Creating Effective Checklists: Guidelines and Best Practices

Overview

The primary purpose of checklists is providing service providers with detailed reminders and instructions without unnecessary complexity. Avoid overloading checklists with standard cleaning tasks that professionals already know how to execute, such as basic bathroom or kitchen cleaning.

What to Include

General Recommendation: Limit checklists to 3-4 task pins per photo and 2-3 slides per room.

Time Sensitive Tasks

Start with urgent items requiring immediate attention, such as starting appliances or documenting damage for problem reports.

Hospitality Touches

Include welcoming gestures like arranging welcome baskets, leaving guest cards, or preparing ambient lighting and music.

Operational Tasks

Cover property-specific needs: thermostat settings, key placement, light functionality checks, WiFi verification, and electronics testing.

Restocking Reminders

Note items needing replenishment: coffee beans, tea, toiletries, and paper products.

Easily Forgotten, Highly Repeatable Mistakes

Include reminders about checking for items left by previous guests and clearing refrigerators of abandoned food.

Specialty Cleaning Tasks

Feature complex cleaning requiring visual guidance: baseboards, specific products, or detailed procedures.

Staging and Presentation

Provide reference photos showing desired aesthetic arrangement, ensuring homes appear beautifully presented.

Owner Requirements

Incorporate any specific owner expectations and communicate their inclusion in quality processes to build loyalty.

Verification Photos

Specify images documenting completed work, such as staged rooms or empty dishwashers.

Inventory or Location References

Include cabinet and closet photos if specific item placement or amenity inventory matters significantly.

Advanced Tips

Using Text Templates

Text templates offer efficient checklist creation. Templates are customizable — review and edit them to ensure relevance for each property and specific job requirements.

Creating Customized Checklists for Various Use Cases

You can create multiple checklists per property, enabling preparation for different scenarios:

Home Setup: Customize based on guest count or special needs (extra beds, pet amenities, children’s provisions)
Guest Hospitality: Tailor experiences for occasions, such as birthday celebrations with themed touches
Regular Maintenance or Safety Inspections: Maintain ready-to-use checklists for periodic property assessments
Deep Cleaning: Develop checklists specifically addressing intensive cleaning requirements
Seasonal Requirements: Create seasonal maintenance checklists for location-specific needs like dock installation or winterization

Looking for tools to put these ideas into practice? Explore Properly’s solutions:

service provider marketplace — connects you with vetted, certified cleaners in your area
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property manager solutions — purpose-built tools for scaling your portfolio