A technical editor's guide to better checklists and better outcomes.
A well-designed checklist is one of the simplest yet most powerful tools for getting work done right—but not all checklists are created equal. A checklist that tries to capture too much or is hard to follow will be ignored.
What is a checklist?
In the world of technical documentation, a checklist is a valuable tool that helps ensure tasks are completed accurately and consistently. A checklist isn’t meant to replace a full procedure document. Instead, it can be used while you’re completing each step (a to-do list) or after you’ve completed all the steps in a procedure (a to-done list).
9 tips to build a better checklist
Read on for 9 tips to help you create a checklist that is clear, easy to use, and genuinely useful.
1: Define the checklist’s purpose
The more specific you get about your checklist’s goal, the better equipped you are to focus on the most essential items for your checklist.
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What specific task or process do you need to map out?
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Is there a specific problem this checklist is intended to solve?
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What is being missed that is causing that problem?
2: Identify who will use the checklist
Your audience determines your approach (to-do vs. to-done) and the level of language and terminology you use.
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Who is using the checklist? What is their level of familiarity and expertise?
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Do they already know the process the checklist covers, or are they learning the steps as they follow it?
3: Write each item as a single action
Use simple words that guide the user through each step without awkwardness or confusion.
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What is the single action in this checklist item?
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What verb best describes that action?
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Are you using short, direct sentences that lead with imperative verbs?
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Are you using the same word for the same action throughout?
4: Arrange the steps in the most logical and efficient order
Keep your user moving forward in a way that makes sense and warn them of any upcoming pitfalls.
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Are your steps in the correct order from start to finish?
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Do any steps have important prerequisites or dependencies?
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Do steps need to happen in a sequence, or can they be grouped for efficiency?
5: Group related items into sections under clear headings
A checklist that is grouped into sections is much less daunting than one long list. As your user completes each section, they can mark their progress and stay motivated to keep going.
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Is your checklist divided into sections or phases to reduce cognitive load?
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Do you have no more than 7 to 9 items per section?
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Do the headings clearly describe the sections?
6: Add context where helpful, but do not document everything
Include every essential step, but stop yourself from including every relevant detail, especially if there is a comprehensive procedure document that users can refer to.
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Are there brief notes or tips that will add real value?
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Are supporting details clearly separated from action items so they don’t clutter the flow?
7: Format your checklist to be clean and scannable
Don’t overlook this step when designing a checklist. Use clear visual cues to guide your user through your list.
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Is each item on its own line with a checkbox, number, or bullet to set it apart?
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Are sub-steps indented beneath their main item?
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Are your items separated with consistent paragraph spacing and no crowding?
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Would a table provide consistent formatting?
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Do items that need to stand out use bold or another visual cue?
8: Test and collect feedback
Whether you’re designing a checklist for another team or for one you’re part of, ask others to test it and provide feedback.
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Who are you asking for feedback and suggestions on how to make the checklist better?
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How are you checking to ensure you haven’t missed any items?
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Do others have suggestions for more specific or clearer wording?
9: Review and update regularly
When a process changes, update your checklist to match.
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How are you ensuring this checklist reflects process changes and updated tools?
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Is someone responsible for this task and is there a mechanism in place to remind them?
Your checklist is more than a list of tasks—it’s a tool
A poorly designed, overloaded checklist leads to missed steps, inconsistent results, and frustration. A well-designed one does the opposite: it guides, reassures, and delivers consistent results every time it’s used.
The best checklists don’t just tell people what to do. They make it easy to do it right, every time.
Apply these 9 tips to your next checklist, and you’ll see the difference.
About the Author
More Content by Catherine Haggerty
