Use a Checklist Correctly

Checklists Can Help Prevent Human Errors

When a critical job must be done correctly the first time, every time, a checklist can help improve human reliability. You find them used in aviation, nuclear power, and nuclear weapons. Do they work every time? No. Let’s look at some reasons why checklists might fail.

Here are some reasons that a checklist might fail:

1. The checklist was not used.
2. The checklist was used, but had technical inaccuracies or confusing steps (there is a long list of possible root causes covered in the TapRooT® Root Cause Tree® Diagram).
3. The checklist was not used as intended.

To find out more about the TapRooT® Root Cause Tree® Diagram, see THIS LINK, or attend a TapRooT® Root Cause Analysis Training Course.

Used As Intended

What does “used as intended” mean?

To be used correctly, a checklist should be used as the work is performed. Any initial conditions, warnings, or cautions should be read and understood. The step to be performed should be read, understood, performed, and then checked off before performing the next step.

What can go wrong?

• The person performing the work could choose the wrong checklist. (Doesn’t meet the required initial conditions or previous warnings or cautions.)
• The person performing the work decides to perform several steps in a row and comes back to the checklist to check off multiple steps at once. This could lead to checking off a step as completed when it has not yet been performed (and thus, a step is missed).
• The step in the checklist is written improperly and has multiple action steps covered in a single checklist step and the operator forgets to perform part of the required actions but checks off the step as complete.

Have you seen additional types of mistakes made when using a checklist that causes problems? Share them in the comments box below.

When I was in the Navy, we had many procedures that were required to be used like a checklist but had multiple action steps in one “step.” It was easy to lose your place and forget something.

What did I do? I invented what I called the circle and X method. Basically, it went as follows:

1. To conduct a step, you would first circle the step number.
2. As you performed the step, you would draw a line through the action step when you performed it.
3. When you completed all the actions in that step (everything was crossed off), you would put an X on the circle for the step number and move on to the next step.

Even if you did this in pencil and used an eraser to remove your writing when done, it made a mess of the procedure. It would have been much better to rewite the procedure in a 1-action-per-step format with appropriate boxes for checking off each step.

Find Out More About Good Procedures and Human Performance

Do you want to find out more about good procedures? Would you like to learn to prevent human errors? Then I have three suggestions…

ONE: Attend the “Procedure Writing and Use for High-Reliability” session at the upcoming 2025 Global TapRooT® Summit on October 1-3 in Knoxville, TN. It is included in the High-Reliability Organization Best Practice Track and the Human Performance Best Practices Track. Find out more information about the Summit by CLICKING HERE.

TWO: Attend the “Stopping Human Error” 2-day pre-Summit Course on September 29-30 in Knoxville, TN. This course will help you develop a custom program to improve human performance at your facility. To see the course outline, CLICK HERE. To register for the course and the Summit and SAVE $300 off the combined registration fee, CLICK HERE. To register for the course only, CLICK HERE.

THREE: We teach a section on the root causes of procedure problems in our 5-Day TaRooT® Advanced Root Cause Analysis Team Leader Course. We teach these courses around the world. To see the course outline, CLICK HERE. To see the upcoming course dates and locations and to register, CLICK HERE.

If you have any questions about improving human performance, root cause analysis, or improving procedures, Contact Alex Paradies or Amy Souders by CLICKING HERE or by calling 865-539-2139.