What is the Check Sheet?
Check Sheet refers to a type of document that is used for recording data at the time and place of the operation of interest. Typically, a blank document is taken to start with and then it is designed for easy, quick and effective recording of the required data, which can be either qualitative or quantitative.
This sheet helps in identifying all the possible errors and has the flexibility to add more sources of error based on practical experience. These are then used for recording data about the errors, which is eventually used for analyzing the operational issue. This sheet forms an important part of Dr Kaoru Ishikawa’s seven tools of quality control.
How Prepare a Check Sheet?
- Select the problem that has to be resolved and then construct the operational definition of the problem.
- Determine from when to start and for how long the data has to be collected.
- Take a blank document and design it in such a way that data can be recorded quickly. For instance, record the errors by using tick marks or similar symbols in checkboxes provided adjacent to the error type.
- Run a short trial to ensure that it serves the purpose of data collection appropriately.
- Once checked and confirmed, this sheet is ready for use.
Check Sheet Examples
The below example shows the check sheet prepared to understand the major issues underlying the vehicle breakdown.
Check Sheet Types
- Tabular Sheet: This is usually used for collecting data about quality issues and determining the frequency of any event—for instance, the reasons for accidents during laboratory experiments.
- Location Sheet: This usually employs a diagram-based representation of the issues. For instance, one can indicate the damages and dents on a car body by marking the corresponding location in its picture.
- Graphical Sheet: This is using a graphical form of representation such that observer can collect data and visualize the distribution of data.
Check Sheet Format
An appropriately designed check sheet covers various points, such as frequency and location of defect event, whether or not inspections have been completed etc. Some of the common points that usually included in the format of a check sheet are as follows:
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- Name of the operator
- Type of the data being collected
- A location where the data is being a collection
- Schedule of data collection
- The objective of data collection
The following is one of the common formats used for check sheet.
When to Use?
- The data can be continuously observed and collected at the same location by the same person.
- The data is collected for capturing frequency or patterns of problem events.
- The data is collected from a production process.
These are usually associated with menial tasks of recording defect events; it can be beneficial for recording expected items in the process, displaying the performance of the process, identifying causes of the defect event and revealing trends or patterns in the defect events.
Over the period of time check sheets have become archaic as they have been gradually substituted by various modern-day business process management software. These new set of software enable automatic recording of more complex data, and it practically eliminates the dependence on human intelligence and reliability of check sheets. Basically, now the data can be recorded automatically, and it can be organized and presented in whatever way required in a matter of few clicks. In fact, some of the available business process management software produces the output in a ready-to-use graphical format which is more convenient for the users.
- Make sure that all the operators involved in the process are properly trained, and they clearly understand every section of the check sheet.
- Run a short pilot exercise to validate that the sheet captures the required data appropriately and if required, then make the necessary improvements.
- As far as possible, try to make use of quantitative data instead of qualitative data as the former results in more conclusive evidence.
This has been a guide to what is Check Sheet & its Definition. Here we discuss the examples, types, format and how to prepare such a sheet. You can learn more about from the following articles –