Video Meeting Checklist

 The world has gone online for meetings, and Zoom seems to be the new verb for these meetings, just like Google has become the verb for search. We use Google Workspace for Business to conduct our meetings and record the video and follow up with a link to the recording to all participants.

It's surprising how easy it is to do these meetings poorly; a lot can go wrong. That's why we put together a checklist (duh) to help things go right.

This is what we have so far, and of course it's just a prototype, and will be improved continuously.  The graphic below is what it looked like at this writing. Here's a link to the Video Meeting Checklist as it is being improved.

Let us know what's missing, or can be improved.

EZchecklist™ update - December 2020

   

✅

The EZchecklist™ Update

"all the news that's worth checking"

How could I forget to send this update until halfway through the month?

Because I didn't have it on my calendar! But now I do, so expect to see this around the first of the month. Even after all these years, I can still make a mistake! We all do, of course. The important thing is what we DO about it. We only truly learn if we take action.  

Now on to the updates:

1. Purpose! 

    In the last Update, we announced the new feature, the Purpose cell, the very first thing you see when you open your EZchecklist™ and which is meant for you to double click and learn/re-learn and continuously improve. I've been doing this myself recently, and here's what I have so far as of today:

Checklist Purpose (modify to suit your needs) Why I'm using this Checklist: To be sure I Do the most important things, one day at a time, and build strong Habits for the future. My Values: Integrity, Continuous Improvement, Help Others My Vision: Building a better world, one person at a time, who learn from the experiences I share, and the tools that I build (ToBeWise™ and EZchecklist™) My Mission: To help others, to be for others who I needed when I was younger. My Goals: To live well, and to inspire by example my children and others to take the actions that will lead to a successful life.

I look at this from time to time, and see if it still resonates with me, and sometimes I'll make a minor improvement here or there. The important thing is to actually THINK about what I'm doing, instead of just doing.

Have you been taking advantage of this very powerful addition to your EZchecklist™ ?  Want some help working on yours?  That's why I'm here. Set a phone/zoom/Google Meet/whatever.

2.  ToBeWise™   

    While EZchecklist™ is all about taking Action, there's something that comes before taking action, and that is Thinking. Action without thinking is chaos. So, what do we Think? That's the purpose of using the app ToBeWise™ which has been waiting for you on the App Store for your iPhone, and Google Play for your android device. Free, of course. If you have yet to download it and learn from the Wisdom of the Ages, you are in for a big treat. We here at Double M Systems have been hard at work on a new Version 3 for the iPhone with updated quotations we've been collecting for the last 4 years so stay tuned for the announcement of availability. Meanwhile, get ToBeWise™ Pro now... did I mention it's free? 

3.  Mission

    My mission is "to be who I needed when I was younger", so it truly warms my heart when I get feedback like this:

Here are things I love most about the EZ checklist.

EZchecklist includes all my holistic goals.  It is organized in a way that is easy to use and visually appealing. The continuous updates of the software as well as added perks make it increasingly better as time goes on. 

Now that I use the EZchecklist, there are more healthy and beneficial habits in my life than ever before.  Helping others and spending time with family are just a couple of the many great things I now track (and therefore focus on) thanks to you. 

The original EZchecklist product has proven to be a very useful foundation for me on its own.  The fact that it is customizable and personalizable on top of that makes it that much better. 

The atmosphere is a positive space, including the ToBeWise quotes (aka cherry on top).

The MOST beneficial part of the EZchecklist however has been you. 

You motivate and inspire me.  You follow up with me, you listen to what I say, and you make yourself available.  You even have helped work with me and/or flat out found solutions to some of my problems, both big and small. 

I am so grateful for what you have created and for you.

                                                            Alyssa S, New Jersey, 12/10/2020

4.  Help!

    How can I help you feel that same way? If you have questions, suggestions for improvement, comments, whatever, let's talk about it:

Schedule some time now!

Today's Testimonial for EZchecklist

Here are things I love most about the EZ checklist.

