Checklists

An efficient and effective way to produce the first draft of documents

Checklists can be an effort-effective way to produce the first draft faster or bringing new clients / matters onboard - more efficiently and with fewer errors. They are much easier to create and maintain than template documents.

There are two types of checklists:

• ‘read-do’ - something that the writer should literally read and do, step by step, like a recipe
• ‘do-confirm’ - after the work is done in a holistic, intuitive way you then go over the draft and follow a checklist to make sure you have covered everything you need to

• Legal editing checklist: https://www.onelegal.com/landing/editing-checklist-for-legal-documents
• Various: https://www.lawsociety.bc.ca/support-and-resources-for-lawyers/practice-checklists/

You can start making a checklist by asking a junior lawyer to record the instructions they have been given regarding drafting a certain type of document. The lawyer then writes those instructions out as a "read-do" checklist - then have them reviewed by the partner.

Publish your checklists in a Practice Group folder and put a link to them that can be seen when lawyers are clicking on "Create" a document.

Several tools - like Microsoft Planner and Legal Boards - allow you to include checklists as part of the 'card' for that piece of work.

Checklist for making a checklist

Here is a "checklist for checklists" that helps you get better at creating them

1) Checklist development

Do you have clear, concise objectives for your checklist?

Is each item:

• A critical safety step and in great danger of being missed?
• Not adequately checked by other mechanisms?
• Actionable, with a specific response required for each item?
• Designed to be read aloud as a verbal check?
• One that can be affected by the use of a checklist?
  

Have you considered:

• Adding items that will improve communication among team members?
• Involving all members of the team in the checklist creation process?

2) Drafting the checklist

• Utilize natural breaks in workflow (pause points)?
• Use simple sentence structure and basic language?
• Have a title that reflects its objectives?
• Have a simple, uncluttered, and logical format?
• Fit on one page?
• Minimize the use of color?
• Are there fewer than 10 items per pause point?
• Is the date of creation (or revision) clearly marked?

3) Validation of your checklist

• Have you trialed the checklist with front line users (either in a real or simulated situation)
• Have you modified the checklist in response to repeated trials?
• Does the checklist fit the flow of work?
• Does it detect errors at a time when they can still be corrected?
• Can the checklist be completed in a reasonably brief period of time?
• Have you made plans for future review and revision of the checklist?