by Melinda Dwyer
We want to be efficient. We want to get the job done. We want to get the job done right. To do this, we put the right people in place, we train them on our expectations and our protocols, and we buy the right equipment. However, why do things still seem to fall through the cracks, and why do our shifts seem to be becoming more chaotic every day? Perhaps, it is time to consider implementing checklists.
Checklists help us with a multitude of things, including:
- They keep us focused.
- They get us back on track when other demands divert our attention elsewhere in the midst of a task.
- They prevent us from making errors.
- They keep us from doubling up our efforts on the same task.
- They keep us accountable and more evenly distribute the workload among team members.
- They keep us organized.
- They provide us with a sense of accomplishment.
The benefits of checklists seem endless. However there always seems to be pushback when even the slightest mention of implementing checklists is made, but why?
Probably, the biggest concern expressed when considering the use of checklists is “checklists will slow us down.” Nothing could be further from the truth. Have you ever performed a task only to discover that the task had already been completed by someone else, or have you ever had to ask around to see who completed a task? The use of checklists helps to streamline communication among the team, which helps with productivity and efficiency.
Alternatively, have you ever left work and spent the rest of the night worrying if an important task got completed? With checklists in place, we know our work is done and critical tasks are complete when the checklist is finished.
Another popular concern is that paper checklists are wasteful, environmentally unsound, and create clutter. Checklists can be laminated, and dry-erase markers can be used to initial off each task. Then, those initials can be erased at the end of each day, and the laminated checklist can be reused. However, the checklist should be reviewed at the end of the shift or the end of the day by a supervisor before it is erased.
Have a technologically savvy team at your practice? Asana is the virtual checklist of your dreams! Best of all, it’s a free solution that helps your team manage not only their checklists, but also provides them a place where they can collaborate together and manage projects for your practice.
If this sounds good and you are ready to implement checklists in your practice here are your steps to successful implementation:
- Have each department jot down the tasks they perform daily.
- Organize those tasks in the order in which they should be completed and draw up the formal checklist.
- Have each checklist reviewed by its respective team members and be open to making changes or additions. This should help to get buy-in since the team members will have a hand in creating the checklists.
- Make completing the checklists mandatory and be consistent with holding the team accountable for completing them.
- Be sure to keep the checklists current when new responsibilities are added or when responsibilities are shifted to another department or person.
The addition of checklists to your hospital systems will prevent breakdowns in communication, improve your internal training programs, and create a more synergistic workflow. Give them a try!
Melinda Dwyer is the HTC Events Coordinator and Client Care Coach. She has more than 10 years of client service experience in the veterinary, and other service care fields.