Check Sheet

The Tool and Why It’s Valuable

Check sheets are the templates used to collect process data that will allow you to analyze a process or an issue. You can use these templates to quantify defects, process volumes, cycle times, etc. Some templates you might consider using include:

  • Basic check sheet – typically collects a count of something that occurs like errors or defect-free end products
  • Frequency plot check sheet – visual chart to show the distribution of items or events along a scale to detect patterns

Whether you use one of these templates or create your own, you will reap benefits by making a check sheet in advance of gathering data. Using a standard form enables quick and consistent data collection.

How to Apply It

  1. Determine which data you want to collect before creating or selecting a template.
  2. Specify which time period will be applied to data collection.
  3. Include space for comments and names of individuals who collect the data.
  4. Include dates, a specific check sheet title, and measurement type (e.g., seconds, minutes, hours).
  5. When possible, do a short pilot with a new template and make adjustments as necessary before beginning actual data collection.
Pearls and Pitfalls
  • Check sheets that are labor strive for capturing the critical few items needed for analysis.
  • Failure to engage the people who must use the check sheet in the design of the sheet itself may reduce buy intensive may not be filled-in completely; -in/use.

Example Basic Check Sheet Key Tips

Defect
Week
1
2
3
4
Total
Incorrect SSN
I
I
I
3
Incorrect Address
I
1
Incorrect Work History
I
I
2
Incorrect Salary History
II
I
III
II
8
  • Check sheets can be used to quickly gather data on a process that does not have data available.
  • Some process data is better than no data.

Sample Call Tracking Check Sheet

To gather data on the reasons for customer contacts, a team at the Department of Regulatory Agencies developed a check sheet. The team also added columns for call duration (to the nearest 30 seconds) and whether or not the caller’s issue was resolved on the first contact (yes/no).

check sheet