Execution of checklist. What are checklists and how to work with them

Have you ever caught yourself thinking that this is not the first time you are repeating something to an employee?

Or notice that when performing a familiar task, employees make the same annoying mistakes, wasting time?

If yes, then it’s time to instruct employees to draw up checklists.

Check list(Check list) - a list containing a number of necessary checks for any work. By marking items on the list, an employee can find out about the status/correctness of this work.

The importance of checklists cannot be overestimated. No matter how experienced an employee is, in a hurry he can easily forget an important detail. Let's take, for example, a common situation - preparing to participate in an exhibition. This is a very expensive undertaking. One missed detail - flyers not printed on time - can cost half the budget.

Checklists may be used in various fields: there are checklists for waiters, for pilots, for marketers, for web designers.

Below are the rules for creating checklists that will help your employees create a useful and high-quality tool.

Rules for drawing up checklists

1. One point - one operation

The checklist items are the minimum complete operations. What does it mean?

Ordering the production of business cards and delivering business cards to the office are 2 different operations.

Therefore, in the checklist they are displayed as separate items:

business cards have been ordered

business cards delivered to the office

2. Points are written in an affirmative form

The purpose of the checklist is to check readiness, so it is better to compose the items in an affirmative form - “ordered, delivered.” Compare the wording:
“order business cards” and “business cards are ordered.” The second option requires more responsibility.

3. The optimal number of points is up to 20

Checklists should not be long. The optimal number of points is up to 20. If necessary, it is better to break the task into several stages and create a separate checklist for each stage.
Checklist example:

Effective implementation of checklists

1. Testing

After drawing up the checklist, mentally go through all the points together with the employee. Write down what was missed. Place the points in the correct order. Make edits.

2. Design

The checklist should look aesthetically pleasing - then it will be more pleasant to work with it.

3. Convenient access

Organize shared access to documents for employees so that they can be easily printed at the right time. Print the resulting list in the form of a table (if the check sheet is filled out every day).

Benefits of using checklists

• Structuring information in the employee’s head. When writing down the necessary actions, the employee clearly understands the required sequence of tasks.
• Increasing the speed of training of new employees. There is no need to repeat the sequence of operations for the hundredth time. It is enough to give a short briefing and give a checklist for independent work.
• High results, reduced number of errors. As mentioned at the beginning of the article, checklists help to avoid punctures and careless mistakes.
• Interchangeability of employees.
• — employees will spend significantly less time redoing tasks.

Examples of useful checklists for online business

When creating a checklist, remember: you are creating it primarily for the employee, he must intuitively understand what’s what and not get lost among all the points you have written down. And it is better to analyze the execution of tasks using specialized programs. For example, Yaware.TimeTracker, which allows you not only to create and delegate projects and tasks, but also to control them at all stages of implementation, analyze statistics and productivity of each employee. You can try new functionality. Or sign up and get 14 days free - test before you buy!

Try Yaware.TimeTracker for free 14 days, all inclusive

From January 1, 2018, the procedure for conducting inspections becomes more transparent for employers. During scheduled inspections, the Labor Inspectorate will use approved checklists (so-called checklists). Without waiting for the inspection, we will use checklists to check whether the organization complies with the requirements of labor legislation.

Labor inspectors must now use checklists (Resolution of the Government of the Russian Federation dated September 8, 2017 No. 1080) when inspecting organizations:

Order of Rostrud dated November 10, 2017 No. 655 approved 107 forms of checklists. However, the Ministry of Justice has not yet registered the document, so employers need to carefully monitor the status of the document - the text of the order may change during registration.

Checklists contain:

List of questions reflecting the mandatory requirements of labor legislation;

List of normative legal acts by which they are established;

Answers to the questions that the state inspector enters into the checklists during the inspection.

Let's look at the checklists that you should pay attention to first, since it is in these areas of labor relations that employers most often make mistakes. Let's find out what questions a labor inspector can ask so that we know what to fix.

Checklist forms can be downloaded from the official website of Rostrud: goo.gl/9dRGn1.

CHECK SHEET No. 1 “CHECKING THE PROCEDURE FOR REGISTRATION OF EMPLOYMENT”

Checklist No. 1 reflects the nuances that need to be taken into account when applying for a job. The questions for this checklist are:

1. Was the employment contract concluded in writing? The contract must be concluded in writing (part one of Article 67 of the Labor Code of the Russian Federation). If an employee with whom an agreement has not been concluded in writing is allowed to work with the knowledge or on behalf of the employer, then the agreement with such an employee is considered concluded (Article 16 of the Labor Code of the Russian Federation). Therefore, an employment contract must be drawn up in writing no later than three days from the date of commencement of work (Article 67 of the Labor Code of the Russian Federation).

2. Did you give the employee a copy of the contract? The inspector will also ask for proof that one copy of the contract was given to the employee. The proof is the employee’s personal signature on receipt of the contract on a copy kept by the employer (Article 67 of the Labor Code of the Russian Federation).

3. Have you undergone medical examinations? The next question is about mandatory preliminary medical examinations of workers (Article 69, Article 212 of the Labor Code of the Russian Federation).

