On this page
Key takeaways
The GBL Task Finder Checklist is a task finder checklist of 20 yes or no checks in five groups of four: List, Flag, Rank, Test and Hand over. Score one point per yes. 16 or more means you are ready to hand over your chosen task. 12 to 15 means fix the weakest group first. Under 12 means go back and finish the list.
- 20 checks in 5 groups: list, flag, rank, test, hand over.
- 16 or more: ready to hand over.
- 12 to 15: fix the weakest group first.
- Under 12: go back to the long list.
Want the checklist as a one-page sheet? Message us on WhatsApp.
Chat on WhatsApp →List: have you captured the work?
The first four checks confirm the long list is complete enough to trust.
- Every role's tasks came from at least three sources.
- Each task has an owner, frequency and rough minutes.
- Invisible work and leave gaps were asked about.
- Duplicated tasks were merged.
Flag: did you screen honestly?
These checks confirm the six signals were applied properly.
- Every task was flagged on all six signals.
- The failing signal is recorded, not just the count.
- Decisions, duties and keys were struck.
- Tasks that should stop were removed.
Rank: is the order defensible?
These checks confirm the shortlist is ranked on evidence.
- Hours a week are estimated from records.
- Each candidate has a risk rating.
- Handover effort is rated days, weeks or months.
- The shortlist has five tasks, including a quick win.
Test and hand over: is the first task ready?
The last eight checks confirm the chosen task is tested and prepared.
- Test: the task has a full fit score.
- Test: the last 20 cases were checked for exceptions.
- Test: a right result is defined in one sentence.
- Test: a baseline of volume, time, errors and turnaround exists.
- Hand over: the task is written on one page.
- Hand over: access and processor terms are ready.
- Hand over: checks for the first weeks are planned.
- Hand over: the use of freed time is agreed.
What does this look like in practice?
A pattern we see: a team scores itself and lands in the middle band. List and Flag are complete, but nobody has measured a baseline or defined a right result. Fixing those two groups takes about a week, and the handover then starts with clear measures.
Using the checklist
- Score every check yes or no.
- Total out of 20.
- Find the group with the most no answers.
- Fix that group first.
- Re-score before the handover starts.
Next step
Score your current position today, even if you have not started listing. The weakest group tells you where to begin.
Message us on WhatsApp for the GBL Task Finder Checklist, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- The Sourcing and Consultancy Playbooks · Cabinet Office
- Controllers and processors · Information Commissioner's Office
Frequently asked questions
What is the GBL Task Finder Checklist?
A set of 20 yes or no checks in five groups of four, list, flag, rank, test and hand over, that confirm you have found and prepared the right task to outsource. Sixteen or more means ready; twelve to fifteen means fix the weakest group; under twelve means finish the list first.
When should I use the checklist?
Twice: once at the start to see where to begin, and again just before the first handover to confirm the chosen task is ready. Many firms also use it each quarter when they pick the next task from their candidate register.
What if I score low on the hand over group?
That is common and usually quick to fix. Write the task on one page, set up individual access and a processor contract where personal data is involved, plan checks for the first weeks, and agree what the freed time will be used for.
Written by
Global Bridge Labs (GBL) is a UK–Sri Lanka partner for social media, websites and BPO. Everything here comes from client delivery, not theory.
