A checklist is a standardized list of steps for a repeatable task — packing, onboarding, a pre-flight routine. Unlike a to-do list, the items don't change between uses; you follow the same steps every time. In medicine and aviation, simple checklists cut serious errors[1] — the same logic helps daily routines. Here's how to make a checklist that works, plus ready-to-copy scenarios.

Checklist vs To-Do List

A to-do list changes daily and holds unique tasks. A checklist is the same set of steps every time you do a repeatable process. Pilot pre-flight checks and onboarding steps are checklists; "reply to email" is a to-do. Knowing the difference tells you which to build.

How to Make a Checklist: Step-by-Step

  1. Name the exact process. "Morning open," "weekend trip pack," "client meeting prep" — be specific.
  2. Walk the task and write every step. Do it once, narrate, and capture each action. Don't group or edit yet.
  3. Group and cut. A good checklist has about 5–15 steps. Most checklists that fail are too long or too vague[2]. Cut the obvious, split the double-steps, drop anything that belongs to a different list.
  4. Start each step with a verb. "Wipe the steam wand," not "machine clean." Actionable steps are the difference between a list and a checklist.
  5. Add checks where it matters. For high-stakes steps, note verification — "confirm temp reads 165°F." If a step isn't worth acknowledging, it may not be worth including.
  6. Keep it where you'll use it. A phone checklist you tick as you go beats a printed sheet left at home. A lightweight notes app like EasyNotes holds the list with checkboxes and syncs it across your devices, so it's with you at the airport, the store, or the office.

Scenario Checklists You Can Copy

Moving day

  • Notify bank and utility providers of move date
  • Book movers or a truck
  • Pack one room at a time, label boxes by room
  • Keep essentials (charger, meds, documents) in a separate bag
  • Confirm address change with post office

Event prep

  • Confirm date, venue, headcount
  • Send invites; track RSVPs
  • Order food and supplies
  • Assign setup and cleanup roles
  • Day-of run sheet printed and shared

New hire onboarding

  • Create accounts and email
  • Assign mentor and first-week tasks
  • Schedule intro meetings
  • Share handbook and tools access
  • 30-day check-in booked

Common Checklist Mistakes

  • Too long. A 47-step list is a novel; people skip it. Aim for 5–15.
  • Too vague. "Make sure it's clean" is a vibe, not a step. Write the exact action.
  • Theoretical. If someone who does the job didn't write it, it won't match reality. Test it with a newcomer.

FAQ

A to-do list holds unique, daily-changing tasks; a checklist is the same steps every time you repeat a process (packing, onboarding, pre-flight). Use a checklist for repeatable routines and a to-do list for one-off tasks.

About 5 to 15 steps. Shorter and people skip details; longer and they stop using it. If you have 30 steps, you're probably merging two checklists — split them.

Write it by doing the task once and capturing each action, start every step with a verb, and cut the obvious. Test it with someone new — where they hesitate, your wording is unclear. Keep it where you'll reopen it, like on your phone.

Either works. Paper is fine for stable routines; digital wins when the list travels with you, needs ticking off in the moment, or syncs across devices. Pick the one you'll reopen, not the one that looks nicer.

Conclusion

A checklist turns "I hope I didn't forget something" into a routine you trust. Name the process, capture each step as a verb, keep it short, and put it where you'll use it. Start with one of the scenario checklists above and tweak it to your life.

References

  1. Gawande, A. (2009). The Checklist Manifesto: How to Get Things Right. Metropolitan Books.
  2. What's the Process For. "How to Create a Checklist That People Actually Use"