How to create an effective checklist and say goodbye to the old rake. How to create an effective checklist and say goodbye to the old rake Checklist for office inspection

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!

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15.09.2017

Check list - the easiest way to check managers and increase sales in e-commerce. According to our observations, this tool is used in almost every project, although often to no avail. Managers complain that they only waste time checking on managers, but this does not affect sales. Their checklists most often look like this:

• the manager was polite;
• greeted the client;
• clarified the name;
• suggested analogues and recommended products with the optimal combination of price, quality and delivery time;
• told about the terms of payment and delivery.

Indeed, it is easier to refuse such a checklist than to waste time. It doesn't work for sales at all.

In this article, using the example of an online spare parts store, we will figure out how to create checklists that increase sales.

How to make a checklist

Check list - a list of criteria by which sales managers are checked. Each of the criteria leads the manager to a result - a sale or solution to a client’s issue.

The checklist contains universal and specific criteria. Universal - greet, ask the client’s name - the same for any business. Specific criteria are based on the characteristics of the business. For example, asking for a car’s VIN number is a specific criterion for an online spare parts store.

Checklists for an incoming application and an outgoing call will be different. But there is general principles by which checklists are compiled:

• break the checklist into blocks, for example, greeting, identifying needs, presentation, etc.;
• arrange the blocks in the order in which the manager should convey information to the client;
• take only important criteria that lead the conversation to a sale or solution to the client’s issue;
• write one criterion in one paragraph;
• make the wording clear for the inspector and the manager.

Using an example of an online spare parts store, we will show you how to create a checklist.

Checklist example

An online spare parts store will have the following specific criteria in its checklist:

• ask for the car's VIN number;
• inform that we can deliver on the day of order if spare parts are in stock;
• announce that the client will receive an SMS notification with the order number, contents, prices and a link to payment.

Let's divide the checklist into blocks and write down important criteria in each.

When the checklist is ready, you need to choose a method for evaluating managers.

How to evaluate a manager using a checklist

The work of a manager using a checklist is assessed using one of three systems: binary, point and point scale.

Binary system - the simplest assessment option with two answer options: yes or no. “Yes” −1 point, “no” − 0. If the manager has fulfilled the criterion, he is given a 1, if not, he is given a 0.

Using the binary system, an initial check is carried out to see the problems of the sales department and find out what to work with.

Point system. Each criterion is assigned points depending on the significance and influence of the criterion on the result. For example, “a greeting according to the corporate standard” - 4 points, “the manager made an offer based on the identified needs of clients” - 15 points.

This system is used for monthly quality assessment. All calls are rated and the average score is calculated. It is used to look at how managers' performance changes over time, compile ratings of managers and build a motivation system. Scoring helps identify system errors and weaknesses in order to create a training plan.

Rating on a point scale . Each option is assigned a point:

• the manager clearly fulfilled the point in full - we give the maximum score;
• the manager tried to fulfill the item, worked it out partially, for example, tried to work out an objection, but it didn’t work out - average score;
• the manager did not fulfill the item - 0 points.

  This system is also used for monthly monitoring. It helps to identify managers' weaknesses. It is then easy to build a training plan based on them.

  There is no need to make checklists formally to be or because everyone does it. First, honestly formulate why you need a manager review and what you want to get from it. If you decide to start checking managers, evaluate not only calls, but also the management of orders in CRM and compliance with work regulations.

  We are engaged in quality control of call centers in e-commerce: we study and analyze managers’ mistakes, draw up checklists and scripts, and show points of sales growth. If sales have stalled for a long time, please contact:

  How to make a checklist

  • write a list of specific business criteria;
  • break the checklist into blocks;
  • arrange the blocks in the order in which the manager should convey information to the client;
  • take criteria that lead the conversation to a sale or solution to the client’s issue;
  • write one criterion in one paragraph;
  • make the wording clear for the inspector and the manager.

