main needs of the customer”
- Activity: Link — “Link to quotation”
Step 3: Follow-up
- Activity: Date/Time — “Next contact planned”
- Activity: Text — “Describe the next step in the sales process”
Technical tips for activity design
1. Use the right activity type for the right purpose
- Numerical values — When exact values are required
- Photos — For visual documentation and evidence
- Lettering — For descriptions and analyses
- Checkboxes — For simple yes/no controls
- Selection from register — For consistent data and connections
2. Make activities impossible to misinterpret
❌ Unclear: “Check quality”
✅ Clearly: Activity: Numerical value — “Enter the number of defective units out of 100 checked”
❌ Unclear: “Documenting results”
✅ Clearly: Activity: Photo — “Take a picture of the measuring instrument display”
3. Build in quality control
- Required fields for critical activities
- Validation rules for numeric values (min/max limits)
- Format rules for text fields
Common Mistakes to Avoid
Mistake 1: Vague instructions
Problem: “Check that everything is fine”
Solution: Activity: Checkbox — “All 7 security locks work”
Mistake 2: Too many text fields
Problem: Everything requires long descriptions
Solution: Use checkboxes, photos and numeric values wherever possible
Mistake 3: No connection to liability
Problem: Unclear who will do what
Solution: Activity: Selection from records — “Select the person responsible who has passed the check”
Mistake 4: Forgetting mobile usage
Problem: Difficult to fill in long texts on mobile
Solution: Always test on phone before launch
Conclusion: Concretely and measurably are key
Effective checklists are about:
- Each activity shall require specific documents — not just thoughts
- Measurable results — numbers, photos, checkboxes instead of vague judgments
- The right type of activity for the right purpose — journaling vs. guidance
- Smart reuse — link to existing information
- Logical structure — expand existing checklists whenever possible
A well-designed checklist makes it impossible to make mistakes and easy to do right. It helps your employees deliver consistent quality and provides you with objective evidence that the work has been done correctly.
Remember: If an activity can be answered with “Yes, I thought of that,” you have created a thought activity. If it requires “Yes, and here's the proof,” you've created an action activity. Always strive for action activities.
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