110. The Power of the Preflight Checklist

Summary

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Podcast Summary: "The Power of the Preflight Checklist"

Podcast: Leading Organizations That Matter
Host: Rey Spadoni
Episode: 110
Date: May 26, 2026

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Overview

In episode 110, Rey Spadoni explores the concept of the “preflight checklist” — a systematic method for reducing errors, ensuring clarity, and fostering intentionality in leadership. Drawing on the origins of aviation checklists and translating this model into leadership and organizational practices, Rey provides actionable advice for leaders aiming to create more effective, resilient, and high-performing teams.

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Key Discussion Points & Insights

1. Origins and Importance of the Preflight Checklist (00:23–02:10)

• Historical Background: Rey recounts the 1935 crash of a Boeing prototype caused by neglected gust locks, which led to the deaths of both pilots.
  • “The post-crash analysis revealed that the pilots had made a critical error forgetting to disengage certain gust locks…” (00:41)
• Formation of Systematic Processes: The loss prompted Boeing to develop the B17 checklist, a seminal moment for procedural safeguards, later mandated by the FAA.

2. Translating Aviation Lessons to Leadership (02:11–03:48)

• Checklists in Leadership: Pilots rely on systems, not memory or overconfidence; leaders should do the same.
  • “A pre flight checklist helps leaders do what pilots do: reduce avoidable mistakes, proceed with clarity before action, and lead with intention rather than improvisation.” (01:32)
• Key Benefits for Leaders:
  • Reduces avoidable mistakes
  • Establishes clarity before taking action
  • Promotes intentional leadership versus improvisational responses

3. Core Elements of an Effective Leadership Checklist (03:49–05:56)

• Alignment and Anticipation:
  • Ensures aligned goals and clear procedures so everyone knows their role.
  • Anticipates risks via “what if” scenarios.
    • “Best to think about this in advance rather than in real time when panic and urgency prevail.” (04:30)
• Definition of Success:
  • Sets clear success metrics upfront to track objective progress and minimize confusion.
• Supporting Research: Checklists reduce cognitive overload, prevent oversight, and yield repeatable, reliable results.

4. Practical Steps to Implement a Preflight Checklist in Leadership (05:57–07:26)

• Adopt Systematic Documentation:
  • Note-taking and Journaling:
    • “I believe it begins by adopting a regular note taking and journaling practice. This is something I've talked about a lot in the past… it's a key to personal and professional success.” (06:02)
  • Systematize and Break Down Tasks:
    • Document successes, breakdown work into stepwise processes, and use these for future reference or team training.
• Not Just for Operations: Even strategic, high-level leaders benefit by “checkletizing” their approach—documenting problem-solving steps and outcomes.
  • “Even leaders who are involved in big picture thinking and strategy... can gain a great deal of benefit by checkletizing—not a word, I know—what they do and how they approach a problem.” (06:45)

5. Leadership Legacy and Team Empowerment (07:27–08:14)

• The practice of checklists not only improves personal effectiveness but also aids in training, mentoring, and empowering others.
  • “These notes can then form the basis for the development of pre flight checklists to help tackle future problems and answer critical strategic questions. They're also incredibly handy for the times when you are developing, training or mentoring others.” (07:50)

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Notable Quotes & Memorable Moments

• On The Power of Intentionality:
  “A pre flight checklist helps leaders do what pilots do: reduce avoidable mistakes, proceed with clarity before action, and lead with intention rather than improvisation.” (01:32 – Rey Spadoni)

• On Risk Assessment:
  “Best to think about this in advance rather than in real time when panic and urgency prevail.” (04:30 – Rey Spadoni)

• On Adopting Checklists in Non-Operational Contexts:
  “Even leaders who are involved in big picture thinking and strategy... can gain a great deal of benefit by checkletizing—not a word, I know—what they do and how they approach a problem…” (06:45 – Rey Spadoni)

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Timestamps for Key Segments

• 00:23 – Historical roots of the preflight checklist
• 01:32 – Need for systematized processes in leadership
• 03:49 – Practical application: goals, risks, and success metrics
• 05:57 – Journaling and documentation as foundational tools
• 06:45 – Applying checklists to strategy and mentorship
• 07:50 – Building checklists for team learning and empowerment

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Conclusion

Rey Spadoni encourages leaders to “see if you can develop a pre flight checklist for what you do or perhaps what you're aiming to do.” He positions the checklist as an essential leadership tool—not just for compliance or technical work, but as a repeatable, transferable system for building teams, improving decision-making, and creating lasting organizational impact.

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For actionable leadership insights and more episodes, visit RedSailAdvisors.com.

Transcript

[A]

Foreign. Welcome to Leading Organizations that Matter podcast about leadership and how we find impact, meaning and joy in our work. I'm Ray Spadoni and today's topic is the Power of the Pre Flight Checklist. The concept of a pre flight checklist was introduced by Boeing after the 1935 crash of one of its prototype planes, which resulted in the loss of life for both pilots. The post crash analysis revealed that the pilots had made a critical error forgetting to disengage certain gust locks which are designed to prevent control surfaces moving in the wind prior to takeoff. Life Magazine published the resulting B17 checklist in an August 1942 issue and the notion of a pre flight checklist was officially born. If you do a quick search, you'll find a number of airplane crashes attributed to checklist failures. The Federal Aviation Administration requires that all flights have have a pre flight checklist. If I'm getting on a plane, I want them to check that list and carefully. I think that the implications for leaders are worth considering. A pre flight checklist helps leaders do what pilots do reduce avoidable mistakes, proceed with clarity before action, and lead with intention rather than improvisation. The idea is simple but powerful. Here's how the concept applies directly to leadership. First of all, pilots don't depend on their memory or personal confidence before takeoff. They rely on a systematic process. Leadership's no different. In my experience, checklists help leaders avoid correctable lapses and prepare for whatever may arise down the line. Second, a preflight checklist for leaders ensures aligned goals and procedures for the team so that everyone knows their role. Third, it helps anticipate risks and ways that things can go sideways. Doing this allows for careful what if in for example, if this goes wrong, then what will we do? Best to think about this in advance rather than in real time when panic and urgency prevail. And fourth, it clarifies the definition of success right up front so that there's no confusion and so that progress against that definition can be completed objectively. Research shows that checklists reduce cognitive overload, prevents mistakes due to oversight, and helps create repeatable results. Leaders who use them make better decisions, communicate more clearly, reduce burnout by creating predictable rhythms for themselves and others, build trust through the use of consistent practices, and improve personal and and team performance. So what does a checklist in this context look like? Well, I believe it begins by adopting a regular note taking and journaling practice. This is something I've talked about a lot in the past, and I really do think it's a key to personal and professional success. Write down what you do, what works, what doesn't. Systematize findings by documenting success and breaking down the work into smaller pieces that can be referred to and repeated. This clearly makes a great deal of sense for those who are engaged in things like quality improvement, finance operations. But even leaders who are involved in big picture thinking and strategy, which may on the surface seem to defy checklist logic, can gain a great deal of benefit by checkletizing. Not a word. I know what they do and how they approach a problem, what they observe, how they problem solve, and then ultimately documenting exactly what they learned from the process. These notes can then form the basis for the development of pre flight checklists to help tackle future problems and answer critical strategic questions. They're also incredibly handy for the times when you are developing, training or mentoring others. So see if you can develop a pre flight checklist for what you do or perhaps what you're aiming to do. Thanks for listening. Leaving a positive review and letting others know about this podcast will help a great deal. My mission is to help empower organizations that matter by supporting those who lead them. I offer coaching, mentoring and consulting services. You can learn more about me and my [e-mail].