What is CHECKIT?
CHECKIT! is the combination of a checklist system for all in-office aspects of architectural design, documentation and project administration, and a simple, easy-to-use progress reporting system based on the checklists.
CHECKIT! is intended to be customised on a project-by-project basis. This customising is achieved primarily by use of the “check box” at the right side of each checklist item, where the principal or project manager goes through the entire checklist and makes a decision as to whether or not the checklist item is appropriate to the project. Items which are applicable are ticked.
The system also has extra space at the bottom of many of the checklists, permitting the addition of additional checklist items unique to the project. The tab-indexed checklist sheets are designed to last for more than one project. If users prefer to re-use the tab sets on multiple projects, they should customise the checklists with an erasable pen or pencil.
Alternatively, sets may be permanently coded to suit specific projects, and the tab sets maintained as part of the permanent project record.
How It Works
CHECKIT! organises the tasks common to most projects into sequential phases of a typical project, beginning with “Pre-Agreement” (what to do before the design contract is executed) and continuing through to “Post Contract Evaluation” (what to do when the project is finished).
There are 26 phases, counted from A to Z. The system provides for up to 28 tasks per phase. CHECKIT! purposely does not include many of the tasks that architects would routinely do anyway; it is designed to prompt attention to the coordination aspects of managing a project.
The system is particularly designed to assist less experienced team leaders in taking care of the hundreds of diverse tasks required by an architectural commission; as well as to remind the busy seasoned professional of the items that might be accidentally overlooked.
The fundamental concept of CHECKIT! is that we all recognise the value of checklists, but that without a strict requirement to refer to them periodically, we tend to lose them, to let them drift down to the “bottom of the pile”.
CHECKIT! does not permit a casual approach to checklists.
CHECKIT! does not get lost, because it is impossible for the Team Leader to complete his/her periodic report – whether it be weekly, fortnightly or monthly, without it. Excellent checklist systems go unused because no-one is required to use them on an incremental basis. CHECKIT!, properly used, overcomes that problem.
To use the CHECKIT! system, print a quantity of the Project Quality Report forms (see template below). We suggest printing the 26 checklists on 200gsm stock, punch them and put them in a ring binder. We also suggest using an A-Z set of tab dividers for each checklist and the corresponding Report forms as they are completed.
Performing a check
Circle the letter at the top of the Report form corresponding to the Checklist Group you are using. Simply fill out the “actions taken” since the last reporting period in the first column, and note “actions required” in the second column. When complete, make a copy and circulate to your Principal-In-Charge, or whoever in your office has project responsibility.
Generally speaking, most projects will have task activities going on in more than one phase at anyone time. Use as many phases as you need, completing one set of Report sheets for each phase. As you complete each task, initial it with the date: this is a “sign-off” indication; which means that you do not have to return to this item unless some action of the project forces a re-consideration of that item. Obviously, the system is designed to encourage the user to complete the tasks of any Group so as to be able to sign off on all of them.
CHECKIT! items which are not ticked should be marked as NA (not applicable) in the report, so reviewers will know the item has not been ignored.
Throughout the CHECKIT! system, it is necessary to confirm that some aspect of a previously listed checkpoint. To avoid constant referencing back to these points, key words are used where feasible to recall the reference. All such references will also contain the reference in brackets, e.g. (E 22) for use in case one needs to go back and refer to the complete item.