8 Ways to Improve the Quality of Report Writing for Security Guards
Writing a report is an essential part of the job for security guards. A report is a critical tool for any security guard to communicate to the management team and the client. A report records vital information such as the incident date and time, witness statements, impacted location, medical / injury reports, general event/situation information, etc. For many people, it’s something that they don’t like to do and would rather avoid altogether. However, there are some simple steps that you can take to improve your writing skills so that you can express yourself more clearly when you need to write reports in the future.
These eight tips will help you write outstanding reports that will impress all of your supervisors.
1. The most important part of writing effective reports is to focus on the basic building blocks: grammar, spelling, and punctuation.
2. A good report should begin with a summary of the findings. It’s best if this summary is concise and to the point because it will probably be read by someone who doesn’t have much time.
3. Begin each report with a brief introduction that states who, what, when, where, and why information about the incident. Try to explain what happened as if you were informing someone who was not there. View yourself as the play-by-play announcer going over a replay in detail.
4. Try using short sentences if you want to make your reports easier to read. These are more easily understood, and they will help other people understand the information as well.
5. Use bullet points instead of entire sentences whenever possible so that it’s easier for others to skim over the important details quickly if necessary.
6. Writing at least three drafts of each report before submitting it for your final is recommended. It’s a good idea to ask someone else to review with you, as well.
7. Make sure that you spell check and proofread everything to avoid any grammatical errors or typos in the finished product
8. Once finished, read through your report one last time to ensure no mistakes are present.
These simple steps will help ensure that supervisors, managers, and clients understand what has happened on each shift.
Now it’s up to you to put these tips into action and start writing better reports for the business.