Continuous Quality Improvement Initiative

CHECK OR TALLY SHEET

Data collection does not necessarily involve use of a complex electronic database.  Data collection may be efficiently accomplished with a simple piece of paper and a pencil.
A Check or Tally Sheet is a useful and versatile tool for gathering data that involves observations and counting.  It makes it easy to count how often something has happened, is happening, or will happen.

Use a Check or Tally Sheet

•    When data can be observed and collected repeatedly by the same person or at the same location
•    When collecting data on the frequency or patterns of events, problems, or defects
•    When collecting data from a production process

How to Create and Use a Check or Tally Sheet

1.  Decide what event(s) or problem(s) will be observed.
2.  Develop exact descriptions for what will be counted and how it will be counted.  This description should include precise instructions on how people collecting the data are to identify and record the event being counted.
3.  Decide specifically when data will be collected and for how long
4.  Set up the form so that data can be recorded simply by making check marks, Xs or similar symbols.  Make sure that data will not have to be recopied to another format for analysis.
5.  Label all spaces and column headers on the form.
6.  Test the Check Sheet for a short period before beginning the formal data collection process.  This will assure it captures the appropriate data and that it is easy to use.
7.  Each time the targeted event or problem occurs, record data on the Check Sheet.
 

Example

The figure below shows a Check Sheet used to collect data on telephone interruptions.  The staff person to whom the interruptions occurred added the tick marks.