Have time to do everything, not to forget anything and not to be mistaken in anything! You will be surprised, but it is with such thoughts that many modern people go to bed or get up in the morning. What methods and tools alone are not used to increase professional and personal productivity. Someone sets alarms and reminders on personal electronic devices, someone "in the old fashioned way" pastes everything around him with colorful stickers. But there is one really convenient option that works - a check list. What is it and is this magic tool suitable for everyone?
Flight-verified magic lists
It is believed that initially checklists began to be used in aviation. Aircraft control includes a series of performing many complex operations in a certain sequence. And without a reminder system, even an experienced pilot with an assistant can make a mistake, and mistakes in such a case can have total consequences. That is why, as an additional "insurance" for aviators, a check list is offered for each flight. What is it? In fact, a list consisting of individual actions required to be carried out, in this case, organized in the correct sequence. Since this tool works ideally in aviation, it was also adopted by civilians whose professions are far from aviation.
Who will benefit from the checklists and why?
Daily reminder systems come in handy for anyone who wants to increase their personal productivity. Time management is a field of knowledge, the basic principles and techniques of which can be equally successfully used by a leader, a novice entrepreneur, and any housewife. Only the specifics change, since each type of activity has its own specifics. In its standard version, the checklist is a list of actions and tasks. But if necessary, you can compile it in the form of a list of some individual items. Many keep shopping lists - and these, in fact, are also checklists, as well as any culinary recipe recorded in a column as a set of components with dosage recommendations. By the way, in almost all catering establishments, such reminders hang in the kitchen for cooks, so that they can cook faster using the tips on the weight of the portion and each specific product used in a particular dish. Most often, a checklist is created for one person, but if a certain task is solved by a group of people, the list will also help out. In this case, it is necessary to break the case / final goal into sub-items, each of which will be performed by one employee. Further, each task is assigned to a specific performer and, if necessary, he writes it for himself in stages in a personal checklist.
General compilation rules
If you want to become more productive and do more without too much fuss, it's time to try to compose your first checklist. Such a plan should have a clear structure and attractive appearance. It is also advisable to observe the time sequence (you can refuse it if all tasks are unlimited). Avoid long paragraphs, it is advisable that each task is expressed in 3-4 words, and be sure to use verbs. How to make a checklist that will work? It's simple - choose a convenient format for yourself: paper, a note on the phone or a file on the computer. In total, you should have two columns, in the first one the number will be written down and the task itself will be formulated, and in the second - a mark will be put in progress. Experts advise not to cross out the done affairs, namely to mark them with ticks or crosses.
Formulate the tasks correctly
In order for your checklists to really start working, it is important to learn how to correctly formulate tasks. Cases performed on a regular basis can be omitted from subitems, but one-time tasks and assignments are preferably divided into subitems. For example: it is advisable to record negotiations with new customers with at least 3 notes, highlighting for yourself those topics that need to be discussed. If you need to send a daily report, we write the task in one paragraph. Be sure to write down everything you really can forget. To reduce the time it takes to complete tasks, you can also make detailed notes in the checklist, for example, enter the contact information of those with whom you plan to contact.
Useful Tips
Some business planners recommend writing tasks on the checklist as if they were already completed. Accordingly, writing is not "must be done ..." but "... done!". This is quite effective, from the point of view of psychology, a technique, but it will take some time to get used to it. It is convenient to use the marking system. Choose the most convenient option for yourself: text highlighters, underline. But try not to get carried away with the selection, otherwise you will get a too colorful and bright checklist. Filling out the to-do list should be in one color, and for highlighting, use no more than two colors, marking really the most important.
Do not try to be in time all
A popular question among those who are just starting to work with to-do lists: a check list - what is it, a weekly or daily work plan? Long-term goals and activities must be recorded separately. A checklist is a one-day mini-list. The total number of points should not exceed 20. Otherwise, you either will not be able to cope or overwork, and both of these options have nothing to do with productivity. Drawing up a checklist can be a regular evening or morning ritual. At the end of the day, it's time to look at your list and see if all the scheduled tasks have been completed in the right amount.
Verification required
So, suppose you have finished compiling your first checklist. What to do next? It's simple, now it's time to carefully read it and check it. First of all, it’s important not to really forget or miss anything. Secondly, during the check, you can adjust and supplement something if necessary. And only if everything suits you, you can take a checklist to work. Try not to forget to put notes on the execution of affairs in a timely manner. If it seems to you that creating checklists is long and difficult, we are in a hurry to dissuade you. For convenience, you can store some templates, for example, lists for collecting things on a business trip, or basic tasks for every day (provided that they are repeated). On average, filling out a checklist takes no more than 10-15 minutes, along with checking, it is only important to choose a time when no one will distract you.
Analysis tool
A checklist is not only a tool for reminding and increasing productivity. You can use to-do lists in a corporate environment. The leader can draw up checklists for his subordinates and with their help monitor and control the process of completing tasks. This tool will come in handy even if you are just starting to work on yourself, looking for the most suitable methods and options for distributing daily activity. In this case, it is also necessary to check the amount or percentage of completed tasks and unresolved tasks on a daily basis and then form a new program the next day based on the results. It turns out that the question: "Checklist - what is it?" can be answered as follows: a tool to increase and evaluate productivity.