Why I Use a Checklist for Almost Everything (and Why You Should Too!)
Discover how checklists can transform your solopreneur journey by saving time, minimising mistakes, and boosting efficiency.
Ever had one of those days where you forget something small but essential?
Maybe you’re off to a meeting, but you realise halfway there that you left your notebook at home.
Or perhaps you’re gearing up for a launch, but an important email didn’t go out because it slipped your mind.
For solopreneurs like us, small slip-ups can have big consequences. Managing every aspect of a business solo means there’s no room for errors. That’s where checklists come in.
I started using checklists after reading Atul Gawande’s Checklist Manifesto, a book that changed my perspective on productivity.
It showed me how a simple checklist could prevent mistakes, save time, and ultimately keep me from burning out.
Since then, checklists and routines have become my secret weapons for staying on top of everything from content creation to client communication.
In this post, I’ll dive into why checklists matter, especially for solopreneurs, share my go-to checklist framework, and offer tips on creating your own.
Ready to make your life a little easier? Let’s get started!
Why Checklists Matter for Solopreneurs
As solopreneurs, we juggle a hundred tasks at once—administrative work, marketing, client management, content creation, and maybe even accounting.
Sound familiar?
Relying on memory alone is a fast track to burnout.
No one can keep everything perfectly organised in their head, especially when there are so many moving parts.
This is where checklists step in as lifesavers.
A good checklist breaks down tasks into bite-sized, manageable actions.
This simple practice reduces mental load, helps avoid missed steps, and prevents the all-too-common “I’ll remember that…oh no, I forgot” syndrome.
By keeping you organised and efficient, checklists not only make your life easier but also improve the quality of your work.
After all, who doesn’t want a bit more peace of mind?
My Important Checklists (and How I Use Them)
Over time, I’ve developed several checklists that keep my business running smoothly. Two of the most important ones are my Substack Newsletter Checklist and my Solopreneur Success Checklist.
1. Newsletter Checklist
Newsletter Checklist – My Pre-Publish Routine
Before I hit “publish” on any newsletter, I run through a simple checklist to ensure every piece is polished, purposeful, and primed for my audience.
Here’s my go-to checklist to keep things on track:
Publication Name: Choose a title that is memorable, short, and easy to say and spell. This name should capture the essence of the newsletter and stick in the minds of readers. SEO title should be under 60 characters.
Publication URL: Use relevant keywords in your URL that new subscribers might search for. This improves the newsletter’s discoverability and helps with SEO. Post URL maximum characters 255
Description: Write a brief description that clearly explains why readers should subscribe. What value are they getting? Make it enticing and to the point. SEO description should be between 50-160 characters.
Article Length: Check that the length aligns with the newsletter’s purpose and audience expectations. Keep it concise but informative.
Publication Time: Aim for a time that reaches the broadest range of readers.
Proofreading and Editing: Double-check for spelling and grammar errors. Read through for clarity and ensure the tone aligns with your brand voice.
Call-to-Action (CTA): All post should have a CTA. Whether it’s encouraging readers to reply, share, or visit your website or product, always guide them on the next step.
Links and Media: Test any links and make sure images or videos load correctly. Broken links or missing media can impact the reader experience.
This checklist has been instrumental in helping me send out my newsletter ‘stress-free’.
2. Solopreneur Success Checklist
My Solopreneur Success Checklist is a roadmap that guides me through the essential phases of growing my business.
I’ve structured it around three key phases—Aim, Create, and Evolve—which keep me focused and moving in the right direction.
Phase 1: Aim – Laying the Foundation
Before diving into day-to-day tasks, it’s crucial to set a strong foundation. Here’s how the Aim phase of my checklist helps me establish clarity and direction:
Defining Purpose: I start by identifying my Ikigai—my reason for doing what I do. This helps me align personal values with business goals.
Goal Setting: I outline both short- and long-term goals and set three key 90-day goals. This ensures I always know where I’m heading.
Competitor Analysis: A quick competitor analysis helps me understand how my business stands out in the market.
Customer Avatar: Knowing who my ideal customer is (demographics, pain points, buying behavior) allows me to tailor my approach.
Business Structure & Branding: Finally, I choose and register my business structure, set up a website, and establish a basic brand identity.
These foundational steps keep my business grounded, ensuring I have a clear purpose and strategy.
Phase 2: Create – Bringing Your Business to Life
Once the foundation is set, it’s time to bring ideas to life. The Create phase is where things get hands-on:
Core Offer Development: I define my primary product or service and set my pricing strategy.
Marketing & Lead Generation: I create a lead magnet and set up email marketing software to start building an audience.
Launch Planning: A simple launch strategy (with channels and a target date) helps me prepare for a successful rollout.
Operations Setup: Streamlining processes like client onboarding, invoicing, and task automation saves me time and reduces repetitive work.
Monthly Goals: I set revenue and growth goals and keep track of key performance indicators (KPIs) to stay on target.
