Some people already use the check list on common tasks like a grocery shopping list or a to-do list for the day. This is a tool to remember things that would be forgotten over time, and it also helps to organize your routine and your mind. That is, it works to optimize the management of your time and resources and ensure successful execution of tasks. Learn below how the checklist is used in accounting and management in active.
It's important to know that there are three types of checklist: checklist, to-do, and troubleshooting. Step verification is the most common and is usually used to organize the requirements for maintaining a job, or when the situation has limited time. Tasks are made up of items to be completed by the team. Problem solving, on the other hand, proposes the identification and resolution of challenges, consisting of instructions to be followed for the procedure. Thus, it is a great tool for dealing with unforeseen events.
What is a checklist for?
On a plane trip, crew members make a checklist before taking off: fasten your seatbelt, turn off your cell phone, do not lean back and do other tasks to ensure the trip is safe and smooth.
A checklist can also contain key questions to organize your thinking and solutions to such problems. Will it be cold where we are going? What will we do once we arrive? And what do we do if something goes wrong? That way, making a checklist will help you prepare for hypothetical events.
Lists are also used for data collection. A checklist collection can be useful for evaluating how the work was done, identifying mistakes and oversights so that future activities will have a better result. Whether creating graphs, histograms or diagrams, to follow the work process and reflect on ways to improve it.
What should I have on a checklist?
It is important that the checklist is clear and concise with what you want to list for the best execution of your tasks. In it list what needs to be done and other items, such as:
- Processes or projects that must be controlled, measured or verified;
- Compliance criteria and potential non-compliances (what is right and what is wrong);
- Inspection frequency and verification frequency;
- Responsible for tasks or inspections;
- Procedures, specifications, parameters and rules that apply to the verified activities.
You can also include dates, reminders and other relevant information. It is recommended to set aside a space to place criticisms and observations so that you can understand how each task was performed and use this information for the future.
How to make an online checklist
To make an online checklist, you need a tool to create the list. Some apps give you template options or let you make the list manually.
You can customize the checklist by adding an image of your choice. For business reasons, it is recommended to use a watermark or company logo.
Once the design is chosen, add the items that will be presented, detailing each one of your choice. Choose the font to be used, the colors and the font size. When you're done, download it for printing as a form of safety.
Some tools you can use are Google Sheets, Bit or Connectteam.
How does the checklist work with asset management?
Asset Management it is a way of extracting the value of a company's assets, being the balance of costs, opportunities and risks, expected performance of assets, etc. The use of checklist in accounting can help in asset management, such as:
- Checking compliance with the requirements of an asset in the operation;
- Check the coming and going of assets by the company's units;
- Monitoring and execution of tasks related to asset control;
- Ensure the monitoring of jobs that need double attention.
For preventive maintenance and predictive maintenance, checklists and other technical reports are essential for the proof and history of assets, monitoring assets, verifying non-conformities or equipment problems over time and generating indicators.
When implementing a checklist in a company, first choose a person responsible for this activity. It can be a technician, a supervisor or even the owner of the company, who will monitor the creation, filling and even improvements to the model created.
When introducing the team, make everything clear about your choices for the model and explicitly explain why the items cannot be left unfilled. You can also set goals and bonuses for coaches, such as offering a reward to those who have completed 100% of the items. In the end, just follow the results.
What are the advantages of using a checklist?
In addition to organizing the work environment, the advantages of implementing this tool are:
- Cost reduction: optimizes the administration of the resources used, reduces the time spent communicating with the team, organizes information for work and creates a way to predict the path that management is taking.
- Communication standardization: communication between the team, both internal and external, will improve by establishing what information is important and what should not be missed.
- Asset preservation: when the checklist becomes a source of data and history, for example, scores achieved on the checklists during a certain period.
- Security and proof: the checklist is a means of verifying everything that has been checked, whether signed by the client or the person in charge of management, verifying when and by whom the inspections were carried out.
- Promote technological advances in the company: the organization and management of maintenance through the checklist generates an advance in the methodologies already implemented in organizations and can be the gateway to continuous improvement.
- Clients satisfaction: the efficiency of the work generated will bring the trust of your customers. Whether delivering reports or prospecting for new services and contracts, the results of check list they will generate referrals and, consequently, more profit for your company.
Did you like this theme? Because CPCON offers its clients Consulting for Implementation of Asset Management, using tools such as the checklist, among others, and helping to build improvements for the process of controlling fixed assets.