Ingredients and skills required for report writing in the Industrial Security Profession

Part of every security officer's accoutrements must be a notebook. This forms the basis on which reports, investigations, and any subsequent actions are based. To this end special attention must be given to the maintenance and use of the notebook. A security professionals can have a set of rules by which he keeps his notebook and these are evolved by experience. Many a case has been lost in Court due to a badly maintained notebook and the Defense will frequently attempt to challenge the validity of entries. Apart from production in Court as evidence a well-kept notebook is an aid to efficiency. The appearance of a security officer with notebook is more likely to command respect and confidence than the officer who scribbles on an odd scrap of paper. Diligent recording of notebooks are great foundations of accurate and objective reports.

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The use of the notebook includes the following items:

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??????A record of duty hours.

??????A record of any special instructions at commencement of a tour of duty

??????A record of any significant incident for subsequent reports.

??????A record of matters that may be forgotten.

??????As a possible source of evidence in any Court proceedings.

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Reports

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Reports are submitted so higher levels of management may be advised of matters on which they may be required to make decisions. The purpose of writing Report is to to establish the ‘Truth’ in an unbiased approach as it is a process of getting at the root of the crime committed. These are aimed to collect and connect evidence to perpetrator/s of the crime and to successfully unravel the mystery, establish the motive / modus operandi adopted, etc. To be meaningful a report should always contain certain basic features and these can be summarized as follows:

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??????What is the objective of the report?

??????What are the factors that influence that objective?

??????What are the alternative courses of action that may be followed?

??????What recommendations or proposals are being made?

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Ingredients:

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Accurate and Relevant Information: The foundation of any report is accurate and relevant information. This includes details about incidents, security breaches, observations, and any other relevant data that needs to be documented in the report.

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Clear and Concise Language: Reports in the industrial security profession should be written in clear and concise language. Avoid using jargon or technical terms that may not be understood by all readers. Use simple, straightforward language that conveys the information effectively.

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Proper Formatting: Reports should be properly formatted with headings, subheadings, bullet points, and other formatting elements that make it easy for readers to navigate and understand the content. A well-organized report is essential for effective communication.

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Documentation and Evidence: Industrial security reports often require documentation and evidence to support the findings or conclusions. This may include photographs, videos, witness statements, and other relevant documentation. Ensuring that all evidence is properly documented and attached to the report is crucial.

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Skills:

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Analytical Skills: Industrial security professionals need to have strong analytical skills to assess situations, analyze data, and draw conclusions based on the information gathered. This is critical for producing accurate and relevant reports.

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Communication Skills: Effective communication skills are essential for report writing. Industrial security professionals need to be able to clearly articulate their findings, observations, and recommendations in writing, as well as verbally when presenting the report to others.

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Attention to Detail: Paying attention to detail is crucial in the industrial security profession. Reports must be accurate and free from errors, and all relevant information must be included. Attention to detail ensures that the report is thorough and reliable.

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Time Management Skills: Report writing often involves working under tight deadlines. Industrial security professionals need to have good time management skills to ensure that reports are completed in a timely manner without compromising accuracy or quality.

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Legal and Regulatory Knowledge: Industrial security professionals should have knowledge of relevant laws, regulations, and industry standards related to security and report writing. This includes understanding the legal implications of the information included in the report and ensuring that it is in compliance with applicable laws and regulations.

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Professionalism: Finally, professionalism is key in the industrial security profession. Reports should be written in a formal and objective tone, with a focus on facts and evidence rather than personal opinions or biases. Maintaining a professional approach throughout the report is important for credibility and effectiveness.

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Summary of report writing

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The purpose of report writing is to carry correctly / fruitfully for others not at the scene and thus not being able to see. Report should be lucid and give a vivid picture. It must be with clarity – no twists or ambivalence in meaning.

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• Make the report as soon as practicable.
• If necessary submit a secondary ?report with later details.
• Show that the report is intended for. If necessary, indicate action/information addressees.
• Show by a brief subject heading ?what the report is about.
• Do not use unnecessary words - be concise.
• Do not include irrelevant matters.
• Use plain language- do not try to use legal phraseology.
• Only use technical terms and jargon if it is certain that the recipient will understand them.
• Do not use slang unless it is relevant to the report.
• State facts only. Do not include an opinion unless it is relevant to the report and based on fact, and then only if you are qualified to give such an opinion.
• If the nature of the report requires recommendations, base them on practical reasoning.

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Conclusion

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The report writing in the industrial security profession requires accurate and relevant information, clear and concise language, proper formatting, and documentation of evidence. It also requires skills such as analytical skills, communication skills, attention to detail, time management skills, legal and regulatory knowledge, and professionalism. By honing these skills and following best practices, industrial security professionals can produce effective and impactful reports that contribute to maintaining the security and safety of industrial facilities.