FOR WHOM IS A MEDICAL EXAMINATION REQUIRED?

A preliminary medical examination must be carried out by persons working in the food industry, public catering, trade, water supply facilities, medicine (in medical institutions), pedagogy (in child care institutions), departmental security, transport (motor transport, railway transport, aviation), sports, etc. (part two of Article 213, part one of Article 348.3 of the Labor Code of the Russian Federation, order of the Ministry of Health and Social Development of Russia dated April 12, 2011 No. 302n, etc.).

A preliminary medical examination must be carried out by workers working on a rotational basis (Article 298 of the Labor Code of the Russian Federation), in underground work (Article 330.3 of the Labor Code of the Russian Federation), in the regions of the Far North and equivalent areas, if the employee came from other regions (Article 324 of the Labor Code RF).

Also, persons under the age of 18 are subject to preliminary medical examinations (Article 69, part one of Article 266 of the Labor Code of the Russian Federation), and persons employed in work with harmful and (or) dangerous working conditions (Article 213 of the Labor Code of the Russian Federation, Order No. 302n).

4. Have you concluded civil contracts? The inspector will definitely check whether, instead of labor contracts, civil law contracts were concluded, which actually regulate labor relations between the employee and the employer.

5. Has the employee read the hiring order? The content of employment orders must comply with the terms of employment contracts. The order must contain a signature from the employee for familiarization (Article 68 of the Labor Code of the Russian Federation).

6. Have the workers been introduced to LNA? When hiring, the employer is obliged to familiarize employees, against signature, with the internal labor regulations, other local regulations directly related to the employee’s work activity, and the collective agreement (if any) (part three of Article 68 of the Labor Code of the Russian Federation). The inspector will definitely check this.

CHECK SHEET No. 2 “CHECKING COMPLIANCE WITH THE REQUIREMENTS FOR THE CONTENT OF EMPLOYMENT CONTRACTS”

Using this checklist, the labor inspector will check how the employer fulfills the requirements of Art. 57 of the Labor Code of the Russian Federation - are all mandatory conditions and information reflected in the employment contract? Namely:

1. Grounds for concluding fixed-term employment contracts. Such grounds are established by Art. 59 Labor Code of the Russian Federation. If you do not specify them in a fixed-term employment contract, problems cannot be avoided.

2. Indication of part-time or seasonal nature of work. In an employment contract with a part-time worker, it is necessary to indicate that the work is part-time (Article 282 of the Labor Code of the Russian Federation), in an employment contract with a seasonal employee - that the work is seasonal in nature (Article 294 of the Labor Code of the Russian Federation). The inspector will check this as part of checklist No. 2, don’t doubt it.

3. Peculiarities of registration of employment contracts of private employment agencies. Private employment agencies, as a rule, refer a worker to another employer under a personnel supply agreement. In this case, the employment contract of private employment agencies with the employee must contain a condition that the employee performs the functions specified in the employment contract in the interests, under the management and control of an individual (or legal entity) who is not the employer under this employment contract (part one of Article 341.2 Labor Code of the Russian Federation).

The inspectorate will check whether the private employment agency has entered into an additional agreement to the employment contract with the employee who is being sent to work for another employer. The inspector will be interested in whether information about the receiving party is specified in the additional agreement (part eight of Article 341.2 of the Labor Code of the Russian Federation):

Name of the receiving party (full name of the individual);

Identification data of the receiving party - an individual, taxpayer identification number of the receiving party;

Information about the place and date of conclusion, number and validity period of the contract for the provision of labor for employees (personnel).

4. Features of drawing up employment contracts at micro-enterprises. An employer who is a small business entity classified as a micro-enterprise may refuse (in whole or in part) from accepting LNA. However, in this case, when concluding an employment contract with an employee, he must use the standard form of an employment contract approved by Decree of the Government of the Russian Federation dated August 27, 2016 No. 858.

CHECK SHEET No. 3 “CHECKING COMPLIANCE WITH THE PROCEDURES AND CONDITIONS OF CHANGING THE EMPLOYMENT CONTRACT”

When checking the procedure and conditions for changing the employment contract, the labor inspectorate will be keenly interested in:

1. Did you enter into an additional agreement with the employee when working conditions changed? The inspector will check whether there is an agreement to change the terms of the employment contract determined by the parties, including the permanent or temporary transfer of the employee to another job. The agreement must be concluded in writing (Article 72 of the Labor Code of the Russian Federation).

2. Is there written consent from the employee when transferring to another job? If the employee was transferred to another job, including work requiring lower qualifications, the inspector will check whether there is the employee’s consent or his request, formalized in writing (Article 72.1 of the Labor Code of the Russian Federation).

If an employee was temporarily transferred to another job not stipulated by an employment contract, the inspector will pay attention to the remuneration of such an employee. It must be no lower than the average earnings from your previous job (Article 72.2 of the Labor Code of the Russian Federation).

3. When transferring an employee to another job for health reasons, was written consent requested? If an employee needs to be transferred to another job (in accordance with a medical report) that is not contraindicated for him for health reasons, the employer must transfer him to another job (if any) with his written consent (part one of Article 73 of the Labor Code of the Russian Federation).