EZchecklist includes all my holistic goals.  It is organized in a way that is easy to use and visually appealing. The continuous updates of the software as well as added perks make it increasingly better as time goes on. 

Now that I use the EZchecklist, there are more healthy and beneficial habits in my life than ever before.  Helping others and spending time with family are just a couple of the many great things I now track (and therefore focus on) thanks to you. 

The original EZchecklist product has proven to be a very useful foundation for me on its own.  The fact that it is customizable and personalizable on top of that makes it that much better. 

The atmosphere is a positive space, including the ToBeWise quotes (aka cherry on top).

The MOST beneficial part of the EZchecklist however has been you. 

You motivate and inspire me.  You follow up with me, you listen to what I say, and you make yourself available.  You even have helped work with me and/or flat out found solutions to some of my problems, both big and small. 

I am so grateful for what you have created and for you.  

AS, New Jersey, 12/10/2020

How to Discover Your Purpose

 source: Success Magazine

11 Things Organized and Productive People Do Every Day

 1.  They don't let their desks get cluttered.

 2.  They never touch things twice.

 3.  They don't respond to emails as they arrive.

 4.  They work from a single to-do list.

 5.  They have a high level of self-awareness.

 6.  They make time for lunch.

 7.  They do the dreaded items on their list first.

 8.  They tidy up at the end of each day.

 9.  They plan their days the night before.

10.  They make full use of technology.

11.  They don't ignore their snail mail.

EZchecklist™ makes it easier!

EZchecklist™ Update - November, 2020

  

✅

The EZchecklist™ Update

"all the news that's worth checking"

I've been busy making some powerful improvements to EZchecklist™, and here are a few of my favorites. Click the links for more information, or schedule a zoom/hangout meeting to learn how these can work for you.

1. EZchecklist™ Lite 

Everything you love about EZchecklist™ Pro, but less.

2. Most Successful Activities

Distilled and available with a double click. When I started on this checklist adventure I did a good bit of research on the activities that successful people say they habitually do. The theory is that what we do is what creates our success, or lack of it. If we do what successful people do, then there is a better than average chance that we will enjoy the same results. Simple.

3. Laptop open tab arrangement

My favorite way to view the checklist on laptop. I have a need to see the checklist "Today" column centered in my browser window instead of all scrunched over to the left. It's easy enough to do: just drag the right side of column A to the right so Today is in the middle. Bingo! Click the link for a screen shot.

4. What is your "Why"?

It may seem obvious, but unless it's written down, there is a lack of clarity that can slow even the most focused of us. The first thing to do every day, at least once a day, is to rededicate ourselves to the Purpose for the things we will be doing. This gives extra power to our Actions. This feature is available in Version 12.6 but is easily retrofitted to previous versions. Click the link for more info. Call for help. 

5. Give yourself a bonus!

Some activities are more important than others, so you might want to give yourself a bonus for doing that particular activity, and have it show up in the daily Score. It's easy to customize how you keep score. 

6. What can I do for you?

Have you been thinking of ways to make your checklist better, easier to use, more powerful... Me too.  Email me: mm@DBLM.com or schedule a phone meeting. 

   

Extra Credit

National Checklist Day, October 30, 2020

The story of the first checklist. It seems like such a simple thing, so obvious, and yet so essential. Where did checklists come from? It was a matter of life and death. 

Most Successful Activities

 

You're probably very familiar with the first block of activities under the heading "Prepare Well" but now we've added that little (more) indicating that if you double click that cell, you'll be presented with a list of some of the ways very successful people begin their day. Like this:

Of course, the contents of this cell can be completely personalized, but these are a few of the activities successful people have mentioned most frequently as powerful ways to start their day. Think about adding one or more to your checklist.

This same feature is also available for the other Section headers such as 2. Action, 3. Rest/Reflect, KPIs, Financial, etc. This feature is easily retrofitted to your current version. Call for help.

What is your Why?

It may seem obvious, but unless it's written down, there is a lack of clarity that can slow even the most focused of us. The first thing to do every day, at least once a day, is to rededicate ourselves to the Purpose for the things we will be doing. This gives extra power to our Actions. This feature is available in Version 12.6 but is easily retrofitted to previous versions. Call for help. 

