01 Tips For Your Company On How To Write A Daily Activity Report That Matters

TIP #1: BRANDING IS IMPORTANT

• Ensure there is a logo on every report:– It helps your customers associate you with high

standards– It showcases your high-quality products– It builds value for your company

TIP #2: MAKE SURE REPORTS ARE TIME STAMPED

• When your officers submit your reports every report:– Should be time stamped – Contain the location that the report pertains to.– As well as the officer who submitted the report.

TIP #3: INCLUDE SHIFT START NOTES

• Every report:– Should be time stamped – Contain the location that the report pertains to– State the officer who submitted the report

TIP #4: Make Information Easy to Find

• Make sure that information is easy to find• Ensure that the officers are specifying the tasks that they are performing• If reports are handwritten, use highlighting for activities, incidents might

be red while maintenance issues might be blue

TIP #5: BE ACTIVE

• Every observation that the officer makes should:– Be accompanied by a time– Show consistent activity to help demonstrate that your

officers are active throughout their shift– Have timestamps in case the report is used in court

TIP #6: BE DESCRIPTIVE

• Things to make sure your reports include:– How long it took to complete a patrol– People that the officer sees or talks to– What the officer has observed looking out of the window– Things that the officer hears

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TIP #7: K.I.S.S.

• Remember the Keep It Simple Principle (KISS) Principle:– Avoid flashy vocabulary– Observations should be concise, descriptive, and factual– Avoid opinions, embellishments, and speculations– Nothing but the facts!

TIP #8: USE COMMON LANGUAGE

• Unless otherwise instructed do not use:– 10 codes– Unfamiliar abbreviations– Any terminology that would make the report hard to

understand by a civilian reader

TIP #9: INCLUDE IMAGES

• A picture is worth a thousand words: – If your officers have a camera be sure that they provide photos and images as applicable– Officers should also reference the images in the report. Images should include a timestamp as

well as an indication of who took the image

TIP #10: FOLLOW UP

• Information that comes after the report has been submitted should be time stamped and logged:– If you use paper reports, use the back side of the report for this

information

We’ve given you all the tips you need to write a Daily Activity Report that Matters! Now all you need is the right software…

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