Build the Checklist

Choose this exercise

Purpose: Convert an ambiguous procedure into an ordered sequence of observable, pass-or-fail verification steps.

Use it when: Use when an experienced team needs an explicit operational sequence for a recurring handoff, high-risk transition, or emergency procedure.

Skip it when: Skip when the work is exploratory or open-ended, or when participants lack direct experience performing the task.

Group arrangement: Table teams of 4 to 6. If total head count creates an odd remainder, form teams of 3 to 7 participants.

Timing: Source indicates 1 hour or more. UWT structured this 45-minute version for standard workshop blocks.

Materials and tools

• 2 pads of 3x3 sticky notes per table team
• 1 dark fine-tip marker per participant
• 1 sheet of easel wall paper or large tabletop paper per team
• 1 pad of blank lined paper per team for writing the final copy
• 1 roll of blue painter's tape

Before participants arrive

1. Select a specific workflow or scenario in advance (e.g., Code Release to Production, Customer Escalation Handoff).
2. Tape one sheet of easel paper to the wall or table for each team.
3. Write 'START' on the far left of each paper and 'FINISH' on the far right.

Say this to open

Welcome. We are building a practical checklist for our target scenario. A checklist item is not an aspiration; it is a switch that is either on or off. For example, do not write 'assess arrival readiness.' Write 'deploy landing gear.' You will write one observable action per note.

How to run it

1. Introduce scope and draft actions 8 minutes

   State the scenario and boundary conditions. Each participant writes tasks individually on sticky notes using active verbs. Each task must represent a clear binary condition. Participants who prefer not to write may review and test drafted tasks as described in the access options.

2. Post, cluster, and eliminate duplicates 10 minutes

   Teams place their sticky notes on their workspace. Group similar tasks into clusters. Remove duplicate items. Rewrite vague notes so every task names an observable outcome.

3. Sequence and prune 12 minutes

   Teams arrange remaining sticky notes along the line between START and FINISH in execution order. Stack items vertically if they occur simultaneously. Prune secondary or optional tasks so only vital verification steps remain.

4. Dry run and record 8 minutes

   Each team reads through their sequence in order. Team members test each item by asking whether an outsider could verify it was done without asking. A designated scribe numbers and copies the verified steps onto the lined paper.

5. Debrief and compare 7 minutes

   Gather the full room. Call on two or three teams to share one key decision: which item sparked the most debate on order or necessity, and which vague task required the most rewriting.

Debrief questions

• Which step provoked the most disagreement about order or necessity?
• What vague task did your group have to rewrite into a concrete, binary action?
• Where in this sequence is an operational failure most likely if a step is skipped?

Finished output: A sequenced, numbered list of concrete, binary verification steps for the specified operational process.

Remote

Use an online whiteboard with horizontal lanes labeled START and FINISH for each breakout room. Participants generate digital notes during individual drafting, cluster them, delete duplicates, and drag them into chronological order. A nominated scribe copies the finalized order into a shared text document.

Hybrid

Pair remote participants with an in-person room using an online whiteboard as the single source of truth for all tables. Remote and in-person members take turns proposing placements while a designated table scribe moves physical or digital cards to match.

Access and participation choices

• Participants may dictate actions to a partner or table scribe instead of writing notes by hand.
• Participants may choose to act as process testers or observers rather than generating new tasks.

If the session gets stuck

Participants write broad goals like 'ensure customer happiness' instead of verifiable tasks.

Intervene immediately and ask: 'What physical action or tool setting confirms this was done?' Replace the note with that concrete action.

The checklist becomes too long and detailed to be practical in real time.

Ask the group to identify which items are essential safety or completion gates. Move non-critical reference details into a separate guidance document.

Terms used here

• Binary task: An action item that has only two possible states: complete or incomplete, with no partial credit.