4. Was the employee notified of changes in the terms of the employment contract on time? The inspector will definitely check whether the employer has notified the employee of the upcoming changes to the terms of the employment contract. The employer must also explain the reasons for such changes (usually organizational or technological).

It will also check whether the notice period has been violated (no later than two months). If an employee refuses to change the terms of the employment contract, the inspector will be interested in whether the employer has offered such an employee another job in writing (Article 74 of the Labor Code of the Russian Federation).

5. Have all vacancies been offered to the employee? If the employee was suspended from work on the basis of paragraph six of part one of Art. 76 of the Labor Code of the Russian Federation, the inspector will check whether the employer has offered the employee all vacancies (taking into account the terms of the collective, labor contract or agreement). By the way, the payment of downtime to the employee will also be checked (part three of Article 76 of the Labor Code of the Russian Federation).

6. Was the remote worker sent a copy of the agreement to change the terms of the contract? The inspector will certainly be interested in whether the employer sent the remote worker a copy of the remote work agreement. Despite the fact that an employment contract and amendments to it with a remote worker are concluded by exchanging electronic documents, a paper copy must be sent by registered mail with notification (Article 312.2 of the Labor Code of the Russian Federation).

CHECK SHEET No. 4 “CHECKING COMPLIANCE WITH THE PROCEDURE FOR TERMINATION OF AN EMPLOYMENT CONTRACT”

Using this checklist, the inspector will check whether the employer has violated the procedure for terminating the employment contract. Evidence that the employer complies with the procedure for terminating an employment contract is:

Written confirmation of timely notification of employees about the termination of the employment contract (parts one and two of Article 81, Article 178 of the Labor Code of the Russian Federation);

Payment of severance pay upon dismissal in the amount of two weeks' average earnings in the cases specified in the law (part three of Article 178, part three of Article 296, Article 327.7 of the Labor Code of the Russian Federation);

Payment to an employee of severance pay in the amount of average monthly earnings upon termination of an employment contract due to violation of the established rules for its conclusion. And also if violation of these rules does not allow you to continue working, provided that the rules for concluding an employment contract were violated by the employer, and not the employee (part three of Article 84 of the Labor Code of the Russian Federation);

Agreement of the parties on termination of the employment contract in writing (Article 78 of the Labor Code of the Russian Federation);

Written statements from employees about dismissal at their own request (Article 80 of the Labor Code of the Russian Federation);

Written motivated opinion of the trade union and compliance with the one-month period from the receipt of the written opinion (Article 373 of the Labor Code of the Russian Federation) when dismissing a trade union member on the basis of clause 3 of part one of Art. 81 of the Labor Code of the Russian Federation (inconsistency of the employee with the position held or the work performed due to insufficient qualifications confirmed by certification results) or clause 5 of part one of Art. 81 of the Labor Code of the Russian Federation (repeated failure by an employee to fulfill work duties without good reason, if he has a disciplinary sanction);

Consent of a higher-level trade union and compliance with a one-month period from the moment of receipt of such consent when dismissing leaders (their deputies) of elected collegial bodies of primary trade union organizations (part one of Article 374 of the Labor Code of the Russian Federation);

Compliance with the ban on dismissal of employees during a period of temporary incapacity for work or while on vacation (part six of Article 81 of the Labor Code of the Russian Federation);

An order to terminate the employment contract, familiarization with it to the employee against signature (or an act of refusal to familiarize himself with such an order).

If the order to terminate the employment contract cannot be brought to the attention of the employee or the employee refuses to familiarize himself with it against signature (part two of Article 84.1 of the Labor Code of the Russian Federation), there must be a corresponding note on the order;

Issuance of a work book or notification of the need to appear for it or give consent to send it by mail (part six of Article 84.1 of the Labor Code of the Russian Federation);

Issuance to the employee of certified copies of work-related documents (with a written application from the employee) (Article 62 of the Labor Code of the Russian Federation);

Settlement with an employee upon dismissal on the day of termination of the employment contract (part four of Article 84.1 of the Labor Code of the Russian Federation). If the employee did not work on the day of dismissal, it should be paid no later than the next day after he submits a request for payment.

CHECK SHEET No. 6 “CHECKING COMPLIANCE WITH THE REQUIREMENTS FOR PROVIDING ANNUAL BASIC PAID LEAVE”

It is prohibited not to provide an employee with annual paid leave for two years in a row (Article 124 of the Labor Code of the Russian Federation). Compliance with this standard will be of primary concern to the inspector.

As part of this checklist, they will also check whether the employer provides annual paid leave to employees under the age of 18 and to employees engaged in work with harmful and (or) dangerous working conditions.

Inspectors also need to make sure that the organization pays annual basic holidays in the amount of average earnings (Article 114 of the Labor Code of the Russian Federation). And he pays no later than three days before it starts (part nine of Article 136 of the Labor Code of the Russian Federation).

CHECK SHEET No. 7 “CHECKING COMPLIANCE WITH GENERAL REQUIREMENTS FOR ESTABLISHING AND PAYMENT OF WAGES”

One of the most voluminous checklists with an impressive list of questions is devoted to compliance with legal requirements in the area of ​​calculation and payment of wages.

