Checklists

Oh, the joy of checklists. What is it about them—do they give you a burst of satisfaction or make you let out a deep sigh? Why do we even have checklists in the first place? Is it because our memory sometimes fails us, because checking things off feels like a tiny victory, or simply because someone told us we needed one?

From training your team to opening a facility, from cleaning routines to preparing for an event or the holidays—checklists matter. They’re essential for making sure nothing slips through the cracks. And if you’re out sick or finally taking a much-needed vacation, those checklists become an invaluable guide for whoever is stepping in. They keep operations moving smoothly, even in your absence.

If you haven’t given your team the right tools to do things the way you expect, it becomes impossible to offer a fair evaluation during appraisal time. Providing clear guidance upfront ensures tasks are done correctly and eliminates uncertainty. And if someone chooses not to follow the checklists and something gets overlooked, you have a solid basis for accountability.

A friend of mine, who is brilliant at producing events, swears by her 8.5×11 pad of paper filled with tiny check boxes—one per line, one per task. She’ll walk into a meeting, cross off three items, and then somehow add five more. That pad goes everywhere with her. She writes down details for staging, security, production offices, talent—you name it. It’s her event bible. And let me tell you, nothing brings her more peace and joy than putting an X in a box and drawing a line through a completed task.

I’ve heard motivational speakers recommend ending each workday by creating a checklist for the next morning, so you walk in already knowing what needs to get done. And I won’t pretend otherwise—I am absolutely guilty of creating checklists during meetings. Just so I don’t forget what needs to get done after the meeting—and so nothing slips through the cracks. Here’s the funny part: I try to be cool and put my lists on my phone… but it just doesn’t give me the same satisfaction as writing it down on paper and crossing it off. That’s the real accomplishment feeling, right there. Still, I keep trying—just the other day I put my grocery list on my phone and simply deleted items as they went into the cart. LOL Baby steps!

I probably should create a checklist for writing these blogs. As I write, five new ideas pop into my head at once—should I mention them now, save them for later, or go back in time a bit? You may have noticed I started out covering my early career years in order, but then one topic leads to another, and suddenly I’m skipping ahead three years. Call it scatterbrain or just know that I have a lot of great information I want to share! To make sure I cover everything, I’m going to start using a checklist for each blog.

But beyond personal checklists, when I’m training a new recreation department, I love using checklists to help teams get organized. Whether it’s events, sessions, or daily priorities, I start with a conversation—what matters most to them? From there, we build a starter list together, so they leave with clear tasks and key priorities. Then they can break it down in a way that works for their workflow.

Here are some thoughts on an overall recreation checklist and more…

• Learn as much as possible about your specific activity.  Know the following:

• The rules, format, layout, equipment, and supplies needed
  • How it can be themed or adapted
  • What are the ways the guests enjoy participating (do they want to lay in their beach chairs or do they like bringing answers to you)
  • How someone with a disability could participate
  • When is it offered (days, hour, etc.) (think of how many supplies you have at that time and if it’s a weekend with high occupancy)
  • Are reservations required or not (not a bad idea when you have limited supplies or limited staff)
  • Who are the resources or support staff who help make it happen
  • Who are the vendors or source for equipment and/or supplies
  • How is it promoted – are you maximizing the marketing resources (flyers, signage, invitation cards, in-house television, in-house publications, personal invitation, etc.)
  • What is the ideal participation and the maximum you can handle
  • Do you have everything we need to do the program well
  • How does your competition do this activity

• Ensure you have all equipment and supplies on hand for your activity and that they are in good repair and condition
• Suggest ways to improve programs on a regular basis
• Suggest new markets for participation
• Build a relationship with the people who help make the program happen (i.e. instructors, or other departments)
• Know the costs and pricing strategies. Strive for profitability and reduction of hard costs
• Suggest ways the activity could enhance other departmental programs (if you’re doing a dive-in movie, can F&B be out there providing drinks and snacks)
• Know your participants and regularly solicit their feedback verbally and in writing.  Call them and invite them personally to attend programs
• Ensure accurate participation records are kept
• Send frequent “thank-yous” to your contacts and resources (especially other departments…F&B, Housekeeping, Public Spaces)

