Reimagine Checklists to Ensure Your Organization Runs Smoothly

You’ve probably used checklists for all sorts of tasks, from the grocery store to to-do lists for a given day. While prioritizing tasks is imperative to ensure that work gets done on time, did you know you could use a checklist to ensure it’s done correctly every time?

Putting a checklist within a task in the workflow.

A workflow is a series of repeatable tasks used for certain areas of your business to make sure everything gets done. Adding a checklist to those tasks can ensure they are completed correctly every time.

For instance, you have a task to enter client data into the financial planning software (Right Capital, eMoney, Money Guide Pro, etc.). The paraplanner enters the data but forgets to add in income or other information to analyze the client’s taxes. There can be a checklist within the task to ensure this is completed. If the information is missing, the paraplanner or employee can alert the advisor to bring it to their next meeting.  The checklist within the task will ensure the repeatable steps are done correctly and the workflow doesn’t become cumbersome.

Utilize technology to create a checklist.  

There is easy technology available to set this up. Create a checklist using a Jot form to make sure the task is done thoroughly and correctly every time. This is helpful as the employee may not remember the exact way you want it done, and you will have to go back and fix it. The employee can make remarks on what is missing on each task or if they notice something when completing it on the checklist. Also, using an online form like Jot form will help you cut down on emails, as you can put the name of the client at the bottom or top of the spreadsheet.

Checklists help processes run smoother across your practice.  

You have built out great workflows for repeatable tasks but how do you know that everyone in the organization is using the workflows correctly? Building a checklist helps ensure that each step is followed. And if steps are not being followed, you can let the employee know or discuss with them why not, to help improve the workflow. This way, the checklist serves as an essential tool to ensure your workflows, processes, and practice run smoothly.

Clients will notice too

Checklists not only enable your organization to run smoothly; they also ensure your clients get the expected output. This will help you as your business grows.