Hi all,
In my entry last month about The Checklist Manifesto, I covered the basic life changes that resulted from applying the concepts of the book.
Today's post is the more functional. First, I will summarize the checklist styles discussed in the book. Once I cover the basics, I'll share a few examples of checklists I use today.
I. Two types of checklists
The first style is a 'read-do' checklist. This means you read the line item on the checklist before you do it.
I suspect IKEA furniture involves such a checklist but, never having assembled such furniture, I cannot say for certain. Driving directions are usually written in this form, as well.
Here is a checklist I may (or may not) use each time I write a book-centric blog post:
The other style is a 'do-confirm'. This checklist periodically pauses the user to confirm completion of all essential steps before proceeding to the next part of the process.
Here is the same checklist as above with each step rewritten in 'do-confirm' style:
The primary difference in the two checklist styles involves, in a sense, the responsibility given to the user to initiate steps. A 'do-confirm' method means users are generally free to do as they see fit until a checkpoint is reached. If all the requirements are satisfied, the user repeats the pattern until the next checkpoint. This checklist mostly prompts users to go back and fix an error.
On the other hand, a 'read-do' provides almost no responsibility to initiate. This method requires users to read a line item, then complete the action. This checklist mostly prompts users to go forward and handle a task in a way specified or just hinted at in the checklist.
In the context of writing a blog post, a 'read-do' makes more sense to me while a 'do-confirm' makes more sense during proofreading (*). I think that is almost entirely a personal opinion, however, as I can easily envision arguments of the reverse.
Generally speaking, which style of checklist is more appropriate? Usually, circumstances or the nature of the task determines the appropriate checklist style. Here are characteristics of tasks which tend to naturally dictate the preferable checklist style:
For the sake of consistency, it seems preferable to use one style of checklist or the other. However, unless the particular process is time-sensitive, the mental cost of switching is likely not significant enough to worry about .
A good checklist is one that increases the likelihood of success with its use. The best checklist is the one among the many good checklists that makes success the most likely. If writing the best checklist means mixing in examples of each checklist type, go for it. Just keep in mind that the burden of clearly communicating what each step represents falls to the author of the checklist.
One example of a checklist that mixes both concepts is a recipe. Most recipes list the required ingredients at the top and suggest that the cook not begin until all the ingredients are available (do-confirm). Once the cooking begins, steps describe what the cook should do in the correct sequence (read-do).
From my own experience, many would benefit from incorporating this 'list of ingredients' concept at the start of their checklists. Something as basic as 'before you begin, make sure you have...' should do the trick and reduce the number of users who erroneously start a process without quite completing all the prerequisites first.
Some checklists are capable of being either 'read-do' or 'do-confirm', depending on the specific circumstances in which they are utilized. A shopping list is generally used as a 'read-do' checklist (look at the list, go pick out the item, repeat with the next item on the list). However, the same list consulted prior to entering checkout line is now a 'do-confirm' checklist.
III. Some examples of actual checklists I use today:
*Going to play basketball
This is a 'do-confirm' checklist taped on my door. I consult it prior to leaving for a basketball game. Usually, everything on the list below is laid out on my bed. I then go down the list, one by one, putting the items into my backpack as I confirm I have them.
*Working out
This is a 'read-do' checklist that dictates my workout based on a series of questions. It is organized like a flowchart with each answer dictating the next step in the process. If you encounter a STOP- it means that is the last act of the checklist.
One note on the above- step #6 could easily exist as parts of steps #4 and #5. One element of a good checklist that step #6 illustrates is the need to keep checklist line items short and to the point. Once a particular instruction threatens to evolve into a fully-fledged paragraph, the checklist is drifting toward the dreaded 'user manual' designation.
*Personal daily admin
This is a portion of a 'read-do' checklist I use at most once a day (and about five times total each week). The idea is to minimize the time spent at a computer by scheduling the frequency I log into accounts, check websites, look at my email inbox, or follow up when I am awaiting someone's response.
One way I minimize computer time is by scheduling certain activities on regular intervals:
Some intended activities require completion of a separate step first so I track these in pairs- the 'triggering' activity and the step I'll take as a follow up. One recent example is throwing out my old running shoes- I did this as soon as my new ones arrived. I also might include emails on this list to which I need a reply- I simply track the date I sent the email, the date by which I need a reply, and the date that makes the most sense to send a follow up.
I originally developed this checklist for work, where efficiency with these types of tasks was critical if I ever intended to fully focus on any project that required more than ten minutes of continued effort. Life outside work demands less efficiency in this regard but I do find that I am much more organized now than I was in the summer of 2010 (the last time I was unemployed) so I think organizing things in this way is having a clear positive effect.