This phase is all about execution—taking that foundation and turning it into a functioning business.
Phase 3: Evolve – Scaling and Sustaining Your Business
Once the business is up and running, the Evolve phase focuses on refining and growing it over time.
Feedback Loop: Gathering customer feedback helps me improve my products/services and customer experience.
Expansion: I explore new revenue streams, expand my marketing, and look into partnerships or collaborations.
Quarterly Reviews: Regular check-ins ensure I’m on track and open to new opportunities for growth.
Alignment Check: I revisit my original purpose to ensure my business stays true to my vision.
The Evolve phase keeps my business adaptive and forward-focused, ensuring sustainable growth over time.
Why Combining Checklists and Routines Maximises Results
While checklists keep me organised, routines add structure to my day.
For instance, I have a morning (or sometimes night) routine where I review my daily checklist, prioritise tasks, and set intentions for the day.
By pairing checklists with routines, I create a system where critical tasks are handled efficiently, and small details don’t slip through the cracks.
I remember once forgetting to send an important client update because I skipped a step in my routine checklist.
That mistake reminded me of how even the smallest details matter.
Routines alone can help, but combining them with checklists ensures nothing gets left behind.
How to Create a Checklist (Step-by-Step Guide)
Creating a checklist might seem straightforward, but crafting one that truly helps streamline your workflow takes a bit of thought and planning.
Here’s a step-by-step guide to building an effective checklist from scratch:
Step 1: Determine the Purpose of Your Checklist
Start by defining exactly what this checklist is for. Are you creating a checklist to streamline a specific task, like publishing a newsletter? Or is it to manage a multi-step project? Knowing the purpose helps you stay focused on what to include.
Step 2: Identify the Items to Include
Think through all the steps involved in the task or project. Break each component down into small, actionable items. For example, if it’s a checklist for sending out a newsletter, the items might include drafting content, proofreading, adding images, checking links, and scheduling.
Step 3: Organise the Checklist
Arrange the items in a logical order. Some tasks are sequential, meaning each step needs to be completed before moving to the next, while others can be grouped together or prioritised based on importance or urgency.
Step 4: Define Clear Instructions
Make sure each item on your checklist is clear and specific. Avoid vague language that could lead to misunderstandings. For instance, instead of saying “prepare content,” specify “write 500-700 words on [topic] and include 3 supporting images.”
Step 5: Review and Refine the Checklist
Once you’ve created the checklist, go over it to ensure it’s comprehensive and easy to follow. Remove any redundant steps and add details where needed. This stage is all about making sure the checklist flows logically and serves its purpose effectively.
Step 6: Test and Validate the Checklist
Before fully implementing your checklist, try using it in a real-life scenario. This test run helps you catch any gaps or issues that might not have been obvious on paper. Make adjustments as you go along to fine-tune the checklist for practicality.
Step 7: Implement and Use the Checklist
Now that you’ve refined and tested your checklist, it’s time to put it to work. Make it part of your routine for completing the associated task or project. Refer to it consistently, and update it as necessary to keep it relevant and effective.
Common Mistakes to Avoid
While creating a checklist can boost your productivity, certain pitfalls can limit its effectiveness.
Keep these common mistakes in mind to ensure your checklist is a helpful tool rather than a source of frustration.
Overcomplicating the Checklist:
Keep it simple and straightforward.
Avoid adding unnecessary complexity that might overwhelm or confuse users.
The goal is efficiency, not creating more work.
Being Too Vague:
Each step should be clear and specific.
Vague instructions can lead to confusion, especially if someone else is using the checklist.
For instance, instead of “Check product quality,” specify “Inspect product for [specific attributes or standards].”
Failing to Update the Checklist:
As tasks evolve, so should your checklist.
Regularly update it to reflect any new requirements, changes in process, or feedback from previous uses.
An outdated checklist can lead to inefficiencies or even mistakes.
Neglecting to Prioritise Tasks:
If some steps are more important than others, or if certain tasks have dependencies, prioritise them accordingly.
This helps ensure that critical steps aren’t overlooked and are completed in the right sequence.
Including Unnecessary Tasks:
Stick to the essentials.
A checklist cluttered with non-essential tasks is harder to follow and can dilute its purpose.
Focus on items that directly contribute to the success of the task or project.
Conclusion
Checklists have been a game-changer in my solopreneur journey.
They save time, prevent mistakes, and make my workflow more efficient.
So, what about you?
Do you already use checklists, or are you considering starting?
Share your thoughts in the comments, and let’s help each other build habits that keep us on track.
Every small step you take to build better habits brings you closer to the business (and life) you envision.
Happy checking off the boxes!
“We are besieged by simple problems... Checklists can provide protection”
― Atul Gawande, The Checklist Manifesto: How to Get Things Right
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Anfernee
I love checklists so much, also that graphic about creating them is sleek! Going to share this with my audience :)
I will forever be more mindful about creating my checklists. This is all very thorough while still remaining clear.