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Topic:   Inspection Notes at Home? - 653 visits (1 today, 4 this week)

Rick Hurst
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posted January 19, 2006 09:48 AM            

I am wondering how most inspectors take down or keep their notes while inspecting a home.

Know there is the PDA's out there with a report that you can go carry and click this and that as you carry on your inspection. Heck, I have one and still can't use the blasted thing because it is not practical in my opinion.

But, I'd be willing to say that most HI's still carry around that big yellow notepad and jot down things as they inspect and then compose it on their computer when done.

I've done this note pad carrying thing for most of my inspection time and over the years have starting writing comments in a short hand type version that only myself and the CIA could probably break my codes. We also take numerous pictures of defects and then review them before writing our reports.

Wondering if any of you use a cheat sheet type form that you composed or maybe you got from someone else that you find useful.

If you have such a form and would be willing to share it with me I'd appreciate it.

Rick

Kelly Lyles
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posted January 19, 2006 10:49 AM            

I started out with the pad and note taking. I have been for years now using a dgital recorder and after putting in the comments on the house by memory I then go through the commects that I made on a digital recorder and would not do in any other way myself.

I have talked to people that use an sell the PDA thing and I just do not see it being any faster or complete as your own voice on a recorder. I have talk to companies that sell them and they agreed about not being as cost effective, fast or complete as you and your digital recorder.

Even downloading all the info froma PDA you still have to go change and or adjust your comments it seems. My digital recorder I go over the notes and they are all put in the report once and very few times to change or alter commects later almost never for me.

------------------
Kelly Lyles

Nick Ostrowski
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posted January 19, 2006 11:03 AM            

I do it the same way as you Kelly. I used to carry a note pad and pen but when I inspected the dumps, I spent way too much time stopping to write. I picked up a Panasonic digital voice recorder about a year ago and love it. It's about 3/4 the size and weight of my cell phone and fits nicely in my pocket when not in use. I remember most of the defects from a house when I sit down in the office to write the report. The recorder just gives me the backup.

Kelly Lyles
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posted January 19, 2006 11:07 AM            

I use a Olympus myself and it has 4 folders that will hold 100 messages each. There has been more than I want to remember the times I have used 2 folders as well. It is so simple and time effective as well. To me the PDA is just to look good to the clients and agents to me. What ever works for some.

------------------
Kelly Lyles

Jack Feldmann
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posted January 19, 2006 11:28 AM            

I'm a little confused when some of you are talking about digital recorders. I know about (and own) a small voice recorder that I can talk into and play back.

Reading Kelly's post, I get the impression he has something you can talk into and it automatically puts it into the computer report system. Is that correct?

I use Inspectvue and carry around the PDA around my neck. I click on boxes that has the pre-formatted narrative and move on. If I need to edit a section, such as entering the mdl and s/n's of stuff, I just poke out the text on the mini keyboard inside the program.
When I'm done walking around I input the card from the pda to the laptop, add the photos and I'm done. It's pretty easy, and pretty seamless and fast.

Back to the original question. I carry around a little spiral notepad in my shirt pocket and make notes so I can input into the pda later. Nothing fancy, just my notes.
JF

Kelly Lyles
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posted January 19, 2006 01:04 PM            

No just a digital recorder and maybe the people that I have talked to have had poor experiences with them (PDA'S). The people I have talked to like the recorders like myself. They say less steps and changing of the report or notes on the PDA and then the computer.

That is just what I have been told. I have not used a PDA and do not want to try. I like the recorder way. I guess that I do not like change I guess. Just me haha

------------------
Kelly Lyles

Dan Cullen
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posted January 19, 2006 05:46 PM            

I bought an Olympus dvr/digital camera combo and have never used it. I take dozens of photos and just use them as my memory jogger. I take photos of all data plates, appliance serial #'s, all defects, picture of the moisture meter when it hits, picture of my Sure test on defective receptacles. Just haven't been in a situation where the photo didn't tell the story I needed when I got home or to the coffee shop to write the report. I've done this for the last 130 or so inspections since I dropped the two-part NCR and went to HomeGauge's digital system.

Nick Ostrowski
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posted January 19, 2006 06:46 PM            

Jack, I use my voice recorder for note taking only. I complete my reports manually and replay my voice recordings when I finish the report just to make sure I got everything. Using it doesn't reduce time spent compiling my reports but it does speed up my inspections as I don't have to stop and jot down notes.

There's a software product out called Dragon Naturally Speaking 8.0 that I would like to try. It's a voice-recognition product that will convert your verbal notes to typed text. It's under $200 so I might have to give it a shot.

