Checklists: The Path To Blackbelt
I'm a strong believer in checklists. I think checklists can be used for two purposes.
1. To get the everything else out of your head, and
2. To become more efficient.
Having a checklist means that you've given some thought to what you have to get accomplished each time you set out to do a certain task or in the best case scenario, what you have to complete in any given day. By prethinking out all of your activities ahead of time, you reduce the overhead required to remember all the things we have to do each day and therefore reduce the times you have to ask yourself if you've done everything or ask yourself what's the next thing you want to accomplish.
While repetition decreases the need for a trigger to remember everything because it's a habit, I say leave it on the checklist anyway and use it as a second brain. After that, you'll want to make sure your checklist is complete and that it does represent in totality all that you need to complete in addition to things you WANT to do.
After that, the next phase of a checklist is using it as a tool to become more efficient by becoming faster at your checklist. If you are using a daily checklist, note the time you start your checklist and when you finish it. Then try and complete it faster.
A couple of other thoughts about a checklist. While it is true that a checklist can be routine and eventually you'll feel like you know it like the back of your hand, it's still good to have it at hand so you still have no need to remember it. By breaking your work down into a checklist, you can also begin to see which tasks you can delegate and remove from your day and will have a map of exactly what you want that person to do. In addition, having something on your checklist doesn't mean you have to do it. You can always agree with yourself to skip over it.
If your checklist is creating drag on your system, break it down into a more managable size. Get proficient at the smaller checklist and expand it like you would working with weightlifting.
Also, include things you like to do as a reward on the checklist. For example, at the end you could put "surf the web" or "do crossword" or "take nap". If you only put the work on the checklist and not the fun, you'll either forget to have the fun or resent the work. Include all you want to do, not just what you have to do.
I was reminded just how valuable checklists were when I read about the airplane that crashed in the Hudson. Here is an excerpt of what I read in USA Today.
According to Higgins, the pilots never activated it. Instructions to do so are at the end of a three-page check list for a twin-engine failure. Skiles did not have time to finish the check list in the roughly three minutes from impact to water touchdown, she said.
I think the checklist is a key tool to becoming black belt at GTD.