Below, I present a version of this checklist I tailored upon my sacking to operate in a non-work setting. As stated above, the idea is to minimize my time spent on the computer. This example below only covers the first part of the checklist- checking email.
Some items require a response, but not right away. I prefer to hold off on these because I usually bring a list of things to do with me every time I sit down at a computer. Dealing with anything that I notice 'moving' in my inbox potentially distracts me from getting to that list.
Instead, I'll just put the 'to-do' of responding onto such a list for a future date. Waiting at least one day also brings the small benefit of allowing extra time to compose a measured response and increases the likelihood of avoiding making any regrettable remarks that sometimes emerge from hasty replies.
Getting in the habit of not responding right away pays off in an indirect way, as well, for eventually people stop bugging you with every trivial little question they think up, Over time, your email volume goes down as a result.
Some emails require a response but it is unclear if there are any consequences to not doing so within the current calendar year. These items I save up for an email 'clearout' day, usually the first weekend day where I sit at a computer, because otherwise I will never get around to responding and people will assume you are uninterested in responding to their email.
Emails occasionally carry require an action but not necessarily a direct response via email. Figuring out the category such notes fall into is the next step. If it falls into a group with other similar tasks, saving a few to deal with together reduces the total amount of time spent on the task. Most people apply this concept with laundry- just throw all the stuff into a bucket until it is full- so the extension to email is not breaking new ground.
I do this with researching potential books to read. Once I identify an email as containing a recommendation or an article which might point me in the direction of my next read, I store it in a separate inbox folder. Every few weeks, I go through these saved emails in one batch. I find that dividing up these categorized projects into thirty to sixty minute blocks every month or so keeps me focused on the particular task at hand.
In some cases, an email will contain information that requires no response but fails to fit into any known activity or information storage categories. I keep these in my regular inbox, as well, and handle them on the 'clearout' day I referenced above. Once a week or so is a good pace for this type of thing because you avoid dealing with every tiny thing every single day, saving lots of time, but look at your inbox with enough frequency to prevent missing anything important.
IV. Wrapping up...
I do have more on checklists (unfortunately) but I intend to get into those topics later (fortunately). A post I am working on covers my thoughts on the book's commentary about how pride or self-worth impacts the mentality of new checklist users. Although originally slated for 4/22, I think I am going to bump this into May- one post per month on checklists seems as good an arbitrary rule as any.
There may or may not be one additional post later with my book notes (but I could just as easily tack this onto the end of this other post, I suppose, if it runs short). And I chopped off a semi-editorial from this post because I think it is its own blog post, covering how time management problems are generally a combination of overreliance on to-do lists and failures to schedule properly, so that will likely come around sometime in late May or early June.
Thanks as always for reading. Back on Friday at the usual time (and soon to be usual place).
Tim
In my entry last month about The Checklist Manifesto, I covered the basic life changes that resulted from applying the concepts of the book.
Today's post is the more functional. First, I will summarize the checklist styles discussed in the book. Once I cover the basics, I'll share a few examples of checklists I use today.
I. Two types of checklists
The first style is a 'read-do' checklist. This means you read the line item on the checklist before you do it.
I suspect IKEA furniture involves such a checklist but, never having assembled such furniture, I cannot say for certain. Driving directions are usually written in this form, as well.
Here is a checklist I may (or may not) use each time I write a book-centric blog post:
*Open my reading list and find a book to write about.
*Ask- did it really change my life?
-> If NO- stop.*Verify spelling of title and author using goodreads.com.
-> If YES- proceed to next step.
*Summarize the book, but briefly (do not bore those who read the book).
*Describe your life change(s).
Some helpful prompts for this: after reading this book...*Describe any impact on your 'inner life'.
-> ...what do I do differently?
-> ...what new things do I do?
-> ...what did I stop doing?
Some helpful prompts for this: after reading this book...*Wrap up- thank people for reading and remind them of the date for the next post.
-> ...how has my thought process developed?
-> ...how did this book impact my emotions?
-> ...what do I now believe is true?
The other style is a 'do-confirm'. This checklist periodically pauses the user to confirm completion of all essential steps before proceeding to the next part of the process.
Here is the same checklist as above with each step rewritten in 'do-confirm' style:
*CONFIRM you read the book you selected.
*State aloud the ways that this selection changed your life.
*CONFIRM correct spelling of the book and author.
*CONFIRM that you provided a brief summary of the book.
*CONFIRM that you described how your 'actions' changed.
*CONFIRM that you described how your 'thinking' or 'feeling' changed.
*CONFIRM that the post ends with a thank you and with a note about the next post.
The primary difference in the two checklist styles involves, in a sense, the responsibility given to the user to initiate steps. A 'do-confirm' method means users are generally free to do as they see fit until a checkpoint is reached. If all the requirements are satisfied, the user repeats the pattern until the next checkpoint. This checklist mostly prompts users to go back and fix an error.
