Form publishing checklist for Pellbrook Logistics HR, a fictional freight company
Five step checklist slide for publishing a staff form
A five step checklist slide lists a short procedure that must be done in a fixed order, with one clear action at each step. This one gives the HR team at Pellbrook Logistics, a fictional freight company, the five steps to complete before any new staff form goes live, from writing the questions to sharing the link.
What is on the slide
- Title and framing line
- Publishing a Form. Pellbrook Logistics HR, five steps before any staff form goes live, done in order.
- Steps 01 and 02
- Draft, write the questions: ask only what HR will use, mark each required or optional. Review, get a second reader: a colleague who did not write it fills it in and flags anything unclear.
- Steps 03 and 04
- Access, set who can see replies: HR team only, alert email to the HR inbox. Test, submit three test replies: check arrival, reading and export, then delete them.
- Step 05
- Publish, share the link: on the intranet and in the Monday staff email.
When this is the right slide
Pick this slide when a short procedure must be done in a fixed order every time, and each of its five steps needs a one word label, a specific action and one sentence of instruction.
What to swap it for
Process: 4 Stepped Arrow Rows. Use the four stepped arrow rows when the procedure has four steps and each needs a wide band with one or two sentences of explanation.
What this slide shows
The title reads Publishing a Form, with the framing line Pellbrook Logistics HR, five steps before any staff form goes live, do them in order. Five steps sit on a horizontal track, each with a small number, a coloured icon disc, a one word label, a bold heading and one sentence. 01 Draft, Write the Questions: ask only what HR will use, and mark each question required or optional. 02 Review, Get a Second Reader: a colleague who did not write it fills it in and flags anything unclear. 03 Access, Set Who Can See Replies: limit replies to the HR team and turn on the alert email to the HR inbox. 04 Test, Submit Three Test Replies: check each arrives, reads correctly and exports cleanly, then delete them. 05 Publish, Share the Link: post it on the intranet and in the Monday staff email. The icons are a pen, an eye, a lock, a flask and a paper plane. The slide is centred, which suits a procedure read from left to right in one pass.
When this is the right slide
Use a five step checklist slide when a short procedure must be done the same way every time and in a fixed order: publishing a form, closing a month, onboarding a supplier, releasing a newsletter. It works in training, in a team meeting after something went wrong, and as a reference left on a shared screen. It is the wrong slide when the steps can happen in any order, which an unnumbered checklist shows better, and the wrong slide for a customer facing journey, where the stepped arrow layout gives each of four steps a wide band and more room to explain what the customer does. It is also the wrong slide for a process with decisions, which needs a flowchart. The slide also helps when an HR team hands work between people, for example during leave, because the procedure does not live in one person's head. A temporary officer can publish a form correctly on the first try by following the five steps, and the HR manager can check afterwards which step was missed if something goes wrong.
How to adapt it
First, add the reason to each step that people skip, for example why three test replies matter, as a second sentence for the first training session, then remove it once the habit is in place. Second, add a role to each label when steps pass between people, such as Review by payroll for forms that collect bank details. Third, make a version for each kind of form, such as a leave request or an incident report, keeping the same five labels and changing only the details, so the habit transfers. Keep the descriptions free of button names from any one tool, because the steps outlast the software used to do them. Date the slide in the speaker notes and review it whenever the forms tool or the approval rules change.
What makes this slide work
The framing line says do them in order
Pellbrook Logistics HR, five steps before any staff form goes live, do them in order. The instruction is part of the slide, so nobody treats it as a menu, and the numbered track from 01 to 05 makes the sequence visible.
Labels and headings work at two levels
Each step has a one word label, Draft, Review, Access, Test, Publish, and a specific heading such as Set Who Can See Replies. A manager scanning the labels gets the shape; an officer doing the work reads the heading and sentence.
The test step has a number
Submit three test replies, check each arrives, reads correctly and exports cleanly, then delete them. Three is specific enough to follow and catches most problems, and the delete instruction stops test data from reaching real reports.
Questions people ask
When should a checklist be numbered?
When the order matters. If doing step four before step three causes a problem, number the steps and say do them in order, as this slide does. Testing replies before access is set could send test data to the wrong people. If the items can be done in any order, use an unnumbered list instead.
What goes in the small label above each step?
One word naming the kind of step, such as Draft, Review, Access, Test or Publish. The labels let people refer to steps quickly in conversation, as in the access step is done. The heading below then says the specific action, such as set who can see replies.
How detailed should each step description be?
One sentence with a concrete action and, where useful, a number: submit three test replies, then delete them. Leave out instructions for using a specific tool, which change over time. The slide states what must happen; a how to guide or a recorded walkthrough shows where to click.
Is five steps the right length for a procedure slide?
For a procedure people repeat often, yes. Five steps fit on one slide with room for a sentence each and are easy to remember. This layout holds exactly five. A four step procedure fits a stepped row layout with wider bands, and anything longer should be split into stages.
Should a procedure slide include who does each step?
Only if different people do different steps. Here the same HR officer does all five, except the second reader, who is named in the step itself. When steps pass between teams, add the role to each label, such as Review, by legal, so nobody assumes someone else did it.
How do I teach a five step checklist to a team?
Show the slide, then run the five steps live on a real form with the team watching, pausing at each step. Then ask someone else to do it on the next form while the slide stays on screen. Doing it twice with the slide visible is usually enough for the order to stick.
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