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We’ve all been there—halfway through a task, only to realize we forgot a crucial step. That’s where a solid checklist can save the day. Whether you’re packing for a trip, managing a project, or prepping for surgery (looking at you, Atul Gawande), a well-crafted checklist can help you avoid errors, stay focused, and get things done right.

But not all checklists are created equal. A bad one can be just as frustrating as no checklist at all. So, what makes a checklist good? Let’s break it down.

1. Start with the Goal in Mind

Before you jot down a single item, be clear on what the checklist is for. Are you trying to make sure your client onboarding is consistent? Are you prepping a conference talk? Your goal will shape the scope and detail of the list.

Tip: Name your checklist something specific like “Weekly Website Maintenance” instead of just “To-Do List.”

2. Keep It Short and Sweet

Long checklists are overwhelming and often ignored. Keep your list focused and streamlined—only include the steps that are truly necessary. If your process is complex, break it into smaller sub-checklists.

Rule of thumb: If it takes more than a few minutes to read through, it’s probably too long.

3. Make Items Clear and Actionable

Each item should be a clear action, not a vague idea. “Client research” is fuzzy—what does that mean exactly? Instead, try something like “Read last 3 blog posts from client’s site” or “Check LinkedIn for recent updates.”

Use action verbs and be specific.

4. Keep the Order Logical

Checklists should flow the way the task does. That means chronological order, spatial order, or by priority—whatever makes the most sense for what you’re trying to do.

If something must happen before anything else, put it at the top.

5. Avoid Over-Detailing (But Know When It’s Needed)

In highly technical or life-critical contexts (like aviation or medicine), detailed steps are essential. But for everyday use, over-detailing can slow you down and discourage use.

Strike a balance: enough info to be useful, but not so much that it’s a burden.

6. Test It and Tweak It

The first draft of your checklist is just that—a draft. Run through it. Did you miss anything? Was something out of order? Too vague?

Iterate based on real-world use. A checklist is a living document.

7. Keep It Accessible

Your checklist is only useful if you can actually use it when you need it. Use a digital tool like Notion, Todoist, Trello, or even a simple shared Google Doc. Or go old-school and keep a laminated version on your desk.

Make it part of your environment.

8. Add Some Check-Off Satisfaction

Checkboxes, bullet points, or even emojis—something about marking things off just feels good. It gives you a sense of momentum and closure. Don’t underestimate that little dopamine hit!

Final Thoughts

A checklist is a humble tool, but when done right, it can transform how you work. It creates clarity, saves time, reduces errors, and gives peace of mind. So next time you’re gearing up for something important, take a few minutes to create a good checklist. Future you will thank you.