Joe Siegfried
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posted January 20, 2006 07:08 AM            

I Tried Dragon's version 7.0. It takes a lot of time and you have to train the software. It makes a lot of mistakes, especially at first and was quite slow in my opinion. I tried it for a couple weeks and sent it to the circular file.

Nick Ostrowski
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posted January 20, 2006 07:49 AM            

Hmmmmmm, maybe I won't try it afterall. Thanks for the feedback Joe.

Darren Miller
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posted January 20, 2006 01:01 PM            

Gentlemen;

I currently use a Dell Axim with the Borealis system. Once the system is set-up, it is very easy and fast to imput all the data while doing the inspections.

Yes, it may take a while to set-up your database with the marcos you use (I still adjust mine every week); but once it's 95% complete and you're used to the Dell, it is GREAT.

Borealis has a rating system which again you can add to or change. When I get to a tricky situation, something I don't see everyday, I hit the rating that says REWORD and take a picture or make a keyword that reminds me of the situation.

Back in the office, REWORD appears in the report (and summary) as bold print; I type in anything I need and off I go.

Give change a chance.

Darren

Jack Feldmann
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posted January 21, 2006 06:14 PM            

Kelly said They say less steps and changing of the report or notes on the PDA and then the computer.

I'm guessing the people saying this are people that are not using a PDA setup. One it is input into the pda, it sutomatically gets transfered to the laptop when the card is inserted.

Spend a day with an inspector that uses a pda then you might change your mind.
JF

wes owens
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posted January 21, 2006 08:25 PM            

Rick,
I print out a copy of the actual report I will use and take it to the inspection.
Then I circle what applies and make notes as needed, then take it back to the office and plug in the info I gathered into the template and save as (123 what ever st. inspection report.) I also have an Olympus digital voice recorder so when its a bad house with to much to wright about, I use it, and when I get back I plug the headphones into the recorder and transcribe,insert my pics and do my report. Of course my report is a MS Word document that I created, but it works for me.
If you would like a copy, let me know and I will send it to your email.

------------------
Wes Owens
Absolute Home Inspections,LLC

Bob Knauff
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posted January 24, 2006 10:47 AM            

Wes,

Have you ever tried dictating into your recorder and then letting it talk back into a voice recognition program such as Dragon Naturally Speaking? Although I have never done it or seen it done, Dragon has the capability of typing out dictation from a voice recorder. I know from experience that Dragon works very well with Microsoft products but not so well with some others, but since you are using MS Word this may be workable for ya.

Imagine, do the entire inspection by talking into a voice recorder, hook the thing to your computer back at the office, grab a favorite beverage, press Play on recorder, sit back and watch the document being typed automatically right before your ever increasingly glazed over eyes! Cool!

------------------
Bob

Think Safety!

www.BeaconHomeInspections.com

Proudly serving the Twin Cities and areas surrounding Minneapolis and St. Paul in Minnesota

wes owens
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posted January 24, 2006 12:17 PM            

I've never tried it but my wife has and it can be frustrating. You have to train it. But it might be something to think about.

------------------
Wes Owens
Absolute Home Inspections,LLC

Martin lehman
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posted January 24, 2006 02:18 PM            

I use 3D software and a dell axim PDA and it takes ME forever.

Michael Greenwalt
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posted January 24, 2006 04:41 PM            

I agreee with Dan, I use the camera and on every note I wish to take I use a camera. Download the pics and adress each one in the report. By just a focus and click I have cut an enormous amount of time off my inspection. Now,,,,if the camera dies after an inspection and the memory card crashes then I will be paying the price sitting down on paper,,,ummm.....now what the heck was the problem in the utility room? Would do that with a recorder as well though I guess.

wes owens
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posted January 26, 2006 05:25 AM            

I would like to add a suggestion about the use of digital voice recorders.
I use mine and they are a great time saver, just make sure that every so often during the inspection you make sure you getting everything you think your recording.
I say this because there are a couple of ways to record. One is to pause in between recording, you can press the hold button, or you could hit record, say what you want and hit stop. Then record for the next phrase.
This is what I do to save battery life. The potential problem with this is if you don't pay attention, you may hit stop and think your recording, then hit record thinking you have stopped. You could end up missing everything you thought you recorded. If you do the whole inspection without checking every so often, you may not get any information.
Of course you could also get a clip on mike and set your recorder for voice recognition. Then set the volume to pick up a certain noise level before it starts recording. This way it's hands free, only comes on when a certain noise level is sensed (your voice), pauses when the noise stops, and is really handy in crawlspaces. Just tuck it in your crawl suit or shirt so it doesn't get dirty or hung up on anything, and have at it.

------------------
Wes Owens
Absolute Home Inspections,LLC

[This message has been edited by wes owens (edited January 26, 2006).]

