Ever go to the grocery store without a shopping list and walk out with everything except what you actually needed? That’s your brain over its capacity.

Studies show our brains can reliably track only about 7 items at once before errors creep in. This limitation affects everyone from surgeons to software engineers to busy parents.

The humble checklist is a cognitive lifeline.

SUPERHUMAN SCORING

In every edition of System Sunday, I assess the featured system across three superhuman dimensions: impact, setup, and maintenance.

Unlike your typical review, I focus on factors that influence personal growth. Get to know the evaluation system.

Impact (9.0/10)

The evidence for checklists is compelling:

• Pilots use pre-flight checklists religiously, even after thousands of flight hours, because they know memory fails under pressure.
• Atul Gawande, surgeon and author of The Checklist Manifesto, documented how ICU checklists cut infections by 66% and saved more than 1,500 lives.

While you may not face life-or-death decisions like pilots or surgeons, checklists can still make a meaningful difference in your everyday life. A well-crafted checklist can save you time and bring peace of mind to your daily routines.

In my case, implementing a travel packing checklist transformed my trips. I finally began consistently remembering to pack pants (not just shorts) and created outfits that aren’t entirely gray (a.k.a. groutfits)—much to my fiancée’s relief.

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Setup (8.5/10)

Step 1: Identify Your Pain Points

What tasks cause you stress? Where do you make the most mistakes? These are prime candidates for checklists:

• Morning productivity routine
• Travel packing
• Grocery shopping
• Business processes like client onboarding

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Step 2: Choose Your Checklist Type

Different situations need different approaches:

A. To-Do Lists – For tracking discrete tasks and daily responsibilities

• Perfect for: Daily work tasks (like a 3-3-3 list), grocery shopping, meeting preparation
• Example: Morning startup checklist that ensures your day begins productively

B. How-To Guides – For multi-step processes where the order matters 

• Ideal for: Client onboarding, content publishing, product launches
• Example: New client setup process that ensures nothing falls through the cracks

Want to generate a how-to checklist instantly? Try this AI prompt: “Create a reusable checklist for [insert goal, e.g., publishing a newsletter] that considers the preparation, execution, and follow-up steps.”

C. Decision Frameworks – For making complex choices with consistent criteria

• Useful for: Investment opportunities, home purchases, college selection, major relocations
• Example: Home-buying evaluation checklist that scores properties on 8 key factors (location, structure, systems, future value, neighborhood, commute time, noise levels, and natural light)

Charlie Munger, the famed investor, was known for using discipline checklists like these to improve his decision-making and keep his biases in check.

Once you’ve chosen your checklist type, there are two ways to use it. The best approach depends on how familiar you are with the process.

• READ-DO: Read one checklist item, do that action, then move on to the next item until every box is checked.
• DO-CONFIRM: Do the entire task from memory using your expertise, then use the checklist at the end to confirm nothing was missed.

My recommendation: Start with READ-DO, then transition to DO-CONFIRM only after you’ve mastered the list.

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Step 3: Make It Accessible

A checklist you can’t find is useless. Pick a system that works with your routine:

• Digital tools: Some popular options are Notion for team checklists and the Notes app for personal use.
• Physical options: Pocket notebook for field work, an index card with day’s to-dos, a laminated checklist by your desk.

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Try This Today

Create a “Daily Shutdown” checklist (hat-tip to Cal Newport). Before ending your workday, verify:

• Priority tasks completed
• Tomorrow’s calendar reviewed
• Important communications answered
• Main tasks for tomorrow identified
• Desktop cleared (physical and digital)

This shutdown routine will help maintain boundaries between your work and life.

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Maintenance (8.5/10)

The best checklists evolve with experience:

• After using a checklist, reflect: “What was unclear or missing?”
• Keep each item clear and actionable (not “Check email” but “Respond to priority client emails”)
• Limit each checklist to 5-9 items when possible

The key? Make it a living tool rather than a forgotten doc buried in a folder.

BRINGING IT HOME

Your brain is meant for creative thinking, not storing mundane details. Give yourself the gift of mental space by creating simple checklists for your recurring tasks.

What area of your life needs a checklist most? Start there, and watch how this small tool creates outsized results.

All systems go,

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