Blog 12: Optimization of Process Through Check Sheet


Check sheets are one of the most important quality tools out of 7 Quality tools for quality control that are likely to be used in any industry or service process. A check sheet is a documentation tool that was founded by Kaoru Ishikawa.

A control sheet is a simple document that helps you collect, present, research, and search data. It is used to collect data to understand qualitative and quantitative variables that can affect the process. When recording data on check sheets, check marks or tally marks can be used to indicate the amount of data collected and to help understand progress, failure patterns, and even the root cause of failure.

The check sheet can be defined as follows:

“A systematic way to collect, record, and present relevant data in a simple way for process analysis.”

The ultimate purpose of the checklist is to list important checkpoints or events in table / metric format and constantly update or flag the status of occurrence. This helps to understand progress, failure patterns, and even the root cause of failure.

Types of Check Sheets:

There are several types of check sheets that can be used for a variety of purposes Ishikawa has defined 5 main types of check sheets:

  • Process Performance: These type of check sheets is used to track the performance of a process. This may include a number of defects, failures, and so on.
  • Error Occurance: These check sheets contain all the errors that can occur at a particular process station and check for any errors that occurred during the process. Defects that occur are marked on the sheet
  • Error location: The error location check sheet is used to identify the location of the error. This inspection sheet consists of images of processes or parts, and the operator must mark any defects on the sheet with them.
  • Task Confirmation: This check sheet is used to confirm that all processes have been completed. Small screws, nuts, fixing parts, etc. Make sure the assembly is in place and you haven’t missed anything.
  • Cause of the error. This check sheet is basically a root cause check sheet and helps you define the cause of the error and mark the sheet. This helps to quantify the most common causes of error.

How to make a check sheet:

Check sheets can be made using the following steps:

  • Determine the required information: First, you or your administrator must determine whether the purpose of this check sheet is a process performance check sheet, a defect item check sheet, or a defect location check sheet.
  • Determine 5W and 2H: After deciding the purpose of the check sheet, decide on 5W and 2H
    • Why do you need data?
    • What Information is required for data output?
    • Where to collect data?
    • Who needs to collect the data?
    • When will the data be collected?
    • How to collect data?
    • How much data is Required?  
  • Construction of check sheet: Check sheets usually have a title in the top bar. Below the title is basic data such as the name of the project, the location or area of ​​data collection, date/time, and person records. Below are the row and column data, including the data to measure, and the amount.
  • Testing of check sheet: At this stage, the sheet is shared with multiple users based on their importance and you are prompted to collect data. After collecting the data, analyze whether the data is missing or if there was a problem during the data collection. Replace the seats and repeat this process until you are satisfied with the results.
  • Final approval of use: Show this to management before implementation for approval. Next, training for relevant data collectors, data organizers, and data separators.

Benefits of using a check sheets

Check sheets can be used for different benefits some of them are:

  • Check sheets make data collection simple, systematic, easy, and effective
  • Save time because all the collected data is on a single page
  • All errors or data can be extracted from a single page, saving time for data separation.
  • Can be used for performance monitoring
  • It can be used for various purposes such as process monitoring and error updating.
  • Useful for traceability.

Sample check sheet:

This is a sample of a check sheet for checking the frequency of defects in which it can be seen

  • The top has the title bar at the top. Below them are essential data like the name of the person making the sheet, date of work, place of working, and sheet number
  • Columns and rows are made in which type of Issues are mentioned in the left-most column and frequency in the top-most row.
  • Now data is collected and then can be compiled.

So, from a simple image, we can easily extract the number of defects that occurred on a specific day. Or the frequency of the defect occurred in the whole week.

Leave a Reply

Your email address will not be published.