Write a reusable checklist

1. What a checklist is for

A checklist is not a full set of instructions. It reminds you of the things that are easy to forget when you are tired, rushed or interrupted. If you already know how to do the task, the checklist only needs the points where things tend to go wrong.

2. Draft it from the last time

Think back to the last time you did the task. Write each thing you did or checked on its own line, in order. Do not tidy yet.

Then add the things you wish you had remembered. Those are the most valuable lines on the page.

3. Trim and reword

Aim for five to nine items. Cut anything you would do without thinking, and merge lines that always happen together. Start each line with a verb so it reads as something you can tick.

• Too vague: “Make sure the document is good”
• Better: “Check names and dates against the original email”
• Too long: “Open the spreadsheet and look at the totals column and make sure it adds up”
• Better: “Check the totals add up”

4. Add a verification step

The last line should be a check on the result, not another action. It answers the question: how will I know this is right? Reading the finished item once, or comparing it with the original, is enough.

5. Worked example

Mei runs a small online shop selling handmade candles. This is a made-up example. This is her checklist for “Pack and send an order”.

1. Match the items to the order sheet
2. Check each candle for cracks or marks
3. Wrap and pack, with the care card on top
4. Write the address from the order, not from memory
5. Add the tracking number to the order sheet
6. Before I finish: re-read the address and compare it with the order

The care card and the address check were both added after a past mistake. That is how a checklist earns its place.

6. Test it once, then keep it alive

Use the checklist on the next real task, ticking as you go. Note any line you skipped or wished you had. Edit once, then leave it alone for a few weeks. Update it only when something goes wrong or the task changes.

Common mistakes to avoid

• Writing a long manual instead of a short reminder
• Starting lines with nouns, so they do not read as actions
• Having no check at the end, so errors still slip through
• Adding every possible step instead of the ones that matter
• Never testing it on a real task before relying on it

Final checklist

• My checklist has between five and nine items
• Each line starts with a verb
• The last line checks the result
• I added at least one thing I have forgotten before
• I used it once on a real task