OBSERVATION&

REPORT WRITING

Learning Objectives Observation techniques

Five Senses Field note-taking - prerequisite to good reporting Report elements: the six interrogatives

(who, what, when, where, why, and how) Characteristics of a good report

(clear, neat, complete, brief, accurate, prompt) Procedure (outline, draft, final product) Importance of proofreading

OBSERVATION SKILLS FORPROFESSIONAL SECURITY OFFICERS

As a security officer, you are the “eyes and ears” of the client.

You are hired to notice and report anything unusual at the site you are guarding.

OBSERVATION

“Observation” is awareness of surroundings through the maximum employment of the senses.

Expert observation enables one to recognize and recall any object or situation accurately and completely.

Process OF OBSERVATIONOBSERVATION IS A PROCESS THAT INCLUDES:

NOTICINGBecoming aware of something through the use of your five

senses.

INTERPRETINGOrganizing the information into something meaningful.

RECALLINGRemembering the information and being able to access it

when you need to.

Memory

THE ACT OF RECALLING INFORMATION

Your memory skills, like your muscles, grow the more they are used.

Therefore, you should incorporate memory exercises into your everyday life.

improving memoryTO IMPROVE YOUR MEMORY,

PRACTICE THESE SKILLS:Concentration Association Repetition

• Sex-male/female• Age- +/- Five years• Race- black, white,

Hispanic, etc.• Height- +/- two inches• Weight- +/- 20 pounds• Build- slight, heavy,

muscular etc.• Hair- color, style

• Eyes- color, shape, glasses• Teeth- missing,

chipped• Scars- tattoos,

brandings, marks• Mannerisms- use of

hands, face• Changeable

characteristics- clothing, facial hair

Methods of Description PEOPLE

VEHICLESCAN BE DESCRIBED USING

THE ACRONYM SCREAM1.Type (T is for Target) – i.e. van, truck, motorcycle

Size (compact, sedan, full-size, etc.)ColorRegistration (Tag/License Plate Number)Extras (roof rack, spots, tow hitch, etc.)Age/ConditionMake/Model

ACTIVITIESCAN BE DESCRIBED USING

THE ACRONYM A.L.E.R.T.S.

ActivityLocationEMSResponseTimeSuspect

Methods of Description

As a professional, you should constantly be alert for suspicious:

Vehicles

People

Circumstances

YOU MUST CONSTANTLY BE AWARE OF YOUR ENVIRONMENT OR

“SITUATION” AND BE PREPARED!

“SITUATIONAL AWARENESS”

Field Notebook

SHOULD BE:

• Small enough to carry easily

• Large enough for easy writing

• Protected by adequate cover

Field Notebook

PURPOSES OF A FIELD NOTEBOOK• Portable directory of contact and emergency

names and phone numbers.• Write down details of an incident or observation.• Refreshes your memory.• Assist in writing incident reports.• Investigative aid.• An indication of officer’s work and competence

Field Notebook

SHOULD CONTAIN PHONE NUMBERS OF:• Security Headquarters / Field

Office• Local Police, Fire, EMS Non-

Emergency Numbers• Local hospital• Security Supervisors• Client Supervisors• On Call Maintenance Personnel

Field Notebook

Report Writing

REPORT PREPARATION

1. Gather the information

2. Record the information

3. Organize the information

4. Write the report

5. Evaluate the report.

Report Writing

Whether handwritten or printed, the reader must be able to understand what is written; it must be easily read by others.

REPORTS MUST BE NEAT/LEGIBLE

Report Writing

EVERY REPORT SHOULD INCLUDE:

• Reporting officer’s name, date, shift start and end times, location

• Summary

• Follow-up actions still pending

Report Writing