Welcome to this exploration of technical writing in civil/structural engineering. This post serves a dual purpose: it is both a personal effort to organize my thoughts on the topic and also a guide for fellow professionals aiming to refine their skills.

Typically, I write about Python for Engineering but in this post, I’m branching out.

Introduction

The importance of conveying complex engineering concepts through clear and concise writing cannot be overstated. As a practicing engineer, I frequently grapple with the nuances of technical writing and have come to appreciate its significance deeply. This post is dedicated to the nuances of such writing in the context of civil and structural engineering. Writing is an essential skill that demands as much precision and clarity as the designs and structures we create.

Crafting technical documents is a relentless pursuit of succinctness. Striving for the perfect balance where every word serves a purpose, and none is surplus, is a challenging but rewarding endeavour. An elusive skill, difficult to define but instantly recognizable in well-executed work. The elegance of an effectively written technical document lies in its ability to distill complex engineering concepts into clear, concise, and accessible language.

Conversely, a poorly written report is not just a mere head-in-hands inconvenience; it's a significant impediment to the progress of a project. Sifting through pages of convoluted text to extract crucial information is the engineering equivalent of rubbing tobasco sauce in your eyes.

Understanding technical writing is vital. It's about bridging the gap between complex engineering solutions and their comprehension by diverse audiences, be it fellow team members, vendors, clients, regulatory bodies or the general public.

With this post, I aim to shed light on the nuances and challenges of technical writing specific to our domain, offering some insights and strategies to refine this skill.

Mindset

Having the correct mindset is a necessity for effective technical writing. At its core, this mindset revolves around conciseness and precision. Every word should serve a clear purpose, much like every component in a structure. This precision in language ensures that complex ideas are communicated effectively, without the clutter of superfluous details. Engineers must continually refine their ability to distill expansive concepts into crisp, clear sentences.

Technical writing, in my view, mirrors the ethos of German industrial design: it's about embracing clean lines, simplicity, and elegance, where functionality is paramount. I have no idea why I think this. I’m not German, nor a student of industrial design. Maybe the 90’s marketing campaigns of Dyson, Volkswagen, Audi or Bosch had a subconscious impact while I was watching Premier League football. Either way, it feels right.

Equally important is audience awareness. Understanding who will read your document—be it fellow engineers (internal or external), clients, or regulatory bodies—is crucial. This awareness guides the tone, terminology, and depth of detail in your writing. For instance, a report intended for regulatory approval might demand more technical rigour compared to a summary prepared for a client. Each audience requires a different lens through which the information is presented, always maintaining technical integrity but varying in complexity and jargon.

It's common for engineers to want to showcase the depth and breadth of their work and expertise. This desire often leads to including exhaustive details of the analyses and processes undertaken to reach the conclusions presented in the report. However, this can be a pitfall. I was guilty of this earlier in my career. Coming out swinging with verbose, flowery language, sprinkling in the most obnoxiously dense and unnecessary terminology I could find, all in an attempt to showcase that I had delved deep into the intricacies of whatever assignment I had been given. One day, I received a succinct reprimand that brought me face-to-face with the cold, hard facts. My writing was neither clear nor objective.

Overloading a report with all the intricate work and analysis that led to the final results, while intellectually satisfying, can derail the document's primary purpose and overcomplicate the message. The skill lies in discerning what is essential for the reader's understanding and what constitutes excess detail.

Lastly, adopting a mindset of continuous improvement is vital. The landscape of engineering is ever-evolving, with new technologies, methodologies, and challenges emerging. Similarly, our writing must evolve. Technical writing is a craft honed over time, requiring patience, practice, and receptiveness to constructive feedback.

Planning

Effective planning is the cornerstone of proficient technical writing. It begins with clear objective setting. Before putting pen to paper (or fingers to keys or voice chords to transcribers), it's crucial to define the purpose and goals of the document. Is it to inform, persuade, or instruct? Understanding the document's intent guides the content and tone, ensuring that every section contributes meaningfully towards these objectives.

A well-organized structure enhances readability and aids in logically presenting complex information. Effective use of headings and subheadings is essential. They act as signposts, guiding the reader through the document. Maintaining a logical flow of information is crucial. This involves organizing content in a manner that naturally progresses from introduction to conclusion, ensuring each part builds upon the previous in a coherent manner.