1. Do you pay wages in full? First of all, the fact of payment to employees of wages in full amount due in accordance with the requirements of agreements, collective agreements and employment contracts will be checked (paragraph seven of part two of Article 22 of the Labor Code of the Russian Federation).

2. Have you taken the union’s opinion into account? They will also check whether the opinion of the trade union (if any) was taken into account when adopting the LNA establishing wage systems (part four of Article 135 of the Labor Code of the Russian Federation).

3. Do you calculate salaries correctly? With regard to the payment of wages, the inspector must ensure that the employer:

Informs each employee in writing about the components of wages (part one of Article 136 of the Labor Code of the Russian Federation);

Approved the form of the payslip taking into account the opinion of the trade union (part two of Article 136 of the Labor Code of the Russian Federation);

Pays wages at least every six months. Specific dates for payment of wages must be established in the internal labor regulations, collective agreement or employment contract. Wages must be paid no later than 15 calendar days from the end of the period for which they are accrued (part six of Article 136 of the Labor Code of the Russian Federation);

Established in the LNA an increased amount of remuneration for workers engaged in work with hazardous working conditions by no less than 4% of the tariff rate (salary) (part two of Article 147 of the Labor Code of the Russian Federation);

Pays overtime for at least the first two hours of work at one and a half times the rate, for subsequent hours - at double the rate (part one of Article 152 of the Labor Code of the Russian Federation);

Pays for work on a day off or a non-working holiday at an increased rate (Article 153 of the Labor Code of the Russian Federation); . pays for work at night in an increased amount, but not lower than the amount established by the Government of the Russian Federation (Article 154 of the Labor Code of the Russian Federation);

Pays for downtime (due to the fault of the employer) in the amount of at least 2/3 of the average salary, calculated in proportion to the downtime (part one of Article 157 of the Labor Code of the Russian Federation).

They will also check whether the employer retains the average earnings for employees if they are on vacation, sick leave, etc., in accordance with the law.

CHECK SHEET No. 8 “ON VERIFYING COMPLIANCE WITH REQUIREMENTS FOR REGULATING THE LABOR OF MINORS”

If the organization employs minors, the inspector will check whether the rights of minors are respected, namely:

Employment contracts with persons under 16 years of age are concluded for light work that does not cause harm to their health (Article 63 of the Labor Code of the Russian Federation);

The employer has the written consent of one of the parents and the written consent (permission) of the guardianship and trusteeship authority to conclude an employment contract with a person under 15 years of age (Article 63 of the Labor Code of the Russian Federation);

An employment contract on behalf of an employee under 14 years of age was signed by a parent (Article 63 of the Labor Code of the Russian Federation);

An employment contract with a person under 14 years of age must be signed by one of the parents with the permission of the guardianship and trusteeship authority (part four of Article 63 of the Labor Code of the Russian Federation), etc.

CHECK SHEET No. 9 “ON VERIFYING COMPLIANCE WITH LABOR REGULATION REQUIREMENTS FOR FOREIGN WORKERS”

Using checklist No. 9, they will check the content of employment contracts with foreign workers and the availability of the following documents:

Work permit or patent, temporary residence permit, residence permit of foreign citizens and stateless persons permanently residing in the Russian Federation (Article 327.2 of the Labor Code of the Russian Federation);

A contract (policy) of voluntary medical insurance or an agreement concluded by an employer with a medical organization on the provision of paid medical services to such an employee for the duration of the employment contract (Article 327.2 of the Labor Code of the Russian Federation).

They will also check whether the requirements of the law are observed when removing from work a foreign citizen or stateless person temporarily staying in the Russian Federation (Article 327.5 of the Labor Code of the Russian Federation). If a work permit or patent, a temporary residence permit in the Russian Federation, a residence permit in the Russian Federation or a voluntary health insurance policy has expired, the employer must terminate the employment contract after one month from the date of occurrence of these circumstances (Article 327.6 of the Labor Code of the Russian Federation).

CHECK SHEET No. 10 “ON VERIFYING COMPLIANCE WITH REQUIREMENTS FOR REGULATING THE LABOR OF PERSONS WITH DISABILITIES”

Using this checklist, the inspector will check compliance with mandatory requirements regulating the work of disabled workers, in particular:

The working hours of disabled people of group I or II should not exceed 35 hours per week (Article 92 of the Labor Code of the Russian Federation);

Wages for disabled people of groups I and II are paid in full, without taking into account the reduced working hours (part three of article 23 of the Federal Law of November 24, 1995 No. 181-FZ “On the social protection of disabled people in the Russian Federation”);

The duration of daily work of a disabled person corresponds to a medical report (Article 94 of the Labor Code of the Russian Federation);

The disabled person has been created working conditions in accordance with an individual rehabilitation or habilitation program (Article 23 of Federal Law No. 181-FZ);

A disabled person is granted leave without pay for up to 60 calendar days per year (Article 128 of the Labor Code of the Russian Federation) based on his written application, etc.

