Check Sheet
A clear, easy to use form used in the collection of data, and in the
observation of how often certain events happen. A check sheet can be
constructed in whatever shape, size and format, as appropriate for the
data collection task at hand because check sheets are used in collecting
and recording data unique to a specific process.
When should we use a check sheet?
We should use a check sheet as a data gathering and interpretation
tool when you want to:
- distinguish between opinion and fact;
- gather data about how often a problem is occurring; and
- gather data about the type of problem occurring.
How do we develop useful check sheets?
There is no standardized format that can apply to all check sheets.
Instead, each check sheet is a form tailored to collect the information
needed to improve a specific process. Remember, a well-designed check
sheet is the launching pad for an effective analysis in which data become
meaningful information. With that in mind, here are some guidelines
to help you develop useful forms:
- Involve the process workers in developing the check sheet for their
process.
- Label all columns clearly. Organize your form so that the data are
recorded in the sequence seen by a person viewing the process. This
reduces the possibility of data being recorded in the wrong column
or not being recorded.
- Make the form user-friendly. Make sure the check sheet can be easily
understood and used by all of the workers who are recording data.
- Include brief instructions at the back of the form.
- Create a format that gives you the most information with the least
amount of effort. For example, design your check sheet so that data
can be recorded using only a check mark, slant mark, number or letter.
- Provide enough space for the collectors to record all of the data.
- Designate a place for recording the date and time when the data
were collected. These are required elements when the data are used
with tools which necessitate the date and time of each observation.
- Provide a place to enter the name of the individual collecting
the data.
- Allow enough space so data collectors can write in comments on
unusual events. This information could be entered at the back of
the form.
What are the types of check sheets?
No matter which type you are using, make sure that it is clear, complete,
and user-friendly. The three (3) types of check sheets are described
below:
- Tabular
Format. A tabular check sheet also known as a “tally
sheet” is easy for you and your team to use when you simply
want to count how often something happens or to record a measurement.
Depending on the type of data required, the data collector simply
makes a checkmark in a column to indicate the presence of a characteristic,
or records a measurement, such as temperature in degrees centigrade,
weight in pounds, diameter in inches, or time in seconds.
- Location Format.
A location check sheet allows you to mark a diagram showing the exact
physical location of a defect or characteristic. An insurance adjuster’s
pictorial claim form detailing your latest bumper bruise is an example
of a location check sheet.
- Graphic Format.
Another way of collecting data is by using a graphic form of check
sheet. It is specifically designed so that the data can be recorded
and displayed at the same time. Using this check sheet format, you
can record raw data by plotting them directly onto a graph-like chart.
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