Introduction
Observation Checklists are an easy-to-use tool in your learning platform, enabling users to check their learning progress or the progress of other users (their peers) in the platform and to monitor compliance requirements while doing a specific task.
On the other hand, by using checklists, managers can observe and document the progress of their team members' training and on-the-job activities, and how they perform their activities. If configured by the administrator, you can also find observation checklists to complete among the training material of a course.
This article outlines how to manage and complete observation checklists as a manager on your desktop platform. More information about observation checklists on the Go.Learn mobile app.
Learn more about completing observation checklists as a learner.
Managing and filling out observation checklists as a manager
In your platform, your administrator may assign you or your team members checklists to complete. As their manager, you may be assigned a checklist to complete for your team members, your team members may be asked to complete checklists on their own or can be the object of an observation checklist completed by you or another user. Thanks to checklists, you can thus monitor your team members’ compliance requirements, learning progress, or job task progress.
The checklists in which your team members are observed (manager observations) and those that you need to complete for yourself (self-observations) are listed in the Checklists tab of the My team page.
Click on Filters to filter checklists by type (self-observation, peer observation, or manager observation)or status (To do, In progress, To approve or Completed - for any info about the approval process read the Approving or rejecting a checklist chapter of this article). You can also decide to show only checklists that currently need your action, allowing you to quickly identify the checklists you need to work on or show only the checklists that are assigned to a course.
Use the search field to look for a specific checklist according to its title or code. Please note that the search engine does not consider the checklists included in courses as training material.
To complete a checklist for your team members, select it from the list and respond to the items that you find in your checklist.
You will need to enter text or select one or more answers depending on the response type set by the checklist creator. You can also upload a file, image or video to bring visual evidence to your answers.
Requirements:
For file and photos:
- Maximum file size for every item: 40MB.
- Allowed file types: BMP, CSV, DOC, DOCX, EPUB, GIF, ICO, JPEG, JPG, MP3, OGG, PDF, PNG, PPSX, PPT, PPTX, SRT, TXT, VTT, XLS, XLSX, ZIP
For videos
- Allowed video formats: MP4, MOV
- Maximum video size for every item: 250 MB
- Maximum video duration: 10 minutes
If the checklist has been added by the administrator to a course as training material, you’ll see the name of the course the checklist belongs to under the checklist description, at the top of the checklist’s page.
If requested by the administrator, you may find an Acceptance Review section at the end of the checklist. Select thumbs up if you accept the checklist responses or thumbs down if you don’t accept them. Once finished, press Send checklist.
For single-choice and multiple-choice questions, the platform administrator may enable a validation question. This means one or more answers are defined as correct.
Note: The administrator can customize the answer labels, so the terms “correct” and “incorrect” may appear differently.
Your checklists are also listed on the My checklists page, which you can reach from the Main menu. This page collects the checklists that you, as a manager, need to complete for your team members (manager observations), those that you need to complete for yourself (self-observations) and those that you complete for another user in the platform (peer observations). Instead, the My team page lists only the checklists in which your team members are observed (manager observations) and those that you need to complete for yourself (self-observations).
Approving or rejecting a checklist
When configuring observation checklists, the administrator may require that the checklist is approved by a specific user or manager. If you happen to be the user or manager in charge of the checklist review, you’ll find the checklists that need your approval in the list on the My checklists or My team pages.
Once you have the checklist, you can go through all of the responses given by the observer who completed it, and, according to their accuracy, you will then decide to approve or reject it by using the corresponding button at the bottom of the checklist’s page.
If the checklist has been added by the administrator to a course as training material, you’ll see the name of the course the checklist belongs to under the checklist description, at the top of the checklist’s page.
Before the confirmation, you can add a note to explain your choice.
If you approve the checklist, the user who completed it can view the responses he/she gave and the notes that you added during the approval step. If you reject the checklist, it is still available to the user who completed it, so that he/she can correct his/her responses and read the notes you added. Once corrected, the user can submit the checklist again for your approval.
Please note! A checklist requiring the approval step will be considered as Completed only after the approval has been done.
Notifications
Depending on how the administrator configured notifications, you may receive a notification in the Notifications area when:
- You are required to fill out a checklist for yourself.
- You need to fill out a checklist for other users.
- You have a checklist to complete for your team members, as a manager.
- You need to approve a checklist.
After you approve or reject a checklist, a platform notification is sent to the observers to inform them about it. The observers will open the checklist directly from the button in the notification and will be able to view or correct his/her responses, and also find details and notes about the approval process in the corresponding section at the top of the checklist.