Effectiveness of detailing all the steps of its flowchart in checklists

V

virajs

#1
Dear friends

A request was received from a department whereby the latter wanted to include all the steps of its flowchart into a checklist which will be designed to include:
1. details of action
2. Responsibility (the staff position)
3. Tick upon completion
4. Date
5. Initial of staff

In addition, its existing flowchart will be simplified to include only two actions process box: the first 'Receive request from other dept' and the next one 'Proceed as per checklist'.


Grateful if you can advise whether it is effective to opt for the above mentioned proposal or used the current flowchart as it is (which describes all steps of the activity in details).

Grateful if you could also highlights its implication in point of view of ISO

Waiting for your ususal and kind coorperation

Regards

Viraj
 
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Colin

Quite Involved in Discussions
#2
Re: Effectiveness of detailing most steps in checklists

If I am understanding you correctly, it sounds as if you are considering changing the checklist into what I would call a 'smart form'. This is where the form provides the direction for the activity and also becomes a record of completion at the end.

I think they are very effective and should be no problem to satisfy ISO 9001 which, as we know, just wants us to provide control and quite often, maintain records. Just make sure that if there is a procedure linked to the activity, it is updated to reflect the new method (if required).
 
D

danpa

#3
Re: Effectiveness of detailing most steps in checklists

I think checklists like this are great and if the team wants such a checklist that is fantastic assuming that they will actually use it. Never have had a problem with an auditor when using checklists.

I would then try to take one more step and eliminate the flowchart all together if possible.
 

Coury Ferguson

Moderator here to help
Staff member
Super Moderator
#4
Re: Effectiveness of detailing most steps in checklists

My personal opinion...throw away the checklists and verify that the processes are meeting the input and output requirements of the Customer and the organization.
 
D

danpa

#5
Re: Effectiveness of detailing most steps in checklists

Why would you throw out a useful tool that the team wants to use that should encourage consistency of execution?
A side benefit is that once the process is consistently executed, the steps can more easily be changed to optimized for quality, time, workflow, etc.
 

Coury Ferguson

Moderator here to help
Staff member
Super Moderator
#6
Re: Effectiveness of detailing most steps in checklists

Why would you throw out a useful tool that the team wants to use that should encourage consistency of execution?
A side benefit is that once the process is consistently executed, the steps can more easily be changed to optimized for quality, time, workflow, etc.
Checklists are unnecessary to determine that the processes input and output are meeting the desired effect. The use of a flow chart of the processes would be more beneficial for a couple of reasons.

1. Improvements to the processes can be identified easier.

2. Are producing the defined output.

In my opinion, maybe I am the only one that has this opinion: checklists are a waste of valuable time and money, when you can spend your time more wisely with reviewing the processes.

Added in: What value is there is Yes...No...Compliant...Not compliant
 
Last edited:

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#7
Re: Effectiveness of detailing most steps in checklists

In my opinion, maybe I am the only one that has this opinion.
That could be true, I would certainly disagree. As far as what the poster is suggesting, I am not sure a checklist should have detail - it should be bullet point. If electronic, such as Excel, you can have links to detail. But, the point of a checklist is to remind people of all of the items in a process that need covered while they are doing the process. It is more preventive than reactive.

They do not analyze the result of the output to determine effectiveness. You can do that at you leisure any time afterward. What they do is ensure that the process proceeds through all of the expected steps - not the perceived steps of urban legend when the checklist is not used ("That's all I thought I had to do...") That way, when you do review the process there is a higher probability that the process was done completely enough to review for effectiveness. :cool:
 

Stijloor

Staff member
Super Moderator
#8
Re: Effectiveness of detailing most steps in checklists

Friends,

I read the above posts...:yes:

Is there a possible confusion about:
  • Checklists for the purpose of managing/controlling a process and
  • Checklists that are used to audit the process?
Stijloor.
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#9
Re: Effectiveness of detailing most steps in checklists

Friends,
Is there a possible confusion about:
  • Checklists for the purpose of managing/controlling a process and
  • Checklists that are used to audit the process?
Probably. I didn't see the "a" word in the orginal post, so it sure sounded like managing a process to me. :cool:
 

Caster

An Early Cover
Trusted Information Resource
#10
Re: Effectiveness of detailing most steps in checklists

Here is a presentation I put together about how checklists can be used in project management.

It starts off trying to compare the complexity of MS project to the simplicity of a checklist.

Overall, I was surprised how easy it was to come up with a lot of reasons to use checklists as a project management tool.

It seems to me the original poster was describing what I call an intelligent form for work flow, and in my eyes, that is always good thing.

For determine inputs/outputs, or for auditing, checklists may not be the best thing.
 

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