Document Post-Incident Driver Debriefs with Otter.ai

This is non-negotiable. Always ask first. Say: "I'd like to record this conversation so I have an accurate record of what we discussed. Is that okay with you?" Most drivers will agree when it's framed as documentation for their benefit too.

If a driver declines, respect it. Use Otter to record your own summary notes immediately after the debrief instead.

Find a relatively quiet space: a break room, your office, or a parked vehicle with the engine off. Set your phone face-up on the table between you and the driver. Open Otter and tap the red microphone button.

What you should see: Otter begins transcribing in real time. It will attempt to label different speakers.

Conduct your debrief as you normally would. Cover: what happened, the driver's account of events, any contributing factors, what the driver would do differently, any customer interaction details.

Start each key section clearly: "Let's talk about what happened when you first noticed the issue..." This gives the transcript clearer section breaks.

What you should see: The transcript filling in as you both speak. Otter will try to distinguish between speaker voices.

After the debrief, tap to open the transcript. Tap on any key statement and use the "Highlight" feature to mark the most important facts: the driver's account of the incident, any admission or explanation, and agreed-upon next steps.

Open ChatGPT or Claude on your phone. Paste the relevant transcript sections and use this prompt:

This is a transcript of a post-incident debrief with a delivery driver. Using the driver's account and the facts documented, write a formal incident report. Include: date, incident summary, driver's account of events, contributing factors mentioned, agreed next steps. Professional tone, third person.

What you should see: A complete incident report draft ready for your review and submission.