How to Write the Investigation Report
Source: Kelvin TOP-SET
Nobody likes writing reports. Nobody really likes writing anything; this applies to professional writers as much (if not more) than to the rest of us who have to write to communicate, on top of our other responsibilities.
Fortunately, there are some ways of making it a relatively painless process - and a good thing too, because writing the report is absolutely crucial to any investigation.
THE POINT OF IT ALL
In fact, you wouldn’t be far wrong if you defined the report as the most important component of your investigation. It’s the bit that communicates your findings. The bit that explains what went wrong. The bit in which you express your recommendations.
And the bit which can change the future - for the better.
That, after all, is the whole point of investigating in the first place.
WRITING TO PERSUADE
The first thing to remember is that when you’re writing an investigation report, you’re trying to persuade someone to do something. Just like an advertisement or a direct-mail shot, you want the reader to get to the end of your report and take action.
In this case, the action is: to put your recommendations into practice.
Before your reader can do that, therefore, they have to be persuaded.
And to be persuaded, they have to understand.
That means - KEEP YOUR LANGUAGE SIMPLE AND STRAIGHTFORWARD.
We’ve all seen that sort of writing:
For the purposes of a non-pre-scheduled process of elective rehydration by means of the ingestion of a pre-prepared alkaloid infusion delivered by an on-demand user-operated dose-consistent process, the victim was of necessity engaged in a stepwise incrementation of his personal potential energy quotient by means of a progressive elevation of his bodily mass using a pre-existing manual-process “step-and-riser” system originally installed at facility commissioning in accordance with standards then operative in workplace standards & facilities standards currently pertaining. During this process, said victim ?experienced an unpredicted decrement in personal adhesion due to a local area of out-of-specification frictional coefficient due to an adventitious “pooling” of non-pre-admixed solvent designed for subsequent admixture with an anionic/amphoteric surfactant product by a routine preventive anti-contamination operative, leading to said adhesion falling below the stress/shear tolerance necessary for the continuation of the said process. This was followed by a rapid non-linear reduction in potential energy and the resultant transductive process caused the application of kinetic but non-fracturing shear stresses to ?the victim’s dextro-patellar region and subsequent contusion and minor haematomata…
By which time you’ve long ago lost them. Easier, and just as accurate, to say:
The victim of the incident was going upstairs to get a coffee from the machine when he slipped on a puddle of water left by a cleaner and fell downstairs. He banged his knee in the fall, and bruised it.
which is, of course, precisely what our phantom report-writer would say if you asked them, face to face, what had happened. People often write in an over complex, jargon ridden way because they think it sounds impressive. It doesn’t; it just confuses and irritates.
So, in general, the rule is simple: write it as you would say it. Writing isn’t magic. It isn’t special. It’s no more than a way of allowing people to hear what you are saying without being there while you say it.
We can break this down into a few simple components:
- Keep it simple. That’s self-explanatory.
- Avoid jargon & pomposity. Don’t forget: not everyone reading your report will be an expert in your field. They may not know the jargon. It doesn’t mean that professional jargon is wrong; just that it’s specialised. In a report, write for the non-specialist. As for pomposity… have a look at what you’ve written. Does it come across as really serious and
important but you can’t tell what it means? Okay: it’s too pompous. Simplify. Talk straight. Plain words.
- Keep It Active. Don’t say, “The man was bitten by the dog.” Say, “The dog bit the man.” The first way is called the “passive voice” and usually is a way of keeping yourself at arms’ length from what you’re saying. The end result lacks conviction and is unpersuasive. Which - since you’re writing to persuade -you don’t want.
- Short Takes. This is an old newspaper anecdote. Reporters used to write their stories a sentence at a time. Then they’d hand it to the copy-boy. One sentence contained one statement. One paragraph contained one idea.
For the next idea, they’d start another paragraph.
It worked for them.
It still works for them.
It will work for you.
‘Bart Simpson, aka Nancy, Booked for Fringe’
Bart Simpson is to appear at the world’s biggest arts festival this year, it emerged yesterday’. Nancy Cartwright the voice behind the cartoon character, is to launch her debut one-woman show in Edinburgh this summer. The three-week run will be based on Cartwright’s best-selling memoir about her role as a spiky-haired tearaway, ‘My Life As A Ten Year Old Boy’. Her performance at the Assembly Rooms in August is expected to be one of the Festival’s hottest ticket sellers etc.
(‘Aberdeen Press and Journal’ - Feb. 4th 2004)
STRUCTURING THE REPORT
The other main thing which will help you write clear, pain-free, persuasive reports is following a clear and logical structure.
By this stage, you’ll have all the facts (or at least all the facts you’re going to get). You’ll understand the timeline and the sequence of events. You’ll have worked out your root cause analysis. And you’ll know what your recommendations are going to be.
So where do you start? You may have a company reporting form where you just fill in the blanks. In that case, fill them in. Job done (or you can use the Reporting Template on the Kelvin TOP-SET web site at www.kelvintopset.com)
On the other hand, your investigation may be too complex to fit on the standard company form. What do you do if that’s the case?
Here’s a simple structure which will help you get the information across in a clear, logical and persuasive way. It’s not something we’ve made up. It’s standard. And we suggest that, if you follow it, you won’t go far wrong.
The formal report and the news story are the only two human activities which start with the climax.
In this case, start with your summary of the incident. Keep it short, tight and clear.
Next, set out the conclusions you reached in your investigation.
Finally, lay out your main recommendations which will prevent this sort of thing happening again and which are, therefore, the whole point of the exercise.
Congratulations! You’ve now written the only bit of the report that 90% of people will actually read. All you have to do now is write the…