If you double click the "Checklist Purpose" cell, it will pop up the complete contents of the cell. See below. Of course your purpose will be different. And it will probably change over time, but thinking clearly about what you are doing, and WHY is most important. 

 

 

Laptop open tab arrangement

 

This is my favorite way to view the checklist on a laptop. I like to see the checklist "Today" column centered in my browser window instead of all scrunched over to the left. It's easy enough to do: just drag the right side of column a to the right so Today is in the middle. Bingo! 

Note that I use the "Focus" menu selection to keep only two days visible at any time: today and yesterday. Any more and all that noise is distracting.

National Checklist Day

If you pride yourself on your organizational skills, then put a check mark next to National Checklist Day on October 30, a cherished holiday which keeps our lives together. The more complex our lives get, the easier it is to make mistakes. Today, we celebrate the humble checklist as the innovative tool that has stood the test of time.

HISTORY OF NATIONAL CHECKLIST DAY

Without checklists, we can feel like we’re juggling a bunch of balls in the air and trying to keep them from dropping. Even the simple things can be forgotten or go unnoticed — let alone the difficult or complex things that fill our day. Although success in any endeavor is not guaranteed, armed with an organized checklist, you stand a better chance of achieving your goals.

So, is National Checklist Day the result of a reformed hoarder or the work of an obsessive compulsive freak? Definitely not! But you might be surprised to learn that checklists came out of a need to keep pilots safe during WWII.

The first checklist resulted from a crash that injured several people, killing at least two on a Boeing Model 299 B-17 plane in 1935. The 299 was heralded as the most state-of-the-art aircraft at the time. During the post-crash investigation, Boeing discovered that the pilot had forgotten to do a simple task — turn off the elevator lock. This simple omission caused the aircraft not to respond to pitch control, leaving the plane vulnerable.

According to a report by two university professors in a 1990 study, cockpit checklists serve several key functions in aviation safety, “… to ensure that the crew will properly configure the airplane for any given segment of flight” and to create “…standardization in the cockpit.” Also, memory of the safety procedures can never take the place of the actual checklist in aviation.

So, if a checklist can keep us flying safely in the air, what better way to keep our lives organized and running smoothly on the ground? American companies also use checklists as successful training tools. Now that you know the origins of the National Checklist Day, check that off your list and enjoy the rest of the day!

source: https://nationaltoday.com/national-checklist-day/

Good Thoughts to Inspire Taking Action

The purpose of the examined life is to reflect upon our everyday motivations 

and values and to subsequently inquire into what real worth, if any, they have. 

If they have no value or indeed are even harmful, 

it is upon us to pursue those things that are truly valuable.

James Ambury

The essence of genius is to know what to overlook.

William James

​Talent is what you possess. 

Genius is what possesses you. 

Malcolm Cowley

 

What is our greatest responsibility to ourselves?

What is our greatest responsibility to others?

How does our daily checklist reflect that?

more: http://ToBeWiseApp.com

New Version 12.6

 

Cosmetic improvements are focused on a cleaner look, lighter colors, and more white space. The big improvement is on the addition of that most conspicuous "Checklist Purpose" cell, which is to be clear about Why you are doing this. Focus on the Why gives power to everything you do.

To View it in daily use by you know who, click here.

Permission may be needed, but always enthusiastically granted, of course.

Version 12.6

EZchecklist™ - Lite

Check out a simplified version of EZchecklist™ for people who may be overwhelmed by all the bells and whistles of the Professional version. There is beauty in simplicity. Maybe that's what you prefer.

Click the link below and see it for yourself. Let me know what you think.

EZchecklist™ - Lite

Free, of course.

The limit of 10 activities focuses the mind on the most important things.

In support of Less:

Brevity is the soul of wit.  Oscar Wilde

Perfection is achieved, not when nothing more can be added, but when nothing more can be taken away.   Antoine du Saint-Exupery.

