Quality, safety, and reliability: these are the key terms in every factory. To safeguard them, it is essential that no deviations occur in production. A good checklist helps prevent these deviations. In this blog, we therefore help you get started with creating a checklist, using a checklist template and checklist example that you can immediately apply on the shop floor.
Why a good checklist is indispensable for quality
Quality largely depends on stability. This means that the way of working must remain consistent. A checklist helps achieve this stability by ensuring that every operator follows the same steps, in the same order, and with the same level of attention. As a result, fluctuations in workload or differences in the experience of the operator on duty have less impact on the quality of the final product. In addition, checklists are a proven way to prevent errors. Operators no longer need to rely on memory for critical steps and can fully focus on correct execution. Checklists are also important for safety, which should not rely solely on routine and memory. A checklist forces operators to pause at each step, allowing hazards to be identified more quickly and incidents to be prevented.
Creating a checklist: a step-by-step approach
Creating a good checklist goes beyond simply writing down a number of action points. To make a checklist truly effective, it should be purpose-driven, clear, and usable for everyone who will work with it. You create a checklist that truly adds value by following the steps below:
- Define the objective – Is it a quality inspection, a maintenance round, or a safety check? A clear objective determines the content, length, and structure of the checklist.
- Gather input from the shop floor – Operators, technicians, and team leaders know best which steps are important. Involve them from the start when creating the checklist to improve its quality and completeness.
- Map out the process – Create logical steps and place them in the correct order. Keep it concise and formulate each step as a clear and actionable check.
- Use simple language – Avoid technical jargon when it’s not necessary and ensure each step is understandable at a glance. The less room for interpretation, the better.
- Include only essential checks – A checklist that is too long is rarely read in practice. Focus on the steps that are truly critical to safety, quality, or productivity, so the checklist is used effectively.
- Test the checklist in practice – Have different people use the checklist and identify where they encounter difficulties or questions. Then refine the checklist accordingly.
- Digitize where possible – With a digital checklist, you can add photos, record data automatically, identify trends, and manage versions. This makes the work easier and more reliable.
Checklist template that helps prevent errors
A standard checklist template can help teams perform tasks faster and more consistently. A digital checklist then becomes clear and recognizable. Below you will find a simple checklist template that can be used across many departments in production environments. Using such a template allows teams to create new checklists more quickly, all meeting the same quality standards.
Checklist template
- Checklist title
(for example, ‘Daily machine inspection’)
- Objective of the checklist
(What does this prevent or check?)
- Required materials or tools
- Preparation
- Step 1
- Step 2
- Execution / inspection steps
- Checkpoint 1 (Yes / No / Comment)
- Checkpoint 2
- Checkpoint 3
- Completion
- Final check
- Signature or digital confirmation
- Comments / Deviations
Checklist example: From theory to practice
To make the application concrete, below is an example of a fully developed digital checklist, as it could be used in a production environment. This checklist example is based on a daily inspection of a packaging machine.
Daily packaging machine inspection
Objective: Prevent malfunctions and quality deviations by detecting issues in time.
Preparation:
- Wear PPE (gloves, safety glasses).
- Ensure the machine is stopped and safely accessible.
Inspection steps:
- Are all emergency stops unobstructed and functioning correctly?
- Is the machine free of product residue and packaging material?
- Are the sensors clean and undamaged?
- Are moving parts visibly lubricated and free of wear?
- Is the film or packaging correctly fed and undamaged?
- Are there no loose cables or materials around the machine?
- Does the machine start without abnormal noises?
Completion:
- Have any deviations been reported to the team leader?
- Checklist confirmed and saved in the system.
Top 5 tips for a good checklist in your factory
If you want to get the most out of your checklists, keep the following five tips in mind when creating and using a digital checklist:
- Keep it short and concise – An effective checklist is clear and includes only the absolute must-do steps.
- Use action-oriented phrasing – Give instructions as if you are standing next to the operator. For example, ‘Check that the sensor is clean’ instead of just ‘Sensor’.
- Provide visual support – Digital checklists make this possible. Adding photos of correct and incorrect execution can help prevent mistakes.
- Ensure the digital checklist is up-to-date – Processes change, and so should checklists. Regular review moments help ensure updates aren’t forgotten.
- Involve checklist users – Operators immediately recognize what works in a checklist and what doesn’t. Collaborating makes the checklist continuously better for the shop floor.
Questions about creating a good checklist?
Do you need support in creating checklists, or are you curious how digital checklists can make your factory more efficient and safer? The experts at EZ Factory can guide you directly. Contact them for the right advice and actions tailored to your organization.