Next up, let’s break it down a little more…

When I think of a MOD Opening Checklist here’s what it might look like…

• Unlock facility offices
• Review logbooks at Check in, MOD Log and Registration Logbook
• Follow up as needed
• Verify all scheduled staff are in place by 8:45am
• Conduct a facility walk through prior to first session
• Check that all morning and afternoon session supplies and equipment are organized
• Check weather conditions and make any program changes as needed
• Assist with participant’s arrival and check in process for morning and afternoon sessions
• Review assignments and be sure that enough staff is scheduled
• Assist with snacks and meals as needed
• Monitor cleanliness issues and report any maintenance requests
• Assist with parent pick up process for morning session
• Review Coordinator evaluation forms after the session
• Debrief Coordinators on session performance
• Provide guest service as needed
• Manage any emergency procedures, accidents or incidents
• Complete entry in MOD logbook
• Make notes for coaching and staff evaluations

But for your staff…it might be as easy as…

• Turn on lights and unlock all the doors
• Check logbook for opening notes
• Straighten up facility
• Review the days themed schedules for each age group
• Prepare materials, props and supplies for the day
• Check voice mail for messages and return calls
• Place all signage and brochures in established locations

Don’t forget to also have daily, session, weekly, monthly and of course as needed.

Daily

• Attend daily shift line up meetings at 8:15 am, 12:45 pm, 4:30 pm or 9:00 pm based on which sessions, activities, events are assigned for work
• Review reservations and scheduled sessions/activities/events for the day
• Interact with and solicit child and parent feedback on program and facility
• Ensure all daily responsibilities and maintenance is completed by staff
• Monitor waste and loss and correct as needed

Each Session

• Review resource materials and activities for advance preparation
• Check program supplies and equipment
• Organize personal needs such as clipboard, resource materials, filler cards etc.
• Ensure children are made comfortable when checking into club
• Assume responsibility for a group of up to 5 children
• Assist children in making a nametag during arrivals
• Present “Rules for Children”
• Ensure all children are kept hydrated and have sunscreen for outdoor activities
• Monitor safety and security for children at all times
• Answer any parent questions or concerns and make special notes on roster as needed (allergies, etc)
• Note all children in group (use roster)

Verify that all program supplies are ready for the session and in good working order (can’t say this enough)

Weekly

• Review program assignments on weekly roster
• Attend weekly department meeting 
• Generate weekly participation report and review
• Communicate club news to other departments
• Conduct weekly department meeting
• Reviews guest surveys and respond as needed
• Maintain reference library

Monthly

• Attend / read job training sessions related to program improvement
• Oversee inventory and ordering of supplies and equipment
• Reviews expenses and revenues in relation to department budget
• Prepare department budget reports
• Generate monthly participation and revenue report and review
• Coordinate mailing of birthday postcards to database
• Evaluate each area of operation and provide feedback

As needed

• Communicate supplies and equipment needs to Operations Manager
• Conduct performance reviews with staff
• Assist with recruitment, hiring and training of new staff
• Handle complaints and responses to letters and surveys
• Fine-tune operation and program 
• Coordinate and distribute quarterly newsletter 
• Prepares annual budget

Don’t forget—you can also create a repair checklist for every area of your department. It can be as simple as a spreadsheet with separate tabs for each space, from your open play area to your craft room to the janitorial closet. This way, you and your team can track when repair calls were made, what’s been completed, and what still needs attention. And if someone is out for the day, the rest of the team knows exactly where things left off and what the next step should be.

This is also where a logbook comes in handy (I’ll save that topic for another blog). I love having everything documented so I can see what happened while I was away. Plus, it builds responsibility and accountability within your team.

In the recreation industry when you’re in the office and then running outside for an activity and then you get called to a meeting…you must admit, a checklist keeps you organized, focused, and consistent. Time management can get a little overwhelming during a busy work shift, and it’s easy to fall behind. It helps make sure nothing important gets missed—especially when you’re juggling multiple tasks, planning an event, leading a program, or managing a team. 

Checklists reduce stress, save time, and create a routine you can trust. They also help you track progress, stay accountable, and create repeatable systems so you don’t have to rely on memory alone.

Favorite Quote: “The checklist is one of the most high-powered productivity tool ever discovered.”              -Brian Tracy

Next Up: Untitled at this time as I want to go back to a subject I mentioned in Blog 13 and need to share a little on responsibilities, dependability and a few other areas of professionalism.