Implementation Checklist
Detailed task checklist with status and owners
What is Implementation Checklist?
An Implementation Checklist is a granular task list that breaks the implementation plan into individual, trackable items. Each item has an owner, a due date, a status (not started, in progress, complete, blocked), and notes. It serves as the team's daily execution reference and the basis for stand-up check-ins during Step 5.
When to Use It
- •During Step 5 (Implement) as the primary execution tracking tool
- •When the implementation plan has many small tasks that need individual tracking
- •When multiple team members are working on different parts simultaneously
How to Use It: Step by Step
- 1
Decompose plan tasks
Take each task from the implementation plan and break it into specific, completable subtasks. Each should take 1-5 days.
- 2
Assign owners and dates
Every subtask gets a single owner and a target completion date. Align with the RACI chart.
- 3
Set initial status
Mark all items as "Not Started." Use statuses: Not Started, In Progress, Complete, Blocked, Deferred.
- 4
Review at each check-in
Update the checklist at every stand-up or milestone review. Blocked items get escalated immediately.
Example
IT system migration checklist
The migration plan had 8 high-level tasks. The checklist expanded them into 47 subtasks. During the weekly stand-up in Week 2, the checklist showed 3 blocked items — all related to the same vendor dependency. The team escalated as a group, resolved the vendor issue in 48 hours, and stayed on schedule.
Pro Tips
- ✓Keep checklist items small enough to complete in 1-5 days — larger items hide delays
- ✓Use a shared, visible checklist (not email or private notes) so the whole team sees progress
- ✓Document reasons for deferred items — they become input for lessons learned in Step 6
Facilitation Guide
Implementation runs over weeks or months, so facilitation shifts to regular check-ins. Kick off with a 30-minute launch meeting: confirm roles, review the plan, set the cadence for check-ins. Hold 15-minute weekly stand-ups: each owner shares progress, blockers, and next steps. At each milestone, hold a 30-minute review: is the milestone truly complete? Any scope changes? Update the checklist and ticket board in real time. If a major blocker arises, escalate within 24 hours using the agreed escalation path.
Other Tools in Step 5
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