How To Write A Professional Report Template
How To Write A Professional Report Template – We are all committed to providing a happy and healthy workforce. Therefore, in a perfect world, you should never create an incident report.
But as things happen, it’s never a bad idea to be prepared for any situation, especially the unexpected.
How To Write A Professional Report Template
In this step-by-step guide, we share our top tips for creating incident reports that will help you conduct effective investigations and prevent similar (or more serious) incidents from happening again. We also include our best designs to get the job done.
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All templates in this article can be customized with our easy online incident report generator. Registration is free and many of our templates are free. 1. What is an incident report?
An incident report is a form that documents all illnesses, injuries, assaults, and workplace accidents. An incident report must be completed at the time of the incident, regardless of the severity of the injury.
Any illness or injury affecting the employee’s ability to work should be noted. The details of what is required by law in an incident report will vary depending on the federal or provincial laws that affect your job.
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If you are unsure, you can check the government website for more details. In some cases, there are exceptions that exempt small businesses from complying with these laws.
Here are some sample crash reports to get you started. I’ve also included some report design tips to help you present your data effectively. If you want to dig a little deeper, we have a comprehensive guide to general report design.
As with any document you create for your business, it’s a good idea to include your branding in your event reports. (Psst’s Brand Kit feature – makes it easy to add branding with just one click!)
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Incorporate your brand colors into your design. You can do this by using it in the header, footer, sidebar, and any visual aspect of the report.
To make your information as readable as possible, divide it into sections. One of the easiest ways to do this is to use boxes.
For example, consider how incident report templates use boxes to separate information:
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Colors aren’t just great for making your reports, presentations, and charts more interesting to look at. You can also use color to organize sections of your report and focus on key information.
For more tips on using color in your design, read our guide on how to choose colors for effective communication.
As part of your company branding, you can add a visual title to your reports. For example, this case report template uses a neutral image with a color filter to create a professional title:
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You can do this by setting the image to a colored background and adjusting the opacity of the image:
If you change staff or if something happens in the absence of the incident report owner, it is very important that the process is documented. This ensures that if someone is placed on the scene, they will correctly complete an incident report.
It may also be useful to include a brief description of the information about the type of incident report to enter in each field. Watch how this sample incident report offers a brief text that guides the person filling it out:
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Icons are small, compact visual images that can be used to reinforce information in your reports. You can also use them to focus on specific areas and important information.
Equally important is the preparation of a report that allows you to record all relevant aspects of the incident details – this is an important first step in the incident reporting process.
Regardless of the nature of the incident (whether it is an accident, illness, injury, or missing person), employees in your organization must notify their manager or other member of the company’s management committee as soon as an incident occurs.
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That being said, in these situations, there should be clearly defined communication channels to promote the practices and their importance to future employees.
After reporting an incident, the first responsibility of management is to ensure that appropriate treatment is provided to those affected by the incident, if necessary.
According to this warning: if the hazard still exists, the wise incident manager must control it and eliminate the hazard. Depending on the nature of each company’s operations, there should be a set procedure for doing this.
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For example, if it falls and rolls over. You move towards the victim, quickly clean up the spill and identify the danger zone with a marker.
Once immediate action has been taken to respond to the incident and remove the threat from the environment, it is time to identify and document the facts surrounding the incident.
Determine the specific location, time and date of the event. This information is fundamental to the investigation and is very public information to collect.
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Gather contact information for those involved and/or injured. This requires that the name(s) of the person(s) involved, their job title and the department(s) they work in be recorded in the manager(s). s) concerned.
Talk to all the witnesses to the incident to get their perspective on the incident. Write their statements on the form as detailed and accurate as possible.
To ensure accuracy, it is recommended that you review your notes with witnesses to ensure they agree with the way the incident is presented in the report. It is also important to include the name(s) of witnesses in the report if additional questions are needed.
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It is important to determine which factors were the result of the incident and which factors preceded the incident and could have been a potential contributing factor to the occurrence of the incident.
The report should clarify the actions of those involved in the incident. What did the employee do that led to the incident?
For example, if an employee injures their back while lifting a box at work, it is important to determine how the employee lifted the box to determine if this caused the injury. If so, ask if this employee has been properly trained for this role and by whom or from what source?
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Identify and record the environmental conditions that contributed to the event. Was the lighting insufficient? Equipment is down? Is employee vision obstructed by glare or blind spots? Etc.
Write a detailed description of specific injuries and rate their severity in the report. This description should include the body parts injured, the nature and extent of injuries.
It is also important to document the type of injury treatment recognized in the incident report. This information is important for documenting how to recover the employee when reviewing the specifics of the event.
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Damaged equipment, materials, etc. record the damage. It makes it possible to review the corrective action plan and refer to it when analyzing incidents to determine which elements must be repaired or replaced.
Collecting and recording the facts about the occurrence of the incident will help determine how the incident occurred. Analysis of the facts gathered about the incident will help determine why the incident occurred.
Analyzing and determining how and why an incident occurred is essential to developing an effective corrective action plan.
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A corrective action plan provides recommendations as a means of reducing the likelihood of an incident occurring and/or recurring. The recommendations flow from an effective analysis of the facts gathered and documented in the incident report.
Although it is often difficult to prepare for the unexpected, preventive measures are essential to maintaining a happy and healthy work environment for you and your staff.
Incident reports are not only a defining part of any company’s incident response protocol, but they also provide a means to prevent and/or encourage change from recurring incidents.
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Therefore, it is very important to prepare a proper and complete incident report form for the details of any incident that may occur. By complying with the laws of your jurisdiction and keeping in mind the four elements mentioned above, you will be better prepared to handle incidents effectively.
Responding to workplace incidents in a timely and thorough manner not only ensures a safe workplace, but also:
An incident report is used to describe an incident that requires investigation which must be documented.
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Any incident that may or may not cause harm to a person is considered an incident that requires documentation in the form of an incident report.
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