Joe Griffin
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posted January 26, 2006 05:39 AM            

Wes, good point. My Olympus model has two distinctly separate audio beeps, one for record, and one one for stop. This helps avoid the problem you speak of.

One other tip, pause slightly, after pushing record, before making an audio entry, this helps avoid "clipping" or partial entries, which can be frustrating.

Keep L@@kin

Bill Weschler
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posted January 26, 2006 05:57 AM            

Rick,

I use a voice recorder for the exterior plus digital pics. Fairly weather independent, unlike the "yellow pad." Use a 2 page form for the interior rooms, plus digital pics. for the mechanical systems, attic, basement and garage I use note paper. Eventually, I want to try Dragon Naturally speaking - recommended by a surgeon past client. If it works for him, I'll bet it will work for me. I'll be glad to send the form to you if youl'd like. Let me know:
wweschler@optonline.net

Bruce King
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posted January 26, 2006 07:52 PM            

I replay my voice recorder while making abbreviated notes on a 2 page form that organizes everything in categories in the same order that the report has. I just scratch through each comment as it is entered into the report.

I figure it saves 30 minutes on site and adds 30 minutes at home but it allows for longer notes than I would normally write onsite.

Ken Larson
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posted January 27, 2006 12:52 PM            

I also just use my digital camera. Lots of photos of data plates. On average about 125 pics per home if it's in fairly good shape. If something is really unusual I may take a couple notes, but mostly just use the camera now with a few hand signals (my visual shorthand) to identify various problems.

I used to take a steno notebook and wrote all the defects up, but now with only the camera I can knock off almost 45 minutes of the inspection time. Much faster and the report time is about the same for me with notes or camera.

Jeff Knight
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posted January 29, 2006 03:16 PM            

Guys,
I am not sure using a voice recorder and then using voice recognition software is going to work very well for most home inspectors. For one thing most home inspectors would struggle to talk into the recording the same way they want their comments to appear on their final report. Secondly, it is much faster picking a comment from a drop-down list on a handheld device then speaking all that text. Thirdly, the voice recognition software is not perfect and you will spend a lot of time on the PC correcting all these errors.
......now using voice NAVIGATION on a handheld to easily navigate through the screens and have more hands-free....now that may be interesting. :-)

Frank Bombardiere
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posted January 29, 2006 06:36 PM            

I use a Dell Axim with my software. I can customize all my drop downs to choose on the PDA. I keep a worksheet on which I write defects and notes only. I upload the report to my laptop thropugh the docking station, hit report editor and type in the defects and notes, hit spell check and I am done. Reports take about 15 minutes on clean homes and about 30 minutes on crap holes. There are some types of inspections that I haven't customized into my system yet such as multi unit and commercial, but it covers 95% of the inspections I do very well. I also take pictures of defects and obstructions etc. I could write custom drop downs for defects but I find it easier to type them in to get better details specific to the location and extent of the issue. Before the PDA system, it took 45 minutes on an easy report. I would not do without it. I also used to print out the report coalate and bind it then mail it to the client. I now upload the report to my website and the client gets a password to retrieve the report saving me tons in paper, ink, and postage. I love technology.

Tom Roon
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posted January 29, 2006 07:02 PM            

Now,here, most of the inspectors deliver reports onsite at the time of inspection. Few take them home and spend all night doing reports. I use a Dell Axim PDA and print the report onsite as well. There is some learning curve to get the darned thing to recognize my screwball handwriting, but it works really slick, most of the time. Once in a while I'll also take some notes. Usually, it's from something someone said (seller, realtor, etc.) that could be used to CYA). One of the problems with notes is if you get stuck in the middle of a suit. One of the first things that gets suppeoned is "all notes and documents". Then if there is anything that is the slightest bit different than the final report, it will be used against you. Guess who loses. The recordings are interesting. I used that 15 or so yrs. ago, but the technology wasn't great. Since everything is done, paid for and delivered onsite, a recording might not have much overall benefit, except maybe to verbalize what is being seen while in a crudy crawlspace or a tight attic or in the middle of a rain storm. Hmmm. Maybe worth a second look.

tom

John Graham
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posted January 30, 2006 09:58 AM            

Hi. I use the "3D" system level 9 (newest) which I have fully modified over a 7-year span. The Boilerplate has been upgraded in the new version with a decent set of deluxe forms for newbie’s.
I use a Toshiba pocket-pc. The unit has a larger screen than most other PDAs.
Every Defect has a custom recommendation programmed into the system. I also take digital pictures. When raining, I will use the pdas record function. The entire report takes 1/2 to 1 hour to complete back at the office. I will than E-mail the summary with pics the same day. JG.

Michael Greenwalt
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posted January 31, 2006 06:46 PM            

Frank,
Next time I am in OKC I would like to see your setup if possible. Sounds like a smoother operation than I have going right now. Can you send me a link to michael@mgihomeinspection.com?

