Guide to Checklists, Procedures, and Checklist Templates

Welcome to our guide to creating and using checklist templates in AmpliFlow as part of your project.

This guide helps you start creating digital checklist templates and ensure that the process runs smoothly.

Checklist templates help you standardize and document routines, step-by-step guides, and recurring processes in your business. Checklists can be used for onboarding new employees, daily machine checks, weekly management team meetings, role changes, and other critical processes.

Basic understanding

To build a basic understanding of the area, read this article:

• Best practices for creating checklists and checklist templates in AmpliFlow
• What are Standard Operating Procedures (SOPs)?

How should it be done?

A significant part of the work has already been completed, thanks to the fact that we have provided you with basic templates and structures.

What you need to do now is:

1. Assign permissions for those who will work with checklist templates and process management.
2. Review existing checklist templates and update them to match your business.
3. Add new checklist templates that you are missing and remove redundant ones.
4. Update the information page in the tool where you describe how you work with checklist templates and who is responsible and involved.
5. Start a checklist from the right template when the work should be done, fill in the activities, and lock each step when it is complete so the work is recorded.
6. If you work with a consultant from AmpliFlow, notify them that the work is ready for review.

Start and adapt a checklist

A checklist template is the blueprint. A started checklist is the actual work to be done.

When you want to use a template:

1. Open the menu and select Start checklist.
2. Select the published template you want to use.
3. Start the checklist.
4. Change the responsible users for checklist steps if you have permission and the work needs a different assignment.
5. Check off activities when they are done and fill in what the checklist requires, such as text, photo, barcode, file, or measurement value.
6. Lock each step when it is complete so the work is recorded.

If you notice that the same change is needed every time, do not change each started checklist manually. Update the template instead, so the next start is right from the beginning.

Important to consider: When we refer to “you need to create a checklist for X” (for example, role changes), this can mean that you either need to:

• Create a new step in an existing template
• Develop an existing template that you already have
• Create a brand new template from scratch

Because all of our customers have different ways of running their business, flexibility in how you customize the templates is critical to success.

Tips for successful implementation

• Make sure everyone who works with checklist templates understands what they are and why the job is done.
• Keep in mind that the templates should be living documents that are updated continuously based on experiences and changes in the business.
• If the work is divided, be clear about the division of responsibilities for different templates and processes.
• Set a clear schedule and book any check-in meetings now.
• Communicate the results to internal stakeholders and ensure that everyone concerned understands how to use the templates.
• Start with the most critical processes and build out the system incrementally.
• Involve employees who actually perform the work in the creation of the templates to ensure practical usability.

Column descriptions

• Template Name: Give the template a clear and descriptive name that makes it easy to identify which process it refers to.
• Description: Briefly describe what the template is used for and in what situations it should be applied.
• Responsible: Indicate who is responsible for keeping the template up to date and following it correctly.
• Frequency: Specify how often the checklist should be carried out (daily, weekly, at specific events, etc.).
• Category: Classify the template according to the type of process (safety, quality, HR, operation, etc.).
• Status: Specify whether the template is active, in development, or archived.
• Last updated: Keep track of when the template was last revised to ensure it is up to date.

Common types of checklist templates

• Onboarding: Step-by-step guide to introducing new employees
• Machine maintenance: Daily, weekly or monthly equipment checks
• Meeting management: Standard agendas and follow-up points for recurring meetings
• Role changes: Process for managing when employees change roles or quit
• Safety checks: Procedures to ensure a safe working environment
• Quality controls: Verification of compliance of products or services

By following this guide, we hope you will have a smooth and efficient experience with checklist templates in AmpliFlow. If you have any questions or need further support, please do not hesitate to contact our support.

Contact:

• Website: www.ampliflow.com/support
• E-mail: support@ampliflow.se

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