Definition: What is a check sheet?

The check sheet is a special form of inspection sheet in which only attributive values are recorded. In other words, only the defects themselves are documented in writing. This includes

• the type of defect
• the location where the error occurred
• the error frequency

Check sheets are therefore usually simple tally sheets that provide a quantitative picture of the recorded defects. Physically measurable values such as weight, diameter or other production measurements are out of place here.

Check sheets are part of the 7 quality tools in the continuous improvement process (CIP).

Use of the check sheet in production

To effectively use a check sheet in production, you first need to create a defect catalog containing all possible defects that could occur in connection with a specific process or product.

It is crucial that the defect types are clearly distinguished from one another so that they can be accurately assigned during documentation.

Next, create a table based on the defect types. For example, if you want to track whether certain defects occur only during specific shifts, list the shifts in the column headers and assign each defect type to its own row. This allows you or your employees to document which defects occur most frequently in each shift.

The check sheet should also include information about who recorded the defects, when and where they occurred, and what tools were used to document them.

Since this is a quality tool, you should train your employees on how to use it properly. If they do not know how to fill it, errors in documentation are likely to occur.

Analyzing check sheets with a Pareto analysis

After documenting defects, the next step is evaluation. The best approach for analyzing check sheets is to apply a Pareto analysis. For this, create a bar chart listing all defect categories in descending order of frequency.

Example:

Using your check sheet, you determine which production step is most prone to errors. Step 8 out of 11 has the largest bar in your Pareto chart, indicating that it accounts for the majority of defects.

In the next step, instead of tracking all defects from steps 1 to 11, focus on the elements associated with step 8. These elements will become new defect categories in a revised check sheet.

By following this process, you systematically work step by step toward identifying and eliminating the root causes of errors.

Advantages of a check sheet

Advantage #1: simple documentation

A check sheet is essentially a tally sheet. As such, it is easy to understand and intuitive to use. The prerequisite, of course, is that the defect types are clearly defined and easy to comprehend.

Advantage #2: identifying defect trends

With the right categories and consistent error recording, you can identify defect trends early - and counteract them before financial damage occurs.

Advantage #3: data visualzation

An check sheet is a tool for data collection and visualization. While it is simple in design, it clearly highlights where issues exist.

Goal of a check sheet

The goal of a check sheet is always error reduction. Through statistical recording, you can quickly identify the most frequent defects and systematically address their root causes.

This approach helps you continuously identify optimization potential and advance ongoing process improvement within your company.

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