Writing up inspection reports takes time and in some cases, a lot of time. People who do inspections are always looking for ways to make the process faster and easier.
Here are 5 tips for saving time:
- Use Dropdown Lists – Typing takes time and to the extent that you can eliminate extra typing, you’ll save time. The best way to cut down on typing is to have common answers/responses in dropdown lists. Inserting an answer with the tap of the finger is much faster than having to type it out each time.
- Pre-Fill Answers – Using pre-filled answers is a great way to save time and is very helpful if you are inspecting the same vehicles over and over again. Instead of having to write out the basic info about the vehicle such as the VIN, make, model, etc, each time you do an inspection, pre-fill it in your checklist and save a few minutes on each inspection.
- Create Report While Inspecting – If you’re taking notes on paper while doing the inspection and typing them up later, then you have a lot of opportunities to save time. If you use a mobile device and create the report while inspecting you’ll cut out all the time that you currently spend typing up the report afterward from your handwritten notes.
- Use the Right Checklist – Using the right checklist makes a big difference. If you have a checklist that includes a bunch of information that isn’t relevant then you’ll waste time crossing it out or marking it ‘Not Applicable’.
- Use one Device – Being able to use a single device to record results, take pictures (and include them in your report), and then get the report where it needs to go saves time and hassle.
What about pictures?
There is no way around the fact that including pictures in your reports takes more time when creating the report than if you don’t include any. However, they add a ton of value so most inspectors are willing to add a little time in order to get a better result. Pictures can actually save you time in the long run in that they help eliminate questions and cut down on follow-up. If you’re including pictures the key is to make sure you have an efficient way of taking them and getting them in your reports.