The Power of Operations Templates

  • Updated

Everything you can do with Operations Templates

Operations Templates are our favorite tool in the Xenia feature suite. They are perhaps also the most dynamic. While maintenance, repairs, and inspection tasks are great ways to use, there are so many creative ways to use operations templates & checklists.


That’s because they’re highly customizable. Xenia operations templates let you standardize processes, improve the quality of work, and save time. They’re also easy to create and come with hundreds of templates to start with. This allows users to spend less time on building and more time on execution. 


So, what are the benefits?

Our users love the Operations Templates module. Here are nine reasons why.

  1. Track progress: checklists let you see how far along every team member is on the tasks that they’ve been assigned. You’re able to see each checklist log as a separate entry and view its stats as well.

  2. Implement quality control: Teams are also able to standardize processes across several use cases. You can create a 20-step inspection checklist to make sure your employees don’t miss out on any key steps.

  3. Boost accountability: Sometimes it’s just hard to know if team members are really doing their work instead of just signing off on tasks. Checklists improve accountability by showing

  4. Help troubleshoot issues: Problems at work can come up any time. Checklists make fire fighting easy as you can quickly pull up entries to search for root causes and remove the guesswork.

  5. Collect data: You’re also able to collect key data regarding your processes. These data points can be anything from equipment readings to even employee-centric data such as feedback surveys. Xenia offers a convenient way to save all this data in one place for easy referencing.

  6. Gain compliance: Safety compliance, state laws, and key regulations are all easy to meet with checklists.

  7. Update easily: Processes and even state laws keep changing. Checklists are easy to update at any time so your company is always on top of changing regulations and compliance needs.

  8. Accessibility: Access data and continue from wherever you left off easily. Xenia checklists are mobile-friendly, making it easy to update them

  9. Improve over time: You can also use checklist reports to update your checklists and enhance your processes from key insights. 

Now that that’s out of the way, let’s explore the many ways you can use Operations Templates in. 


1. Operational checklists

Operational checklists help standardize processes and add a layer of quality control. They make sure that every employee follows the same set of rules and procedures to carry out tasks and also report on them in the same way. This also makes it easy to consolidate company-wide data. They also help reduce planning time and keep key information at hand when you’re organizing events. 

Some examples are:

  • Room cleaning checklists
  • HVAC repair checklists
  • Weekly safety checklists
  • Employee onboarding checklists
  • Annual retreat checklists

2. Inspection checklists

Inspections are a key part of most manufacturing and service businesses. They help make inspections thorough and exhaustive so it’s easier to highlight issues and flag problems as soon as they pop up. 

Some examples are:

  • Motor inspection checklists
  • Lift inspection checklists
  • HVAC inspection checklists

3. Audit reports

Audit checklists make it easy for auditors to document their findings in a consistent and organized manner, which helps track progress and identify areas for improvement. These can also help businesses track results over time and identify trends and patterns.

Some examples are:

  • Health and safety audits
  • Hazard audits
  • Team performance audits 
  • Revenue growth audits

4. Reporting checklists

You can also use checklists to report on incidents or create tickets for problems that need attention. These can be queued up and tasks that need more attention can be tagged as high priority so teams can get to addressing them first. 

Some examples are:

  • Safety hazard report
  • Equipment malfunction report
  • Incident report

5. Feedback surveys

Do you really need another tool for feedback surveys? No, not really. Checklists let you create feedback surveys for your entire team and make quarterly assessments much easier to carry out. 

Some examples are:

  • Employee feedback
  • Manager feedback
  • Complaint forms 
  • Quarterly goals 
  • OKR notes

6. Meeting notes

A lot of key issues and updates are discussed in weekly meetings. Now think about having all this data in the same place as your process checklist reports and task details as well.


This creates a powerful system where all data pieces are easy to reference. Checklists let you create text fields for your meeting notes where you can add goals, share what was accomplished, and highlight any bottlenecks that popped up. 

Some examples are:

  • 1:1 syncs
  • Weekly team meetings
  • Executive meetings 
  • Exit interview notes 

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