Time to Digitalize Your Checklists


Mastering Checklists for High-Risk Industries

Have you fallen victim to digitization when trying to digitalize your checklists? You know, while trying to get the most out of your new digital tools, you’ve just ended up with a pdf of the checklists you had. Now, your clunky paper is a clunky digital pdf and there is no real benefit from your hard work. Good news is that you can still digitalize your processes.

Digitization VS Digitalization

Let’s define the key terms first. When we talk about digitalization, we mean rethinking business processes and creating new opportunities rather than simply converting your paper checklists into digital form, which we call digitization.

Digitization is good too. At first only though. If you want your business to really shine, you have to look at it through the lens of digitalization. With technology, you can automate some parts of your processes if not all of them. You can create a collaborative environment with little to no effort. And, the cherry on top, with the collected data, you can gain great insights and improve your business practices through them.

Now, let’s look closer at what truly a checklist software can bring to your organization.

The Management Perspective

Efficiency: Digital checklists streamline operations by reducing the time spent on manual data entry and paperwork. They can be easily updated or modified, ensuring that the most current information is always at hand.

Accountability: With digital checklists, it’s easy to track who has completed which tasks and when. This increases accountability among team members and provides a clear record of work done.

Insight: Digital checklists provide valuable data that can be analyzed to gain insights into operational efficiency. Managers can identify bottlenecks, monitor trends, and make informed decisions based on real-time data.

Accessibility: Unlike paper checklists, digital checklists can be accessed from anywhere at any time. This is particularly beneficial for businesses with remote teams or multiple locations.

The Operational Perspective

Ease of use: Digital checklists are intuitive and easy to use for employees. They provide clear instructions and guidance on how to complete tasks, reducing the likelihood of errors or misunderstandings.

Saving time: Digital checklists eliminate the need for paper-based checklists, which can be time-consuming to fill out and difficult to keep track of.

Real-time progress visualization: Digital checklists also allow for real-time updates, so employees can quickly see what tasks have been completed and what still needs to be done.

Digitalization checklist

Now, that’s all good and all but how do you get there, to your digitalized dreamland? Take these steps:

  • Identify the processes and procedures that need to be digitalized: Start by identifying the key processes and procedures that are currently in paper form or stored as pdfs somewhere. This will help you prioritize which checklists to digitalize first.
  • Rethink your checklists: It’s not enough to just copy and paste your items to a new shiny digital tool and hope it will work its magic. You sometimes have to reinvent your checklists. They have to be data-driven, user-friendly, action-oriented, precise, flexible and dynamic.
  • Train your employees: Make sure your employees are trained on how to use the new digital checklists. This will help ensure a smooth transition from the previous checklists to digital ones.
  • Test and refine: Once you have implemented the digital checklists, test them to make sure they are working as intended. Make any necessary refinements to improve their effectiveness.
  • Monitor progress: Keep track of how well the digital checklists are working and make any necessary adjustments to improve their effectiveness.


In conclusion, the digitalization of checklists represents a significant step forward in operational efficiency and management oversight. By making items actionable and providing valuable benefits for management, digital checklists are set to become an indispensable tool in your business practice.