CHECK SHEET No. 11 “ON VERIFYING COMPLIANCE WITH LABOR REGULATION REQUIREMENTS FOR WOMEN AND PERSONS WITH FAMILY RESPONSIBILITIES”

A woman is not a horse! The inspector must make sure that the labor functions of female employees in the organization are not associated with heavy work and work in harmful or dangerous working conditions (Article 253 of the Labor Code of the Russian Federation). Female workers should not lift or move heavy objects (part two of Article 253 of the Labor Code of the Russian Federation) exceeding the maximum permissible norms established by Decree of the Government of the Russian Federation dated 02/06/1993 No. 105.

Do you offend pregnant women? It will also be checked how the employer complies with legal requirements when regulating the work of pregnant women. The employer must:

Provide parental leave at the request of a woman or other person with family responsibilities (Article 256 of the Labor Code of the Russian Federation);

Pay child care benefits to persons on parental leave until the child reaches the age of one and a half years (Part 1, Article 11.1, Article 11.2, Part 1, 8, Article 13 and Part 1, Article 15 of the Federal Law dated December 29, 2006 No. 255-FZ “On compulsory social insurance in case of temporary disability and in connection with maternity”).

In addition, this checklist will be used to check whether the prohibitions on sending on business trips, hiring people with family responsibilities to work at night, on weekends and non-working days, and overtime without their written consent are observed (Article 259 of the Labor Code of the Russian Federation ). The inspector must also make sure that the employer has not terminated on his own initiative the employment contract with pregnant women and categories of persons with family responsibilities (Article 261 of the Labor Code of the Russian Federation).

In the next issues of the magazine we will look at other checklists.

Yu.Yu. Zhizherina,
independent labor law consultant

This topic is important for almost all business owners, for entrepreneurs, for all those who want to make their work and product promotion much more effective. I think that there are plenty of readers of this site who want to achieve high results, so we study the topic and immediately begin to practice.

A checklist in practice is a list of to-dos with notes on completion, with notes on what were the difficulties, with explanations of the importance of this item. Thus, it turns from a simple list into a tool for analyzing the situation, for making the right decisions, so that in the sea of ​​​​things you can notice important nuances and make adjustments, which will bring business growth in all respects.

What is the advantage of drawing up such checklists and working with them? If your employee receives a well-written checklist for work, he has no chance of doing anything wrong. If your client receives a checklist, then he receives a direct guide to action on mastering your product or technology. At the same time, he feels concern about his ease of use of the product, therefore, loyalty to your company increases.

For an entrepreneur, a checklist personally means close attention to detail; with it you will not forget a single thing, you will have time to do everything, and you will arrive at all planned events on time. For example, you are preparing to open a new project, you have a lot of things to do, and at the very last moment it suddenly turns out that you forgot to pick up such a small thing as advertising business cards from the printing house. It’s unpleasant, and moving forward with a project without such beautiful “reminders” for potential clients who gathered at the presentation will be much longer and more difficult. If, a month before this event, you made a checklist, and for each of your employees or for yourself you wrote down in order all the tasks that need to be completed, then you will never forget anything.

What is the difference? For a month, you write all the cases in a calm atmosphere, take into account all the risks and nuances, and before the presentation itself you are nervous, fussing, and it’s no wonder you forget something. And as a result, the time, money, and effort spent will not be useful, and even if they are useful, they will not be as beneficial as they could be.

History and modern realities of checklists

Checklists came into our lives from aviation. Pilots are given a detailed description of the flight in the form of a checklist, and during the flight itself, notes are made on the completion of the items, as well as on the specifics of completing each item. Mankind really liked this scheme, no matter how funny it sounds.

And the concept of a checklist smoothly migrated into our completely “non-flying” life. In the work of HR officers, marketers, and designers, the checklist plays a very important role as a questionnaire. To find out what the client really wants, what his situation is in all details, and what result he expects - all this can be done quite quickly, clearly and most importantly - accurately! You just need to develop a competent checklist for him and ask him to fill it out. Many companies offer to fill out such a checklist, then provide a summary of the situation and recommendations - free of charge, as a first gift. But in fact, it is a tool for accumulating a customer base, an opportunity to show a potential buyer the importance of this purchase of your product or service. As a result, the client is grateful to the company for analyzing the situation, for recommendations, and in 30-40% of cases makes a purchase. Do you want to learn how to make checklists like this? Read on!

How to make a checklist

If you cannot do this yourself, contact a specialized company. But in any case, you need to know the basic rules of compilation in order to evaluate what you gave the money for?

1 rule

The checklist consists of points, they describe small things that ultimately add up to an overall process leading to an important global goal. There is no need to combine many stages into one paragraph; separate each stage into a separate paragraph. This will be the first column of your table. Next comes a column with a completion mark. And the third column is notes. The difficulties that arose, nuances and small details are indicated there. It is these notes that will then become the basis for reflection when you draw up the next checklist. Remember that combining several tasks into one item may cause inaccurate execution or untimely completion of the task. For example, instead of “respond to a customer complaint,” we write as follows:

1. Find client contacts in the database
2. Call the client to invite them to the office
3. Have a conversation with the client
4. Give him gifts from the company
5. Deliver the client home in a company car.