Everything should be as simple as it can be, but not simpler. Albert Einstein

Do Good Now. Make it better later.  Michael McCafferty 

 

Checklist Power

BY Richard Dally

Why Use Checklists?

When you are working on your business you are probably multi-tasking and dealing with all sorts of distractions. This can make it easy to forget to do certain tasks or mean having to spend time trying to remember how to complete a specific activity. When you are under pressure or rushing to complete something it is easy to forget a small but important step in your process. This is where checklists can be valuable to help you get things done.

Checklists for business processes

In the context of business processes, we are discussing process/procedure checklists rather than checking off items on a to-do list. With a checklist associated with a process or procedure, you write down all the steps or tasks needed to complete an activity or process. The list of tasks does not change which means that you can use the same checklist every time you carry out that particular activity/process. To-do lists will typically have new items added once earlier ones are completed and additional tasks are identified.

Key Checklist Concepts

It's easy to forget exactly what needs to be done to complete an activity or set of tasks. In many cases not only must you complete a set of steps but these must be done in a specific order. Checklists are a simple tool that can help improve the effectiveness of individuals or teams carrying out complex tasks.

A checklist will help ensure that important steps of a task are not missed out.

Perhaps the seminal, and certainly the best known, work on checklists is The Checklist Manifesto by Atul Gawande. The author is a surgeon who recognized how useful checklists could be for patient care where a large number of staff are involved in the process, each carrying out different tasks and with different responsibilities. Gawande introduced a simple checklist to a number of hospitals during a research study and patient deaths fell by 47%.

Example uses for Checklists

• Airplanes
• Pilots must complete a checklist before every take-off

• NASA
• If you have ever listened to a shuttle launch you will have heard the controllers working through a checklist that ensures each part of mission control is ready

• Human Resources
• New employee ‘on-boarding’ processes

• Virtual Assistants
  • Providing your worker with a precise set of steps to follow to complete their assigned tasks.

Benefits of Checklists

• Checklists ensure that the essential tasks get done. Even if a step is very simple it can still be forgotten. Checklists also stop the use of ‘initiative’ by those following them, i.e. where they think they know better than those who designed the process.

• They help avoid distractions by forcing you to only do the tasks that are on the checklist

• Checklists free the mind from having to remember the steps that need to be completed and worrying about the possibility of forgetting to do something.

• Checklists can save time. Having the steps written simply and in order makes them easy to follow and is likely to result in less errors, therefore avoiding time wasted needing to fix issues. They also help avoid the time-wasting “what-should-I-do-next” indecision as the checklist tells you what to do next.

• Checklists provide discipline and consistency. Depending on your business lives might depend on the process being completed correctly. The use of checklists can help when things go wrong – providing evidence of whether a particular step was completed.

• Checklists can improve productivity – there is something that humans find satisfying about ticking items off a list and research has shown that using checklists make us more likely to complete tasks. This fits well into the new theories of ‘gamification’.

Types of Checklists

There are two types of checklists, according to Daniel Boorman of Boeing, who was consulted by Gawande:

• Read-Do: you read each step of the task, and then perform them in order, checking them off as you go

• Do-Confirm: you perform a number of steps of the task from memory until you reach a defined pause point, when you go through the checklist and confirm that each step has been completed.

 Creating Checklists

• Start with areas of your business where you have been experiencing issues with processes you carry out regularly.

• Make sure the checklist focuses on the most important things that need to be done for the task to be successful.

• Each item on the checklist should be non-negotiable and be your single focus of attention, having only a yes/no or go/no-go style that prevents you moving forward in the list until you have checked off the item. This is how the checklists used by pilots work, ensuring that each item checked is air-worthy before continuing through the list. As a passenger you would not want the plane to take off unless every item in the checklist had been confirmed as air-worthy. Imagine if the pilot marked one item as “maybe okay” or “couldn’t check this one”!

• Test the checklist to make sure it delivers the required outcomes. It is very likely that you will miss steps when you first create the checklist. If appropriate, have someone else use the checklist and confirm that they can use it successfully to complete the activity.

