Why We Use Checklists at Flagship LMS

At Flagship LMS, we deal with a lot of repetitive tasks: setting up Moodle sites, migrating servers, building courses, etc. It's easy to overlook a step or lose track of time if we're not careful. That's where checklists (also called task lists) come in. They're not just another thing to fill out—they're essential to how we get things done correctly, every time.

We use Basecamp task lists to keep track of our processes, and they’re a vital part of delivering top-notch results for our clients. Each task list is carefully created so we can follow the same steps in the same order, every time. These checklists ensure that:

• Steps Aren’t Missed: They guarantee we don’t skip something important, no matter how many times we’ve done it before.
• Clients Can See Our Progress: Every step we take is visible to clients, so they can see exactly where their project stands. This builds trust and transparency.
• We Stay Professional: Detailed task lists show clients that we take our work seriously. They can see exactly what goes into delivering their project, down to the smallest detail.
• There’s Accountability: Each task and comment is date and time-stamped. If something isn’t moving forward, it’s visible. That transparency keeps us all on the same page.

How Task Lists Work

Each task list is a step-by-step breakdown of a process. Every task in the list has to be fully documented. This means including links, screenshots, videos— whatever’s needed to help get that step done. The idea is that anyone on our team should be able to complete the task without needing additional help.

• Assigning and Completing Tasks: Each task can be assigned to someone for completion, and a due date can be set. When a task is completed, a specific comment should be added explaining why it was done. This prevents confusion later on. Just checking off the box without an explanation doesn’t help anyone.
• Using Timers: Each task also has a timer, so we can track how long it took to complete. It’s important to log time for each step, not just the whole process. This helps us spot inefficiencies or places where we need to improve the process.
• Templates for Reuse: Once a task list is created, it can be turned into a template. This means every time we repeat a process, we’re following the same steps, ensuring quality and consistency. Templates can also be updated, so they stay relevant.

When You’re Creating a Checklist

If a checklist for a process doesn’t exist, it’s your job to create one as you go. The best way to do this is to work through each step and document what you did. This makes sure the checklist reflects reality, not just someone’s memory.

Here’s what not to do: Don’t try to write the entire checklist from memory either before or after completing the process. When that happens, steps get missed, tasks end up out of order, and documentation is incomplete.

Making Adjustments

Sometimes, you’ll come across tasks that don’t apply to a particular client. In these cases, instead of marking the task as done, archive it. This shows it wasn’t needed without giving the impression that it was completed.

Also, if you notice certain tasks are taking much longer than they should, let’s troubleshoot. Maybe the task is unclear, or maybe it needs to be broken into smaller steps. Either way, recording accurate time helps us refine our processes.

The Big Picture

The whole point of checklists is to reduce the mental load. When we’re in a rush or feeling tired, we make mistakes. By following a checklist, we make fewer mistakes, provide better service, and ultimately, keep things running smoothly.

Checklists are about more than just getting things done—they’re about getting things done right, every single time.

For more insight, I highly recommend reading The Checklist Manifesto by Atul Gawande. A PDF version is available in our Basecamp project here.

Let’s keep our processes streamlined, professional, and transparent—checklists help us do just that.