Rule 2

Professionals of this technique recommend using statements in the affirmative form, in the past tense, even in the task. The above example will look like this in this case: the client’s contacts are found, a call is made to the client, the client is invited, the conversation is held, gifts are given, the client is taken home. There is an opinion that this form of task gives the performer greater responsibility. There is some unfamiliarity in this issue, so it’s worth trying to write in different versions and decide which one is most convenient for you.

Rule 3

A large checklist is not effective. Make it 20 points and no more! If there are actually more things to do, then divide the matter into “sub-to-dos”, them into points, and then into sub-points. There should be no more than 20 small tasks on one page for one day. And it will be easier for the subordinate to perform, and for you to check and analyze too.

Rule 4

Do not write long wording of assignments, maximum 3-4 words, preferably use verbs. This will give clarity to the task, it will be easier to complete and there will be less chance of making a mistake.

Rule 5

Things that you do as a matter of course do not need to be included in the checklist! For example, the task is to create a questionnaire for buyers. You don’t write at the very beginning - take a pen, a piece of paper... and so on. This checklist should include only items that are directly related to the matter, that is, what you can really forget.

Rule 6

In the checklist, be sure to highlight the most important thing, that is, the main task, a difficult item, an item that speaks about the result of the work. Decide for yourself what exactly you need to highlight in color or bold, but highlighting is necessary to know the key and most important points of the matter. But don’t get carried away with the process; many highlighted points will only disorient the performer and will not focus attention on the necessary points.

Rule 7

Preparing for something important never goes smoothly, and changes are often made in the course of things. Therefore, the checklist must be edited. Make adjustments with a pen or pencil first. If you end up with a lot of edits, simply reprint the checklist.

Rule 8

Make the checklist beautiful, accustom yourself, your employees, and your clients to aesthetics and order. And it will be more pleasant to work, and structuring really helps to work more efficiently.

Rule 9

Adjust the checklist if you find that items are out of place, or that tasks are not completely divided into small tasks, or if some tasks are missed. Go through the entire checklist with the employee who will perform the task; he can point out inconsistencies quite competently.

Rule 10

Both the manager and the performer must have access to the checklists. It is often required that some other employees can see the stages of completion of tasks according to the checklist. In this case, it is best to use a computer, a program similar to CRM, and in direct mode you will be able to see how things are at a particular moment. Give access to these checklists to those employees who must monitor and control, and the task will be completed.

What does a check sheet give?

The benefits of using checklists are many. First of all, this is the structuring of all information about a project, business, services, goods, or a specific person. Remember that recording gives the formation of a task much more globally than an oral order. I wrote it down - I remembered it, I said it - I forgot it.

The quality and speed of training for new employees of your company significantly increases. There is no need to constantly follow the newcomer, control, correct. He simply looks at the checklist and completes all the small tasks assigned in order. Very soon his work will become a habit, and a checklist will be required in the rarest cases. The number of errors in performing work decreases significantly, both among young and experienced employees when mastering a new job.

And one more important advantage of checklists in the workflow. If one employee drops out of business for any reason (vacation, sick leave, transfer to another position), then he can easily be replaced by another person using a checklist, because all the regulations are indicated in this document. You don’t have to teach someone again, or frantically look for replacements for those who are absent. Therefore, another advantage of this document is the significant time savings of the manager or middle managers.

By mastering the technique of developing and using checklists, you will significantly optimize your production process. By developing such a sheet for the HR department, you will be able to get to know your potential employees much better at the hiring stage. A marketer can use a checklist to conduct surveys and motivate customers to contact the company. Successful implementation of a checklist will provide greater clarity in understanding work processes and correctness in decision-making.

E. Shchugoreva.

Elena Shchugoreva is a business consultant, trainer in public speaking and speech techniques.
She can be contacted by email [email protected] or through the Facebook group https://www.facebook.com/groups/904597872912469/

In addition to the article, watch a video on how to properly create checklists:

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Have you ever forgotten something?

For example, swimming trunks for a swimming pool or a student's swimming pool?

You turn the car around, curse yourself with the last words... I'm sure everyone has had such moments.

Today we will talk about a reliable tool “so as not to forget” - checklists.

What is a checklist?

This is a set of some actions that need to be performed. Or items to take. Plus notes, diagrams, tips.

The point of a checklist is to prevent mistakes. Avoid force majeure and hassle. Get the whole routine out of your head and put it on paper.

Professional checklists

The checklists came to us from aviation. There the price of a mistake is hundreds of human lives.

Any pilot knows by heart what he needs to do before takeoff. Nevertheless, pilots run everything through special checklists. In this case, one checks, and the second checks, as the first checks.

Checklists are used in construction, medicine and other areas where mistakes are unacceptable.

Aviation checklist, all in English - this is the language of aviation:

Checklist before surgery:

Checklists in my life

I discovered them recently. Now I can’t imagine how I managed without them all this time.

Things I take to soccer practice:

And this is my checklist for monthly car inspection:

In case of a business trip:

Since each business trip has its own characteristics, this checklist is simply a template to which I add or remove things.

This is my checklist for writing blog articles:

Everything is here: how to collect ideas, text editing, design and promotion.

