It's all about the order

We often use the terms “to-do list” and “checklist” interchangeably, but they actually serve very different purposes.

The To-Do List

A to-do list, or task list, is essentially a collection of tasks that need to be completed. The key feature of a to-do list is flexibility. You might have ten things on your list, but it usually doesn’t matter if you buy the milk before you send that email. It’s a memory aid, a way to ensure nothing is forgotten (hopefully).

The Checklist

A checklist is a bit different. It’s less about what needs to be done and more about how or when it should be done to ensure a specific outcome. Think of it like a technical process. If you are performing a server migration or following a maintenance manual - like the one my grandfather kept for servicing Wellington Bombers - the order is everything.

The Importance of Order

The biggest distinction is that a checklist often requires you to complete items in a specific sequence. If you miss a step or do them out of order, the whole process might fail. A checklist ensures that:

• Steps are not missed: Especially the “boring” ones that we assume we’ll remember.

• Order is respected: Some tasks are dependencies for others. You can’t test a backup until you’ve actually performed the restore.

• Errors are reduced: By following a proven path, you avoid the “local maxima” of trying to figure it out from scratch every time.

Even a recipe is potentially a sort of checklist. The ingredients must be bought before you can start making the recipe. Each step in the recipe must then be followed in order.

So, next time you need to create a list - do you need a to-do list or a checklist?