In a world of increasing complexity, the benefits of using checklists in business are more important than ever. High standards are harder to maintain, and even talented people still make avoidable mistakes. There is a simple solution to this. Yet many resist it, mainly because it challenges their ego.
On 30 October 1935, Boeing showcased the new Model 299, nicknamed the Flying Fortress, to senior executives and military leaders. Everyone expected the aircraft to outperform all rivals. Instead, moments after take-off, it stalled, rolled, and crashed. The investigation revealed “pilot error.” The aircraft was so advanced that it was “too much airplane for one man to fly.” Boeing almost collapsed.
However, a small team of test pilots believed the aircraft had huge potential. Instead of demanding more training, they created something new: a simple pilot’s checklist. This small change helped pilots manage complexity and avoid critical oversights. It transformed aviation safety. It also revealed a truth that still applies in business: expertise alone is not enough when systems grow more complicated.
(See image of checklist from the Apollo 11 Moon Landing 1st July 1969)
In The Checklist Manifesto, Atul Gawande shares how a 90-second surgical checklist helped reduce deaths and complications by one-third in hospitals across the world, including St. Mary’s in London. This remarkable result came with almost no cost.
Yet the resistance was fierce. Many surgeons argued they were too skilled to need a checklist. Others said surgery was too complex for a simple list. In reality, complexity was the very reason the checklist worked. One study of more than 41,000 trauma patients found 1,224 injury-related diagnoses in over 32,000 unique combinations. No one can reliably hold that level of complexity in their head.
Dr. Peter Pronovost designed a short, five-point checklist to prevent infections in Intensive Care. Every doctor already knew these steps, yet observations showed that at least one step was skipped in a third of cases. Then came a bold move.
Nurses were authorised to stop doctors if they missed a step. If a doctor ignored the checklist, there were consequences. The impact was extraordinary:
• Infections dropped from 11% to zero
• Over 15 months, 43 infections were prevented
• Eight lives were saved
• The hospital saved $2 million
Despite the success, some doctors complained: “Forget the paperwork. Take care of the patient.” Yet when asked whether they wanted a checklist used during their own surgery, 93% said yes.
This reveals something important: ego resists checklists, even when logic welcomes them. These examples highlight powerful Checklist Manifesto lessons for business: simple tools can cut errors dramatically when used consistently.
Another surgical team added a surprising step to their checklist. At the start of every operation, each person in the room had to introduce themselves and state their role. This small act triggered what psychologists call the Activation Phenomenon. When people speak early, they become more engaged and more willing to speak up later. Within three months, team members reporting they “functioned as a well-coordinated team” jumped from 68% to 92%.
A similar protocol helped the crew of an Airbus A320 work seamlessly together when both engines failed over the Hudson River. Their calm professionalism helped save 155 lives. In business, the same principle applies. Checklists can activate people, improve collaboration, and create a shared sense of responsibility.
Leaders often assume checklists slow people down. In practice, they do the opposite. They reduce the risk of repeated mistakes because they:
The real power of a checklist is that it creates structure while still allowing room for professional judgment. It provides a reliable anchor in moments when things get busy or stressful.
Restaurants with high standards rely on checklists, although chefs usually call them “recipes.” These documents ensure consistency in taste, timing, and presentation. When I worked in Michelin-starred kitchens, my recipes were shorthand notes listing only the essential steps and critical details. They were not lengthy instruction manuals. They were reminders of the precise elements that distinguished excellence from mediocrity.
Because menus changed monthly, I created a single master checklist for each menu, capturing every key process, component, and ingredient. Each day, I simply crossed off the items completed. This freed up mental bandwidth and saved valuable time. Other chefs scoffed at my clipboard, but they were the ones chasing scraps of paper, forgetting ingredients, and firefighting avoidable problems. My checklist gave me space to focus on training junior colleagues and maintaining standards. This experience taught me something clear: checklists don’t restrain professionals; they empower them.
How to Develop Effective Checklists
Creating a powerful checklist is an art. Good checklists are short, clear, and focused on the steps that matter most. They improve performance without overwhelming people.
Here is a simple approach:
1. Identify recurring mistakes or inconsistencies.
2. Ask the people doing the work to review the process together.
3. Agree the critical steps that should never be skipped.
4. Keep the checklist brief and practical.
5. Review and refine it together over time.
When people help design their own checklists, they take ownership of them. This reduces resistance and improves long-term adoption.
Checklists are not about reducing intelligence or creativity. They are about reducing unnecessary errors and giving people the mental space to think more clearly.
They help leaders manage complexity, improve accuracy, and build stronger teams.
Consider this:
And stay curious! Look for the small improvements that make a big difference. Consider where a checklist could bring more consistency, confidence, and clarity into your business.
With best regards,
David Klaasen
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