Please note that there is a lot of supporting information here. Here, for example, is an indication of what size the pictures should be in a given case:

Here's my checklist for backing up and cleaning your computer:

I do it once every two weeks.

These are all constant checklists. Sometimes I create a checklist for a one-time event. For example, if I'm planning a vacation.

How to create a checklist?

1. Reduce. This is not an essay. It's just a collection of points. Clarity of wording! Simple dictionary! The goal is for you to grasp the essence even with a quick glance.
2. Remove unnecessary items. Include only what you might forget. For example, in the checklist for writing articles there is no “Turn on laptop” item. I will do this without a reminder.
3. Highlight what's important. Capslock or bold. The main thing is not to overdo it. One or two discharges per sheet is enough.
4. Edit constantly. The checklist must be up to date. Have you seen my pencil edits? Here. When there are a lot of edits, I print the checklist again.

Where to store?

On paper, on a smartphone, in Evernote... Wherever it’s convenient for you.

You can even apply the checklist directly to the item. For example, I used to use stickers on my laptop. But it didn’t stick))

Total

Checklists are simple and convenient. This will save you a lot of time. And nerves.

Why aren't they talking about this in school? Instead of stupid moralizing like: “Have you forgotten your head?”

In this article we will look at a sample checklist. This is the name for a convenient and understandable way to control any complex or multi-stage operation. The range of application of checklists is so wide that information about them will be simultaneously useful to creative people, students, entrepreneurs, company managers and specialists in various fields.

What is a “checklist”

Even if the concept of a “checklist” seems unfamiliar to you, you’ve almost certainly encountered it more than once. Most often, this is the name given to a list of sequential actions (or steps) that must be taken to achieve a goal. It can also be used to check that all points or operations have been completed to solve a problem.

Simply put, it is a list of actions that need to be performed one after another in order to arrive at the final result.

The scope of use of such sheets is so wide that we can say with a high degree of confidence: every person has ever made a “to-do list” for himself.

However, in this article we will look at how checklists help in entrepreneurship and organizing the work of individual employees and entire companies.

A “checklist” is a list of actions that need to be performed one after another in order to achieve the final result.

In what areas are checklists used?

The benefits of checklists for production have already been appreciated by many entrepreneurs, managers and employees. When you need to multitask (and in modern conditions this happens almost all the time), a to-do list helps to monitor the execution of all operations. In this case, all goals and objectives do not need to be kept in mind.

The most common places to find checklists in a variety of forms are:

• aviation (pilots check the readiness of the aircraft before takeoff according to a special procedure);
• construction;
• medicine (from procedures to complex surgical operations);
• accounting and auditing;
• management, including sales;
• education.

Thus, checklists are used in areas where constant concentration is required, and the success of the entire event (and in aviation and medicine, people’s lives) depends on the completion of each item. Let's look at individual types of checklists.

Using checklists in specific industries

Originating in the aviation industry, checklists have long since outgrown their use in just one industry. Despite the belief of some people that the most important things cannot be forgotten, practice shows the opposite. In the modern world there are a lot of distractions, so sometimes even an action that has been brought to automaticity is performed with an error. To avoid this, it is wise to use checklists. How are they used in different fields?

Food Service Checklists

In catering establishments, checklists are used constantly and not in single copies. For example, a restaurant opening checklist helps managers and employees prepare the establishment for business by ensuring accepted standards of service.

For each shift, a separate sheet is usually prepared, indicating the number, date, and surname of the manager. In this case checklist - actually a reporting document. If something does not go according to plan, the manager can study it and understand what mistakes were made by the manager.

1. Checking the event plan for the day (birthdays, anniversaries).
2. Checking cash at the cash register.
3. Organization of cleaning.
4. Availability of report sheets in the kitchen and toilet.
5. Checking all employees (lateness, appearance, etc.).
6. Start of kitchen work.

Of course This list is approximate, each restaurant develops its own. A separate procedure can be developed for each position, for example, a checklist for restaurant waiters, kitchen workers, etc. Such documents are usually stored for a short time, no more than a month (in case any problematic situation arises).

In catering establishments, checklists are used constantly and not in single copies.

Checklists in the cleaning industry

In the professional cleaning industry, checklists are also widely used. For example, a cleaning checklist. A sample of such a list can be made in several versions: as an action plan and as a reporting document. Let's consider both options.

As a plan of action, cleaning checklists are commonly used by professional cleaning companies when providing services to organizations and private clients. Since in this case we are talking about professional cleaning, the list of actions helps to achieve the required level of quality. May include the following items:

1. Dust collection, wet cleaning, furniture care.
2. Window washing.
3. Washing the floor.

The purpose of this sheet is to help the employee navigate the place, fulfill all the points and provide cleaning services with the highest quality possible so that the client does not have any complaints. At the client's request, other tasks may be included in the checklist.

Also checklists can be used as reporting documents, for example, for cleaning toilets. Almost all people have encountered such sheets. They usually hang in the restrooms of cafes and restaurants. The items on such checklists do not contain a list of tasks, but the cleaning time. After completing the cleaning, the employee puts his signature next to each item. Such a document helps the manager of the establishment to monitor and verify the timely completion of cleaning.