Tips for Creating Checklists

• Keep it simple – use short, precise, easy to understand descriptions of the tasks

• Keep it simple – keep the list to one page if possible

• Make it easy to use – include a checkbox or leave a space to mark items complete

• Review it regularly – looking to edit and simplify the tasks involved

• If using pause points – no more than ten items between pauses, preferably five to seven

Reposted with permission
source: https://www.richarddally.com/why-are-checklists-so-powerful/

----------------------

Now that you know the power of checklists in aviation, medicine, and general business, you can see how a personal checklist can add power to your daily routines and achieving your goals faster and with less stress.  

✅  EZchecklist™ ✅  Your superpower for Success in Life and Business

Research for Your Checklist Activities

When you first start out with your shiny new checklist, you might wonder what Activities you want to track...

We did too, so we did a lot of research on the topic of What Successful People Do, and we organized it all into a list, and we continued to build the list as time went on. 

Now that list is available to you, just click here.

Obviously, you want to keep your checklist focused on just the activities that are most important for you, for the near future, so choose from the list the activities that speak to you most clearly. 
 

Knowing is the enemy of learning: Tom Chi at TEDxSemesteratSea

1. Knowing is the Enemy of Learning

2. See verbs as nouns

3. Use Reality as the Medium

https://www.youtube.com/watch?v=_WtsMrkfG1w&ab_channel=TEDxTalks

Bonus Scoring

Some activities are more important than others and you may want to increase the score for those activities to recognize their increased value.

Here's how to do it:

Let's say the the activity in row 13 is a checkbox, and when you check that box you typically get 10 points (BasicScoreUnit), but because it is more important than some other activities you want to get 20 points if checked.

Do this:

1.  Double click the cell C2 to display the standard Score Formula. It will display something that looks like this:

=(

IF(and(C8>0,C8<=WakeTime),BasicScoreUnit)+

sum(C9:C31)/60*10+

C36*BasicScoreUnit+

IF(and(C33>0,C33<=BedTime),BasicScoreUnit)+

countif(C9:C44,"True")*BasicScoreUnit+

IF(and(C41>=WeightLow,C41<=WeightHigh),BasicScoreUnit)+

IF(C48>"",BasicScoreUnit)+

C37*BasicScoreUnit

)

2.  Add this line to the second line of the Score formula:

              IF(C13 = True, 10) +

This adds an additional 10 points to the 10 that will be added from the rest of the Score Formula.  But why stop at double double the score; what not make it 50 extra points, or even a thousand. This is your life, your rules, and you can keep score any way you want.

The new Score Formula should look like this:

=(

IF(C13 = True, 10) +

IF(and(C8>0,C8<=WakeTime),BasicScoreUnit)+

sum(C9:C31)/60*10+

C36*BasicScoreUnit+

IFand(C33>0,C33<=BedTime),BasicScoreUnit)+

countif(C9:C44,"True")*BasicScoreUnit+

IF(and(C41>=WeightLow,C41<=WeightHigh),BasicScoreUnit)+

IF(C48>"",BasicScoreUnit)+

C37*BasicScoreUnit

)

3.  If you want this new Score Formula to apply to all the other days, simply highlight cell C2 and drag it over the rest of the days in your checklist.  Bingo!

4.  If the activity in, say, row 13 is not a checkbox, but it tracks hours, then add a line like this:

C13*BasicScoreUnit +

and insert it into line 2 of the Score Formula, so it will look like this:

=( 

C13*BasicScoreUnit + 

IF(C13 = True, 10) +

IF(and(C8>0,C8<=WakeTime),BasicScoreUnit)+

sum(C9:C31)/60*10+

C36*BasicScoreUnit+

IFand(C33>0,C33<=BedTime),BasicScoreUnit)+

countif(C9:C44,"True")*BasicScoreUnit+

IF(and(C41>=WeightLow,C41<=WeightHigh),BasicScoreUnit)+

IF(C48>"",BasicScoreUnit)+

C37*BasicScoreUnit

)

A big Thank You to "Emily" for the suggestion to weight some activities more than others.