The biggest issue to streamlining any report writing process is to minimise the amount of typing. To achieve this we firstly created a comprehensive list of over 600 boilerplate questions and answers. These can be selected simply by typing in just one or 2 words to find the right one.
But for maximum flexibility, we also created another section where they could type in something if it was too specific to justify being a boilerplate answer. Such as “The pressure gauge on this extinguisher is damaged and needs replacing”.