Gordon Graham
Category: Corrections
Gordon Graham here with Today’s Tip from Lexipol. Today’s tip is for all my friends in corrections. I’d like to talk to you about a crucial part of your job: reviewing and correcting reports.
Let’s be honest, folks, report writing isn’t the most glamorous part of your job. But developing good report-writing skills is incredibly vital because your reports can end up in many hands — including lawyers, judges, and even the media. The accuracy and content of reports can significantly impact lives and operations. Whether it’s documenting incidents or managing inmate behavior, every report should accurately reflect what happened.
Here are some tips to help elevate the quality of your reports.
First, your reports should be sufficiently detailed to fulfill their purpose. Every report should fully describe the incident or situation, including any responses and outcomes. Leaving out information can lead to misunderstandings — or worse, procedural or factual errors.
“Report writing is about quality, integrity, and credibility.”
Accuracy is another critical element. Before you submit that report, double- and triple-check it. Have a colleague review it. Don’t forget to spell-check, grammar-check, fact-check, the whole shebang. Bad information can lead to bad decisions, potentially affecting inmates’ lives — and even your career. Remember: It’s not your supervisor’s job to fix your mistakes.
Oh, and consistency matters. Your reports should align with your facility’s policies, procedures, and training. Knowing and following these guidelines is not just about checking boxes.
Two final cautions: Never, ever copy and paste content from previous reports. That’s a recipe for disaster! And please, be very, very cautious when it comes to using AI to assist with report writing. Thinking that AI is the “be all end all” is bound to get you in trouble. AI-generated content should never be used as a substitution for your own judgment or decision-making. And you should never represent AI-generated content as your own original work. No lawyer wants to have to explain to a judge or jury what you were thinking when you submitted a report generated by artificial intelligence. Remember, “Predictable Is Preventable!”
Folks, report writing is about quality, integrity, and credibility. Well-crafted and thoroughly reviewed reports will stand the test of time. They not only help your agency but also validate the integrity of your work. Make an effort to review and correct your reports before submitting them. This upholds the standards of your profession and enhances the safety, security, and operations of your facility.
And that’s Today’s Tip from Lexipol. Until next time, Gordon Graham, signing off.
