The Check Sheet
Mohannad Katerji
Operations Manager | Quality Management | Project Management | Internal Audit | Trainer
Introduction
The check-sheet is considered as one of the seven quality management tools alongside the Pareto Chart, Histogram, Flow-chart, Scatter Diagram, Control Chart, and Ishikawa Diagram.
Almost everyone uses a check sheet in various forms. Inspectors identify defects in products on a check sheet, hospitals list infection types, teacher’s record grades, cooks make grocery lists using a check sheet.
A check sheet is a specific technique to gather information, which is fundamental for accurate analysis, is often overlooked and associated with a quick data recording system that adds little to the effectiveness of this tool. However, when it’s used correctly, this tool can lead to significant process improvement.
Check Sheet VS Checklist
Quality Professionals sometimes confuse a check sheet with a checklist. The list we use for audit, for groceries, or for auto repair checked off after service (filter, tire pressure, oil) is called a checklist. A checklist is a list of items to be visited, things needed to be done, or points to be considered and remembered. While a check sheet is a tally marked sheet to collect data on the frequency of occurrence, type, and category.
How to Build a Check Sheet
It is, fundamentally, a matter of design. The quality professional shall design the data collection process in a way that reflects the need of the task being made. By designing the data collection process rather than simply rushing into taking the measures, assures professionals the accuracy of the data collection process itself. In steps, to build a check sheet you’ll need to:
- Understand why the data is being collected.
- Understand how it will be used.
- Select who will gather the data.
- Determine where, when and for how long it will be gathered.
- Identify what factors affecting the data collection process.
- Design the form.
- Select the best possible way to record the data (making check marks or X or similar symbols)
- Label all spaces on the form.
- Test the form for a short trial period
- Use and improve the check sheet.
The Future State of Check sheet:
Due to the technological advancement, the check sheet in its manual format have become outdated and replaced with Business Process Management software. The software can handle complex issues with rather an ease and are equipped with instant charting tools that grantees the best possible presentation of data. Thus, the value of the check sheet seems to be diminishing out. However, not all organizations own such advancement in technology to manage their quality needs. For many small companies, which still may not have a BPM software, check sheets would still be the go-to-go place.
Do you remember the last time you used a check sheet? When was it and for what purpose? And do you think it is still useful in today's world?