The proposed checklist will be useful to a business coach for implementing post-training activities and for individual support of managers.
And for managers themselves, this checklist can become a tool for both self-education and self-examination.
It is filled out quite simply: “+” - executed in full, “-” - executed with errors.
The "Comments" block displays explanations of the shortcomings and/or recommendations (how to do it right).

Control of accounting, as well as other areas of economic activity, must be carried out at all commercial enterprises without exception.

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It should be remembered that there are a large number of different features of such procedures. They must be ordered, follow each other in a certain order.

Since this is precisely one of the reasons for the absence of problems of all kinds during inspections by regulatory authorities.

A special checklist can significantly simplify this kind of work. Its importance is quite difficult to overestimate. There are many variations of such document formats.

If possible, you should familiarize yourself with its properties and the nuances of its composition in advance. This way you can avoid many difficulties in the future.

General information

This document contains the most detailed information about the list of questions for the audit. The type of sheet in question does not have a format established by law.

But at the same time, certain rules must be followed when forming it. This will reduce the likelihood of complications during the procedure.

Before you begin compiling such a sheet, you need to consider the following questions:

• what it is?
• purpose of the document;
• legal framework.

What it is?

The checklist itself is a special document that allows you to simultaneously solve a fairly large number of different tasks.

The document can be used by various institutions, regulatory organizations and officials. It is only important to remember the legal norms that apply when drawing up a document of this type.

The document itself reflects the following questions:

The use of this kind of documents has both its advantages and disadvantages. The main disadvantages include the following:

In most cases, both the advantages and disadvantages of a document depend on many different factors.

First of all, this concerns the following points:

The checklist is a universal tool for implementing tasks related to auditing and some other procedures that must be regularly carried out at the enterprise.

Such documents may include the following:

Purpose of the document

Users of this type of document today can be:

This sheet allows you to simultaneously or sequentially solve the following list of tasks:

• correctly, in accordance with legal regulations, plan the audit itself;
• carry out selective control, plan all your time as efficiently as possible;
• allows you to avoid missing any important stages of the audit;
• used as a memory aid;
• significantly simplifies the audit itself;
• the audit is carried out in a structured, holistic manner;
• With the help of a checklist, it will be possible to communicate between different institutions, as well as the employees conducting the inspection.

Also, such documents are often used to solve other problems. It is worth familiarizing yourself with all the main properties of such documents in advance. This will make it possible to avoid a large number of different difficulties.

Legal basis

The main legislative act in accordance with which a document of this type must be drawn up is.

This regulatory document includes the following main sections:

If possible, you should carefully familiarize yourself with all the nuances of the legislation regulating auditing activities. Since it is these regulatory documents that must be complied with.

Example of filling out a checklist for internal audit

The process of compiling this type of sheet is quite simple, but has its own nuances. This kind of procedure can be significantly simplified by considering an example of a QMS internal audit checklist.

The compilation process itself can be carried out in various ways. First of all, you will need to consider the following fundamental questions:

• where to get the form;
• filling procedure;
• completed sample.

Where can I get the form?

An Excel example for internal audit can be easily downloaded from the Internet. If possible, you should use only well-proven and proven resources.

Today there are quite a large number of private institutions engaged in auditing. Such enterprises can provide a sample of this document free of charge, as a consultation. Or for an additional fee.

Filling procedure

The procedure for completing the audit is not reflected in the legislation. But it is necessary, if possible, to adhere to the following algorithm:

Typically, an Excel sheet is used as the main format. The reason for this is the ease of compilation and printing. Quite often checklists are needed in paper format.

If necessary, an electronic document can be easily sent via the Internet. You should remember some important nuances in the formation of this kind of sheet.

Completed sample

The only sure way to avoid various kinds of difficulties when drawing up such a document is to use an already completed sample.

Thus, it will also be possible to significantly speed up the procedure for carrying out such procedures. This is especially true for the question writing part. It is often at this stage that all sorts of difficulties arise.

The checklist itself is a table with six different columns. Their list:

Basic list of requirements for