Oh no,
not report writing again!
Once again, the subject of report writing seems to be topical (in reality it never goes away of course). Put simply, IIMS continues to receive a steady stream of complaints, not always caused by the lack of surveyor technical knowledge, but often due to a poorly constructed and presented report. So here we are again discussing this most important of subjects with some tips and advice to remind surveyors that only half the job is having the technical
skills and the other half lies in being able to correctly articulate in writing what you have seen and found on survey.
Everyone writes their reports in a different way and IIMS recognises that each surveyor will do it to suit their own style. The aim is not to make every surveyor conform to an identical style. However, there are some guidance notes that everyone should consider when preparing for survey and then compiling the report.
What is a report?
A good description is: A report is a written document, produced for a clear purpose and to a particular audience. Specific information and evidence are presented, analysed and applied. The information is presented in a clearly structured format making use of sections and headings so that the information is easy to locate and follow.
But before you settle down to compose a report, know when you do your best ‘creative’ work and understand the importance of the comfort zone. Some people are highly creative early in the morning, whilst others are night owls. Your comfort zone is your psychological state and when you are at ease and in control of your environment. You are likely to have low levels of anxiety and stress and will perform at a steady level. However, familiarity and complacency can be a dangerous place and it is possible you may be prone to making errors, sometimes unwittingly, for the very reason that you are in your comfort zone.
It is possible you may prepare and deliver a better report as a result of stepping out of your comfort zone. Why? Because this raises
your anxiety level and generates a stress response. As a consequence this can result in an enhanced level of concentration. Of course too much stress can have an adverse effect on your decision making and report writing ability. It is about getting the balance right. Some examples of being taken out of your comfort zone include a looming deadline, demanding clients and reporting on unfamiliar vessel types. OK that’s enough of the theory, let’s get practical.
Understand who you are contracting to and who your principle is. It may not always be quite as straightforward as it seems in the first instance. And remember you may unwittingly (and rather depressingly) be writing your report for a judge and jury some years in the future!
The Report • March 2018 • Issue 83 | 41
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