Jim Baird
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posted February 15, 2006 01:55 PM            

I just bought a mini-voice recorder to try and free myself from the clipboard. still have to use the checklist to check off on and keep bases covered.

Never take enough pics it seems.

The recorder runs on single AAA and is so light I clip it to my collar.

Trouble is it's so close that I have to take it off to see the little screen if I want to stop. No beeps.

No pause and play. It just starts another file. Unlike clipboard, I can't flip around among categories to take notes, so organization is a little trouble.

Recorder is USB, plugs right into computer and I can drag thru with scroll bar.

It wll take some adapting, but so far like it.

Joe Griffin
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posted February 16, 2006 12:19 PM            

Jim, my advice; Upgrade your digital recorder to a more advanced model.

My Olympus VN1800 ($85.00) has multiple,switchable folders, record/stop beeps. I never have to look at it, just at first to select the folder location. Then let er rip.

I wear it on a lanyard around my neck, frees up both hands, and tuck it away when ascending/descending ladders, entering confined spaces, etc.

No way to fill this baby up, I have done ten family buildings and not even come close, with hundreds of entries.

Try one, Circuit City has a great return policy if it doesn't impress you.

Keep L@@kin

Jim Baird
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posted February 16, 2006 01:16 PM            

Joe,

Thanks. Wouldn't you know, my Scots heritage made me insist on a multi-function device(MP3, radio), still cost $70.

Dan Cullen
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posted February 17, 2006 01:12 PM            

Hey Y'all....i recently did an inspection for a software salesman who sent me a complimentary copy of Dragon Naturally Speaking 8.0 Professional. I've been using it to write the narrative in my HomeGauge Report System. I am by no stretch of the imagination, a techie but the program was easy to install and works very well. It is so much more pleasant than typing and it's actually easier to organize my thoughts that way. All of the editing commands are voice propmpted so you can lounge in bed sipping a nice Pinot Grigio and write reports. I don't know what it retails for but depending on your style of report and your personal inclinations it might be worth it. You have to take a little time and use proper diction but it beats the heck out of tapping at the keyboard for me.

Rick Hurst
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posted February 17, 2006 02:50 PM            

Dan,

My only question is will it work with a nice glass of Glenlivet instead of the Pinot Grigio?

Rick

Richard Rushing
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posted February 18, 2006 05:02 PM            

Rick, now you've got an audience.

Glenlivet is like... mama's milk.

Non-blended and no hangover.

It has been quite a while since I've had simply the best scotch in the world, but it is worth reacquainting myself with

Bob Kelly
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posted February 18, 2006 07:25 PM         

I converted from taking notes on a yellow pad to using a digital recorder and taking a lot of pictures. It works great and saves a lot of time. This method of taking notes does bring about one problem that I would like to know how you deal with.

If the buyer attends the inspection, then the situation I'm about to describe is not a problem.

However, for a lot of inspections, the buyer will show up at the end of the inspection and ask for a verbal summary. Since all of my notes are on the camera and digital recorder, I have a problem remembering all the items the buyer needs to be shown or told.

In the past when I used a yellow pad, I could quickly scan the yellow pad and see the problem areas the buyer needs to be shown. Since converting to a digital recorder, there is no way to quickly listen to the 60 - 70 messages I have left myself, or quickly review all of the pictures to refresh my memory.

Do you rely on your memory alone to be able to point out problems to the buyer, or do you have another way? Again, if the buyer attends the whole inspection this is not a problem because I show them every problem I discover, as I discover them.

I know I could keep a yellow pad to just record problems, but there has to be an easier way.

Richard Moore
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posted February 18, 2006 08:34 PM            

Tough to forget the missing roof, but I know what you mean. Eevn when you initially remember everything, you can get sidetracked during the talk.

So...In various words I tell my clients that the verbal summary/chat is just a "highlight reel', may be incomplete, doesn't cover the "small stuff", and further review of my notes and photos may "reveal" other items. I tell them that they "should carefully read the actual report and address all issues therein."

------------------
Richard Moore
Rest Assured Inspection Services
Seattle
www.rainspect.com

=======================================================

.

Tony Mount
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posted February 19, 2006 11:07 AM         

Nuff Said,Click for photo (16012 Bytes)

Jeff Knight
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posted February 20, 2006 09:50 AM            

I have even heard of inspectors having their wives in the van and they dictate to them through a walkie-talkie as they are doing the inspection and then the report is complete when the inspection is complete...I am sorry, but I thought that was the funniest way of doing an inspection I ever heard of..must make interesting converstations at the end of the inspection process like.... " I said this ...not that...didn't you hear me ?..."