On the other hand, a 'read-do' provides almost no responsibility to initiate. This method requires users to read a line item, then complete the action. This checklist mostly prompts users to go forward and handle a task in a way specified or just hinted at in the checklist.
In the context of writing a blog post, a 'read-do' makes more sense to me while a 'do-confirm' makes more sense during proofreading (*). I think that is almost entirely a personal opinion, however, as I can easily envision arguments of the reverse.
*To be entirely transparent, I do not use checklists for writing blog posts- those two above are provided as thought exercises only.
Generally speaking, which style of checklist is more appropriate? Usually, circumstances or the nature of the task determines the appropriate checklist style. Here are characteristics of tasks which tend to naturally dictate the preferable checklist style:
*If the consequences of advancing without meeting the prerequisites are significant, use the 'do-confirm'. These force everyone involved to pause and ensure full satisfaction of the minimum requirements before moving forward.II. Is combining the two types of checklist a recipe for disaster?
*If coordination of multiple persons or teams is involved, a 'do-confirm' forces communication regarding critical steps and creates an appropriate setting to share important information among scattered individuals or teams.
*If the details involved in the process steps are complex or users are vulnerable to distraction or simple forgetfulness, the best checklist is a 'read-do' that breaks each step down to the simplest possible level.
*If the sequence of steps matters and/or re-doing a missed or mistaken step is costly or time-consuming, use a 'read-do'.
For the sake of consistency, it seems preferable to use one style of checklist or the other. However, unless the particular process is time-sensitive, the mental cost of switching is likely not significant enough to worry about .
A good checklist is one that increases the likelihood of success with its use. The best checklist is the one among the many good checklists that makes success the most likely. If writing the best checklist means mixing in examples of each checklist type, go for it. Just keep in mind that the burden of clearly communicating what each step represents falls to the author of the checklist.
One example of a checklist that mixes both concepts is a recipe. Most recipes list the required ingredients at the top and suggest that the cook not begin until all the ingredients are available (do-confirm). Once the cooking begins, steps describe what the cook should do in the correct sequence (read-do).
From my own experience, many would benefit from incorporating this 'list of ingredients' concept at the start of their checklists. Something as basic as 'before you begin, make sure you have...' should do the trick and reduce the number of users who erroneously start a process without quite completing all the prerequisites first.
Some checklists are capable of being either 'read-do' or 'do-confirm', depending on the specific circumstances in which they are utilized. A shopping list is generally used as a 'read-do' checklist (look at the list, go pick out the item, repeat with the next item on the list). However, the same list consulted prior to entering checkout line is now a 'do-confirm' checklist.
III. Some examples of actual checklists I use today:
*Going to play basketball
This is a 'do-confirm' checklist taped on my door. I consult it prior to leaving for a basketball game. Usually, everything on the list below is laid out on my bed. I then go down the list, one by one, putting the items into my backpack as I confirm I have them.
-> Sneakers
-> Socks
-> Shorts
-> Uniform
-> Underwear
-> Headband
-> Gum
-> $50
*Working out
This is a 'read-do' checklist that dictates my workout based on a series of questions. It is organized like a flowchart with each answer dictating the next step in the process. If you encounter a STOP- it means that is the last act of the checklist.
#1) Is there a major, non-running workout planned for today (such as a basketball game or 2+ hour bike ride)?
-> If NO- go to #2#2) Have you taken a full day off in the past ten days?
-> If YES- do that activity at the designated time. STOP.
-> If YES- go to #3#3) Do you feel fatigued, injured, or have non-muscle soreness?
-> If NO- rest day, go find nothing to do. STOP.
-> If YES- rest day, we'll try again tomorrow. STOP.#4) Did you do a post-workout strength session yesterday?
-> If NO- go for a run. Make sure the total mileage over the past seven days does not represent a greater than 5% increase over any such total from the past seven days. Then, go to #4.
-> If YES- go to #6.#5) Have you done a post-workout strength session since your most recent full day off?
-> If NO- go to #5.
-> If YES- do a targeted strength session of injured and/or weak areas of the body only (currently single-leg deadlifts to target weak hip area). Go to #6.#6) Time to stretch. If you...
-> If NO- do a full-body strength session (currently pushups, planks, wall-sits, lunges, reverse planks). Go to #6.
-> Arrived from step #4...do a full body stretch, then STOP.
-> Arrived from step #5...do a short stretch of targeted muscles areas (currently calf, quad, hamstring), then STOP.
One note on the above- step #6 could easily exist as parts of steps #4 and #5. One element of a good checklist that step #6 illustrates is the need to keep checklist line items short and to the point. Once a particular instruction threatens to evolve into a fully-fledged paragraph, the checklist is drifting toward the dreaded 'user manual' designation.