Lastly, the importance of minimizing backstory cannot be overstated. In technical writing, particularly in civil and structural engineering, it’s easy to get bogged down with excessive background information. Including only essential background details is key. It keeps the document focused and prevents the dilution of its primary message. A superfluous backstory can distract and even confuse the reader, detracting from the document’s effectiveness.

Clarity

Clarity in technical writing, especially in engineering, is pivotal. It begins with the choice of language and style. Using clear, direct language and an active voice can make the document more engaging and easier to understand.

For example, active:

vs passive:

Active voice contributes to this clarity by making sentences more concise and the action more apparent.

Navigating technical jargon is a delicate balance. While specialized terminology is often necessary to convey precision, it's important to use it judiciously. Technical terms should be employed only when they add value and clarity. When writing for an audience not versed in engineering jargon, it's essential to either simplify these terms or provide clear explanations. The goal is to be technically accurate yet accessible.

Simplifying complex concepts without compromising accuracy is an art. Techniques for achieving this include breaking down complicated ideas into smaller, more digestible parts, using analogies familiar to the reader, and incorporating visuals to illustrate concepts. These strategies help in demystifying complex ideas, making them more approachable while maintaining the technical integrity of the information. The ultimate aim is to present intricate concepts that are both accurate and easily graspable.

A common sticking point is the use of acronyms and shorthand terms, as well as the presentation of results or numbers. Best practices include:

1. Acronyms and Shorthand Terms:

   1. First Use Explanation: Always spell out an acronym in full when it first appears in the text, followed by the acronym in parentheses. This practice aids comprehension, especially for readers who may not be familiar with the terminology.

   2. Consistency: Once an acronym is introduced, use it consistently throughout the document. This avoids confusion and maintains a professional tone.

   3. Limit Usage: Use acronyms sparingly. Overuse can make the document hard to follow, particularly for those not deeply familiar with the project or subject matter.

2. Dealing with Results and Numbers:

   1. Context and Relevance: Present results and numbers in a context that directly supports the document’s objectives. Avoid including data that, while impressive, does not contribute to the primary purpose of the document.

   2. Simplicity: When incorporating results or numerical data, ensure they are presented clearly and simply. Complex data should be broken down into more understandable forms, such as graphs or tables, with a clear explanation in the text.

   3. Avoid Overwhelming the Reader: Resist the temptation to showcase all the detailed work done if it does not serve the document's objectives. Instead, focus on being direct and purposeful with the information included.

The key is to remember that the document should serve its intended purpose without unnecessary complexity or detail. The goal is to communicate effectively, not to display all the work behind the project. Where additional details are relevant but risk cluttering the main text, consider using appendices or supplementary documents. This approach ensures that the main body of the document remains focused and clear, while still providing access to in-depth information for those who need it.

Presentation

Effective presentation enhances understanding and engagement. This involves thoughtful use of visuals, data representation, and document formatting.

1. Use of Visuals:

   1. Relevance and Clarity: Include diagrams, graphs, and tables where they aid in clarifying complex concepts or data. Each visual should have a clear purpose and contribute directly to the document's objectives. If the purpose of a table or figure is not evident, it's best to remove it.

   2. Integration with Text: Visuals should be integrated with the text in a way that makes sense. Reference each visual in the text and ensure it appears close to the related content for easy reference.

   3. Legibility and Labels: Ensure that all visuals are high-quality and legible. Labels, captions, and legends should be clear and concise, providing necessary context and explanation. Nobody enjoys zooming in to a pixellated spaghetti of trend lines.

2. Data Representation:

   1. Simplicity and Accuracy: Present numerical data and technical specifications in a simple yet accurate manner. Avoid overwhelming the reader with excessive detail that detracts from the main message.

   2. Use of Charts and Tables: Where appropriate, use charts and tables to present data in a more digestible format. Ensure these are well-organized and easy to understand with clear labels or legends consistent with your text/appendices.

   3. Contextualizing Data: When presenting data, provide context to help the reader understand its relevance and implications in the broader scope of the project.

3. Document Formatting:

   1. Consistency: Maintain a consistent format throughout the document, including font type, size, headings, and spacing. Consistency promotes professionalism and helps in navigating the document.

   2. Readability: Prioritize readability by using appropriate spacing, margins, and paragraph structures. Avoid dense blocks of text, opting instead for shorter paragraphs and bulleted lists where applicable.

