An "understatement" has no place in an incident report.
Editor's note: This article was written two years ago but seemed worth repeating. With the Training Staff manning the "Wheelman's Seminars" this month, we are a bit stretched...gak
How many times have you heard it, "That's an understatement?"
An understatement is defined as the presentation of something being smaller or less important than it really is.
During World War I the British Navy engaged the German fleet at the Battle of Jutland on May 31, 1916. The British fleet was commanded by Admiral Sir David Beatty.
Admiral Beatty aggressively positioned his battle cruisers to engage with the German ships, but was drawn into a trap. During the fight, two of the Admirals' battle cruisers, the HMS Indefatigable and the HMS Queen Mary exploded and quickly sank.
The Admiral commented soon afterward with the famous understatement, "There seems to be something wrong with our bloody ships today."
In the end, the British lost three battle cruisers, three armored cruisers and eight destroyers, along with the lives of 6,094 sailors.
Incident reports
Incident reporting is the last place we want to find an understatement. A thorough and well thought out incident report gives an accurate account of what happened without skimping on the uncomfortable details or leaving out important facts. No one wants to report on damage they may have caused and human nature leads us to understate the reality of the matter.
Here is an example of an understatement from a recent Vessel Incident Report.
Description of how incident occurred:
CAME OUT OF LOCKS INTO RIVER WENT TO MAKE TURN NOT (north) BOUND AND STEERING DIDN'T RESPOND
Description of damage:
BUSTED ALL WIRES ON BARGES, AND CAUSED DAMAGE PILING ON -- DOCK
In this report there is not much to go by for:
- the Port Captain who has to determine what response action is needed.
- the Safety Department that may need to bring in a marine surveyor, has to deal with the dock owner and may need to work with the USCG.
- the Repair Department that has to fix any damages to Higman's equipment.
- the Scheduling Group that has to contact the customer to explain what happened and work out contingencies.
In this case the lead barge was heavily damaged requiring dry dock repairs. The damaged piling sighted was much more than a simple push-over and will require extensive repair with expensive dock delays.
Because of the understatement of damage, the USCG was not informed in a timely manner, exposing the company to possible fines.
Write an Accurate and Descriptive Incident Report
Sergeant Joe Friday, the fictional LA detective in the 1950's radio show "Dragnet," is credited for saying, "Just the facts, Ma'am." A good incident report documents the facts known at the time to the writer.
Start with the Incident Report Form
Unless the incident is simple and to the point, you may want to print out a blank incident report form to guide you through the process. If possible, use a word processor program to write your statements. It will look neater, and you'll be able to use spell check. (Hint: When I write these articles, I dictate using the "notepad" function on my smart phone. I then email that to myself and cut/paste into the article. The spell check is done in "notepad.")
Start the report as soon as possible after completing your initial investigation. You may not have all the facts yet, but the report can be supplemented later.
Write the report using first person narrative. Always tell the truth. Give accurate and precise information; don't speculate or give an opinion. Use short, to-the-point, fact-oriented sentences that don't leave room for interpretation.
Remember only to write the facts of what, when and where.
Damage details need to be accurate
As much as possible, determine the scope of the damage. It is amazing how often damage is understated. If a dent in the side shell is six feet long and four inches deep, so report it accurately. Underestimating damage does not fix the problem and may have negative implications in the future repair scheduling process.
SMS Incident, Injury/Illness and Oil Spill Reports
The Incident report, the Injury/Illness report and the Oil Spill report are found in the Operations section of Higmanboats.com. Complete all sections of these reports using clear, concise language.
Yes, an incident may happen during your operation. At that point, you cannot change the facts so get them right on the report to being with.
