Task Observation Checklist

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Reasons for Observing tasks:

• Making sure that the observed task is being performed according to plan;
• Ensuring that the main conditions of the task’s completion are met;
• Controlling the major task constraints (timeframes, quality, budget, etc);
• Inspecting some specific conditions (safety, technologies, policies, procedures, etc);

Planning Observation Procedure:

• Assigning the Task Observers:
  • Task Owner: the formal owner of the task. He owns the interest in the successful completion of this work, and he is one who gets reports on results during the task observation;
  • Task Analysts: on behalf of the Owner, these experienced and skillful inspectors assume all controlling procedures over the task to make sure it will be delivered as required: they analyze findings, and collaborate with the Task Managers to rectify any troubles;
  • Task Managers: people responsible for the actual working process over the task. They do everything possible to satisfy requirements of the Owner, and support activities of the Analysts;
• Create a list of performance matters for the task analysis (what areas of task you need to observe and control), some matters to control and analyze are listed below:
  • Timeframes (start and finish dates of the task, milestones, etc);
  • Budget and costs (how funding is allocated over the task);
  • Priorities and goals (clear-cut objectives to be met);
  • Safety (on-the-job safety, ecology requirements, etc);
  • Quality (items of required level of quality, ISO certification, etc);
• Establish and prove criteria and standards for regulating different task areas to carry out ongoing and post-completion task analysis (quality, safety, time and money constraints, etc);
• Qualify and quantify the task’s workflow objectives to be measured and reported (such as KPI and other performance items identifying success or fails);
• Set working constraints and regulations for the Task Observation process itself:
  • Determine the scope and focus for the planned process – what are priorities to concentrate at, and what criteria/indicators are to be observed, measured and assessed;
  • Allocate time on task observation – how much time is required to finish the effort (it may cover some extra time after the factual task completion – to process & judge gathered results);
  • Create observation forms – documents to be filled with notes, indicators, and appraisals. These records carriers are sources to analyze and consider task observance information;
• Select task observation tools – methods to drive actual observation and monitoring processes on the task, for example VIP Task Manager that is an example of tools used to control tasks in terms of completion, time, priorities, etc;

Observation of Task Performance:

• Consider all the skills and sub-tasks involved into the major task;
• Make sure that all related procedures and instruments are put in place, so the task observers...

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