Definition of done: stop 90% finished work

Lucas February 11, 2026 3 min read

Someone moves a task to Done, you breathe for five seconds, then the follow-up starts. This happens when teams lack a clear definition of done and task handoff breaks down. The work was 90% finished, not done.

A definition of done is a short checklist that defines when a task is truly complete. It makes done mean the same thing to everyone and prevents last-mile fixes from dragging on for days.

Definition of done: stop 90% finished work

The 10-minute breakdown

3 mins: Write your default done checklist
4 mins: Paste it onto the next 5 tasks
3 mins: Add the done gate rule

The 10-minute fix

This is a simple definition of done template you can apply in under 10 minutes to reduce rework and unclear handoffs.

1. Write your default done checklist (3 minutes)

Keep it short. This checklist method only works if people actually finish it, not treat it like a process document.

Copy this and tweak the words for your team:

Definition of done
Deliverable: link or screenshot added to the task
Quality: basic QA done (happy path + one edge case)
Review: reviewed by [name] (or self-reviewed if solo)
Handoff: next person can use it without a call

If your work is code-heavy, replace Quality with tests pass + no obvious errors. If it is content, replace it with spellcheck + links verified.

2. Paste it onto the next 5 tasks (4 minutes)

Pick five cards that are likely to bounce back later: anything being handed off, anything customer-facing, and anything that needs review.

In Breeze, paste the template at the top of the task description or turn each line into a checklist item. The point is visibility. Anyone opening the card can see what done requires.

If a task is big, add one sentence above the checklist that names the deliverable in plain language, like: "Definition of done: landing page draft is ready for review."

3. Add the done gate rule (3 minutes)

Write one rule in the first comment: a card cannot move to Done until the checklist is checked and the deliverable link is attached.

This is not about being strict. It is about stopping rework. If something is missing, move the card back and name the missing checklist line. No debate, no side chat.

If you want a slightly fuller format, combine this with an simple action plan so every task starts with an owner, deadline, and done definition.