*Personal daily admin
This is a portion of a 'read-do' checklist I use at most once a day (and about five times total each week). The idea is to minimize the time spent at a computer by scheduling the frequency I log into accounts, check websites, look at my email inbox, or follow up when I am awaiting someone's response.
One way I minimize computer time is by scheduling certain activities on regular intervals:
-> Daily (check new email)
-> Weekly (look for upcoming author/book readings)
-> Bi-monthly (review credit card statement for weird activity)
-> Monthly (confirm automated bills were paid).
Some intended activities require completion of a separate step first so I track these in pairs- the 'triggering' activity and the step I'll take as a follow up. One recent example is throwing out my old running shoes- I did this as soon as my new ones arrived. I also might include emails on this list to which I need a reply- I simply track the date I sent the email, the date by which I need a reply, and the date that makes the most sense to send a follow up.
I originally developed this checklist for work, where efficiency with these types of tasks was critical if I ever intended to fully focus on any project that required more than ten minutes of continued effort. Life outside work demands less efficiency in this regard but I do find that I am much more organized now than I was in the summer of 2010 (the last time I was unemployed) so I think organizing things in this way is having a clear positive effect.
Below, I present a version of this checklist I tailored upon my sacking to operate in a non-work setting. As stated above, the idea is to minimize my time spent on the computer. This example below only covers the first part of the checklist- checking email.
Do I have new email mail? Open it. Then stop if any one of the following applies...The whole point of the above is to determine my response to any new information (in this case, email) that comes in by expending as little initial effort as possible. Ignoring/deleting is the least work, doing it right away is also very little work, and putting off something important is not advisable.
-> Delete if at all possible
-> If it will take less than two minutes, do it right then
-> If ASAP urgent- drop what else you are doing and deal with it
-> If there is a response needed by a clear deadline- add a reply date to your calendar (and create extra notes if any prior work is needed- research, read an article, etc)
-> If there is a response needed but no clear deadline- leave it in your inbox for your next 'clear out' day (usually a weekend day)
-> If there is no response needed but you can label it or store it in a clear category- move it from your inbox
-> If it is unclear how the information should be kept- leave it in your inbox for your next 'clear out' day
Some items require a response, but not right away. I prefer to hold off on these because I usually bring a list of things to do with me every time I sit down at a computer. Dealing with anything that I notice 'moving' in my inbox potentially distracts me from getting to that list.
Instead, I'll just put the 'to-do' of responding onto such a list for a future date. Waiting at least one day also brings the small benefit of allowing extra time to compose a measured response and increases the likelihood of avoiding making any regrettable remarks that sometimes emerge from hasty replies.
Getting in the habit of not responding right away pays off in an indirect way, as well, for eventually people stop bugging you with every trivial little question they think up, Over time, your email volume goes down as a result.
Some emails require a response but it is unclear if there are any consequences to not doing so within the current calendar year. These items I save up for an email 'clearout' day, usually the first weekend day where I sit at a computer, because otherwise I will never get around to responding and people will assume you are uninterested in responding to their email.
Emails occasionally carry require an action but not necessarily a direct response via email. Figuring out the category such notes fall into is the next step. If it falls into a group with other similar tasks, saving a few to deal with together reduces the total amount of time spent on the task. Most people apply this concept with laundry- just throw all the stuff into a bucket until it is full- so the extension to email is not breaking new ground.
I do this with researching potential books to read. Once I identify an email as containing a recommendation or an article which might point me in the direction of my next read, I store it in a separate inbox folder. Every few weeks, I go through these saved emails in one batch. I find that dividing up these categorized projects into thirty to sixty minute blocks every month or so keeps me focused on the particular task at hand.
In some cases, an email will contain information that requires no response but fails to fit into any known activity or information storage categories. I keep these in my regular inbox, as well, and handle them on the 'clearout' day I referenced above. Once a week or so is a good pace for this type of thing because you avoid dealing with every tiny thing every single day, saving lots of time, but look at your inbox with enough frequency to prevent missing anything important.
IV. Wrapping up...
I do have more on checklists (unfortunately) but I intend to get into those topics later (fortunately). A post I am working on covers my thoughts on the book's commentary about how pride or self-worth impacts the mentality of new checklist users. Although originally slated for 4/22, I think I am going to bump this into May- one post per month on checklists seems as good an arbitrary rule as any.
There may or may not be one additional post later with my book notes (but I could just as easily tack this onto the end of this other post, I suppose, if it runs short). And I chopped off a semi-editorial from this post because I think it is its own blog post, covering how time management problems are generally a combination of overreliance on to-do lists and failures to schedule properly, so that will likely come around sometime in late May or early June.
Thanks as always for reading. Back on Friday at the usual time (and soon to be usual place).
Tim
