Plan the routine around your site
Map the shop by reception, print stations, finishing and dispatch, then assign each round to a person trained for its scope. Review the prior shift’s machine restrictions before allocating work. The checklist should use recognisable workstation and asset references so a visible equipment finding is easy to locate. Keep machine setup, guarding checks, chemical controls and maintenance inside their approved procedures; the general round can reference the relevant record. Dispatch preparation should show unfinished operational tasks without collecting unnecessary customer job content. At close, carry restrictions and next actions forward so a different operator does not assume every station is available.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Station handover | Review current workstation and equipment restrictions. | Station reference and outgoing action. |
| Accessible work routes | Follow the approved work-area walkround. | Location and actual observation. |
| Machine record reference | Refer to the authorised checks for assigned equipment. | Asset and approved record reference. |
| Finishing preparation | Record assigned non-technical workstation readiness. | Station, person and task outcome. |
| Dispatch preparation | Identify premises or equipment exceptions affecting dispatch. | Area, next action and lead. |
| Closing follow-up | Carry unresolved equipment findings into the next shift. | Owner and review time. |
Do not turn a general round into machine troubleshooting
Staff should record the observation and follow approved escalation. Technical diagnosis, access to guarded parts and changes to machine setup require the appropriate trained and authorised process.
Give the next shift enough context
A visibly damaged accessible cable sleeve is reported at finishing station PS-04. The operator follows the equipment withdrawal procedure and records the asset without opening the machine. The shift lead links the authorised assessment to the original observation. Work allocation for the next shift continues to show the station restriction until reviewed.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review repeat findings by station and asset, including whether restricted equipment is still assigned work. Separate a missing opening record from a submitted round that correctly reports an unavailable machine. Use repeated dispatch exceptions to assess whether workstation preparation and handover responsibilities need clearer assignment.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore opening & closing examples and planning and equipment & findings examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
How can print teams track a station restriction?
Use the same station and asset references in the finding, handover and later authorised outcome, so work allocation can identify what is still unavailable.
What is the scope of this guide?
Use machine instructions and competent arrangements for guarding, maintenance, substances and printing processes. This guide does not set production parameters or approve print quality.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: printing. Source checked 5 October 2026.
Use machine instructions and competent arrangements for guarding, maintenance, substances and printing processes. This guide does not set production parameters or approve print quality.