   3. Professional Standards: Adhere to any specific formatting standards or guidelines required by your organization or industry. This includes proper citation styles, page numbering, and document sections.

A well-presented technical document reflects professionalism and attention to detail. It should strike a balance between aesthetic appeal and functional clarity.

Review

The review stage is a critical part of the technical writing process.

1. Self-Review Techniques:

   1. Detail-Oriented Reading: Start with a thorough read-through of the document, focusing on both the details and the overall flow. Look for any inconsistencies, unclear statements, or technical errors. Read it carefully, familiarity can often lead to complacency, making it easy to overlook errors or areas that need improvement. An attentive self-directed review goes a long way.

   2. Check for Conciseness and Clarity: Ensure that each section, paragraph, and sentence serves a purpose and is expressed as clearly and concisely as possible.

   3. Format and Style Consistency: Verify that the formatting and style are consistent throughout the document.

2. Peer Review Process:

   1. Seeking Constructive Feedback: Engage colleagues for peer reviews to gain different perspectives. Choose reviewers with relevant expertise who can provide constructive criticism. Opt for the straight-shooters – their unvarnished critique is your express ticket to improvement, even if it feels like going a few rounds in the feedback ring! Remember, a little bruising to the ego now can lead to a much stronger document later.

   2. Incorporating Diverse Insights: Be open to different viewpoints and suggestions that can enhance the document's quality and effectiveness.

3. Feedback Incorporation:

   1. Analyzing Feedback: Carefully analyze the feedback received, distinguishing between subjective preferences and objective improvements. Embrace feedback with a level head. Often, we're so entrenched in the details of our work that we miss the bigger picture. Fresh eyes can spot what we, lost in the engineering labyrinth, might overlook.

   2. Revising Accordingly: Implement changes that improve the document's clarity, accuracy, and overall quality. This may involve reworking sections, clarifying points, or correcting technical details.

   3. Final Review Cycle: After revisions, conduct another review cycle to ensure all changes have enhanced the document and that no new issues have been introduced.

Delivery

Executive Summary Focus:

• Prioritize the Executive Summary: Provide a concise and clear overview of the full document, covering key points like purpose, findings, and recommendations, and aim to condense it into one page or less.

• It should function as a stand-alone text, engaging, and tailored to your audience, providing decision-makers with a quick understanding of the document's most important content.

• The executive summary is the most frequently read section of a document. Make it impactful.

Final Review and Brand Alignment:

• Reflecting Professional Standards: Assess whether the document aligns with your professional brand and meets your organization’s standards for quality/formatting.

• Personal Quality Check: Ask yourself if the document passes your personal criteria for clarity and accuracy. Is the document something you’d be happy to showcase on your resume? If not, why not?

Document Lifecycle and Future-Proofing:

• Document Lifecycle: Envision the full journey of your document. Whether it's destined to be a research paper, a web publication, or a compliance report, think about its readers both now and in the future. Contemplate the longevity of the data presented—will it stand the test of time, or might it become outdated? Be mindful of any potential limitations in data accuracy or presentation that could impact its long-term relevance.

• Ensuring Accessibility and Flexibility:

  • Broad Audience Engagement: Balance the technical depth and accessibility of your writing with the document's specific purpose, using discretion to determine the appropriate level of simplification.

  • Design for Inclusivity and Technological Adaptability: Ensure your document is readable on various digital platforms, catering to both current and emerging tech standards (LaTeX is a popular typesetting system for research papers and is gathering traction). Most of my writing for work is through Microsoft Word.

The delivery of your technical document is about circulating information and creating an enduring, meaningful asset that reflects the best of your capabilities, within the constraints of time and resources.

Conclusion

As you continue on your journey, take pride in the pursuit. Celebrate the small victories—the well-crafted sentence, the clear summary, the document that achieves its purpose. Be patient with yourself and persistent in your practice. The road to mastery in technical writing is endless, but every step forward is a step towards becoming a better engineer, a clearer communicator, and a more effective team member.

This skill will transcend your professional responsibilities. In all areas of life, the value of an idea is intrinsically linked to how effectively it is communicated.

Please share your own opinions, and thoughts on this topic. Everyone has a different perspective and collective opinions drive more well-rounded solutions.

See you in the next post!

James 🌊