Checklists in sales

Any employees involved in active sales should use checklists to improve their performance. First of all, checklists are needed to organize communication with the client, especially over the phone.

Most “cold” calls end in failure because the manager does not communicate with the client, but reads out the finished text to him. Moreover, managers even have a template for every question or “objection.” This is convenient in work - you don’t need to think and compose your answer - but in practice it is absolutely useless. Clients don't like this approach.

A checklist can help facilitate more lively communication, which increases the likelihood of a sale. The sales manager's checklist should include the following items:

1. Acquaintance.
2. Purpose of the call.
3. Offer.
4. Clarification of details, dialogue with the client, responses to objections.
5. Sale (invitation, etc.).
6. Parting.

This option is better than a ready-made sales algorithm, when the manager reads out template phrases in a monotone voice. It may be more difficult to work with in the early stages, but in the end it will be more effective, since it is more like an individual approach to the client.

Also, checklists can be used to evaluate the performance of not an individual manager, but the entire sales department. In this case, they contain questions like:

1. Has the company developed a marketing strategy?
2. Has the sales plan been communicated to employees?
3. Have sales algorithms and employee checklists been developed?
4. Is there a customer base?
5. How many calls do employees make per day?
6. How many calls does each employee make per sale?
7. How long does an average telephone conversation last?
8. How the sales plan is fulfilled (per day, per week, per month).

Thus, constant monitoring and methodical implementation of all points will increase the efficiency of each employee, especially in sales. It is important that organizational leaders take checklist preparation seriously and instill the habit of using this type of time management in all employees.

Any employees involved in active sales should use checklists to improve their performance.

How a checklist helps mystery shoppers

The task of a mystery shopper is a comprehensive assessment of the work of an individual seller and the entire store as a whole. In this case, you cannot do without a checklist of measured parameters. Typically, such lists rate items on a five-point scale or simply “yes/no.” The mystery shopping checklist should include the following items:

1. Buyer contact:
   • the seller comes up first and introduces himself;
   • friendly, polite;
   • neat appearance;
   • interested, smiling.
2. Possession of information:
   • identifies the buyer’s needs by asking questions, including open and clarifying ones;
   • talks about products that interest the client;
   • offers analogues that the buyer does not know about;
   • confidently knows material about products.
3. Presentation of company services:
   • talks about current promotions and discounts;
   • offers to take part in loyalty programs (issue a card, receive bonuses, subscribe to the newsletter).
4. Work with objections:
   • does not speak negatively about the buyer’s opinion, does not call it erroneous;
   • does not argue openly, offers an alternative;
   • expresses reasoned counterarguments.
5. Completion of sale:
   • summarizes the dialogue;
   • informs about additional properties of the product that were not discussed in the previous conversation;
   • tells the procedure for making a purchase (where is the fitting room, where is the cash register, where is the delivery area, etc.);
   • thanks for your purchase and choice of store.

Both simpler and more complex versions of mystery shopping checklists are possible. However The more details the mystery shopper provides, the better., therefore it is better to develop a fairly voluminous and detailed questionnaire about the work of store employees.

Checklists in personal time management

Checklists can be used not only to organize the work of enterprises, but also in personal planning. For example, if it is not customary for a company to use checklists, but an employee sees a need for it, he must create such a checklist for himself.

This will simplify the execution of current work and will allow us to identify the most effective algorithms for performing certain operations. Working according to a checklist will relieve some of the psychological stress - even a complex project, broken into parts, becomes more feasible. And the absence of the risk of forgetting anything is a pleasant bonus when planning.

Working according to a checklist will relieve some of the psychological stress - even a complex project, broken into parts, becomes more feasible.

How to correctly create a checklist

In order for the checklist to work “as it should”, you need to compose it correctly. Here are some recommendations:

1. The list should be simple and short. There is no need to compose a detailed essay, you need to highlight the main thing and write it down in as simple words as possible. With one glance at the sheet it should be clear what to do.
2. The points must be consistent and interconnected. Remember, this is an algorithm for achieving only one goal. The checklist assumes a step-by-step approach to the task. That is, proceed to the second point only after completing the first.
3. Make edits. Record all changes, modifications and improvements in the checklist.
4. If you are creating a personal checklist, make it convenient for you personally. Use highlighting, italics, and capital letters. In this case, you don't have to worry about how clear the worksheet is to other people.
5. The checklist should fit on 1 sheet if you make it in paper form or fit into the size of your computer or phone screen without scrolling if you prefer the electronic version. Optimal - 5-7 points.

Where to keep the checklist

Depending on the purpose of checklists, there may be several options for storing them:

1. Personal checklists are stored in planners, phones and computers. The simplest checklists “what not to forget when leaving home” are appropriate to place at the front door.
2. Work and official checklists of employees should be placed in plain view at the workplace or in electronic form on the computer desktop.
3. Collective checklists should be posted in places where they are accessible to all employees involved in their implementation.

Conclusion

A checklist is an excellent option for planning work and increasing its efficiency. Such checklists have found application in virtually all areas of activity: from aviation and medicine to catering and professional cleaning. A well-designed algorithm will help you approach even the most serious and multi-stage tasks without fear.