Over the last few years, we have helped a tremendous amount of companies move over to Qooling, either straight out of office-based Management Systems or migrating from other software solutions. During this transition, we always take a very critical look at the forms and checklists that are present within the organization. Implementing a new platform is always a great way to reflect on your current Management System. We have seen some weird, unnecessary, and even unknown checklists in our time.
These are probably the funniest. We always tend to find checklists and forms that are hardly used or nobody was aware of. They sometimes predate from 2010 and before, and are stored in some hard-to-find folder on the server. The Management System is a lively system that evolves and is managed by different people over time. Due to this character, people sometimes simply miss checklists and forms. The turnover of people can make it very hard to manage it all, especially when there is a great distributed system where everybody can contribute. Having a distributed management system is crucial for an effective one, but managing it can become quite difficult when there are lots of unknowns.
The Weird One
These are the forms and checklists that are so complex that only the person who created it can handle them. Yes, there are deeper concerns when this happens, such as process misalignment, but still. These highly complex forms can be extremely simplified most of the time or even be broken into a couple of different forms for clarity. It is always important to take a greater look at the processes that this form/checklist is part of, to make sure they are aligned again.
Some other examples are the checklists, which have questions that nobody understands. Questions with double negatives, wording that nobody understands, or unclear sentences. These might look like small things but they can make it very hard for employees to understand the checklists, let alone fill it in correctly.
This is probably the biggest group of all. These checklists were created with the best intentions in mind, but they aren’t very effective. When we look deeper, we have to conclude that these checklists aren’t measuring anything. Great examples are checklists where every item needs to be checked “OK”. Looks great on paper doesn’t it? However, you will only receive checklists that have only “OK” as answer. What if something wasn’t ok? Do you really get this information? Yes, they might have fixed it right away but that has never been logged. Checklists that require only OK answers to be accepted are meaningless and create a fake perception of Quality. There are lots of these types of checks in the process because for most companies everything needs to be OK to go to the next step. There is absolutely nothing wrong with this but make sure you create such checks in a sensible way and you allow room for error. Everybody makes mistakes—that’s life—just don’t hide it and give people room to express these mistakes.