Engineers are the backbone of the modern world. They design and construct the world around us, bringing innovation to our lives. But one thing engineers often take for granted is that their ideas, concepts, and plans will be understood by others responsible for executing their vision. This is where problems arise. Poor communication can mean delays, technical problems, and even failure.
The fact is that all engineers are required to communicate through reports, recommendations, and emails. Therefore, to rise to the top of the industry, an engineer must develop advanced writing skills.
1. Write Clearly and Transparently
Not every person who reads your plans or proposal will have an engineering degree. Ask yourself who will be reading the document, and consider the key points you want to convey. It is essential that you create reader-friendly text that will be understood the first time by the reader.
If you are asking for approval of a large expenditure, it is likely that you have just one chance to get approval. Don’t waste your opportunity by confusing the reader with pages and pages of verbiage. Get to the point by using concise sentences that create the necessary impact for important information.
2. Spell Out Abbreviations
Standard engineering practice is to spell out engineering terms the first time they are used and to put the abbreviation in brackets. From that point onward, you can use the abbreviation rather than spelling out the term each time. However, don’t assume that the person reading the document understands the abbreviation straight off the bat; this looks arrogant and lazy. Also, consider that some terms may appear confusing or contradictory to the reader. For example, AC could refer to either “air conditioning” or “alternating current.” Be clear and leave no room for misinterpretation.
3. Steer Clear of Big, Unnecessary Words
Due to the complex nature of engineering, there is a tendency to use big words when describing processes and visions. But doing so is contrary to what you are trying to achieve. The beauty of world-class engineering is its ability to appear simple and effective rather than complicated and cumbersome, even though, at its very core, its technicality may be well beyond the understanding of the average person. The last thing you want is for your vision to be misunderstood and branded “too difficult.” So, even when pushing the outer limits of technology and science, do your best to make implementation appear as straightforward as possible.
4. Avoid Company-Specific Jargon
In the engineering industry, it is common for company-specific jargon to develop among employees. This can also happen to self-employed engineers who work in tight circles. It is easy to fall into the habit of using this jargon when communicating with peers and then forget that you are using the same jargon with those outside your circle. Avoid jargon that is specific to a peer group or company when writing documents. Failing to do so may instill a habit that could come back to bite you later.
5. Adhere to Document Layout Requirements
Even the most accomplished engineer has to follow guidelines for document submission. So, before submitting a proposal or project plan, make sure you inquire about the requirements of the company or people you are working for. For example, document submission guidelines differ in the public and private sectors, and in specific cases, you may be required to follow guidelines you haven’t come across before.
Also, remember when putting a document together that there is nothing worse than huge blocks of text thrown onto a page without proper paragraphs, bullets, or numbering. Make sure you break your document down into small, readable chunks, and focus on emphasizing key points and facts by separating them from less important aspects of the text.
6. Avoid Ambiguity in Diagrams
You might think that the diagram you spent an entire day putting together explains itself clearly, but the person reading your document may find it annoyingly confusing. Never leave these things to chance. If there is anything about a diagram that could be misunderstood or misinterpreted, write a paragraph below it explaining dimensions, technical details, cost, and anything else that might cause the reader to question its meaning.
7. Always Complete a Final Draft
Your engineering skills might be amazing, but how often does a project not need revising, even if only a little? Well, the same goes for your writing. Every written communication needs a final draft before it lands in the lap of its target audience. Read your document one final time and make sure your grammar is on point, your spelling is correct, and your syntax is as strong as it can be.
8. Employ a Second Set of Eyes
When pitching for funding or a contract, you can’t afford to be misunderstood, not just in terms of confusing sentences but also in terms of the recipient assuming you are lazy or incompetent because your work contains grammatical errors. This is where a second set of eyes is a must. Whether it’s a well-read work colleague or a friend who teaches English, employ a second set of eyes to proofread your work and spot the errors you missed.
9. Sign and Date Your Work
Always sign and date your work when it is to be read by an external source. This demonstrates to the reader that you have confidence in your work and are willing to put your name to its creation. Signing off your work will also have a psychological impact on the quality of your writing. It will force you to check your work carefully and ensure that no stone has been left unturned.
10. Set Aside Reading Time to Become a Better Writer
Ask any good writer for tips on how to become a better writer, and they will tell you to read more. Read more books by great writers, read more articles by great journalists, and read more engineering industry literature from respected writers in the field. Take note of how great writers take complicated subject matter and make it understandable for the average person. Remember, the written word is your tangible evidence of output. If documents are difficult to read, they will not convey the intended message, and the vision will be misconstrued.
Becoming a world-class engineer is about striving for best practice. This best practice must encompass all areas of your work, including your writing skills. Ignoring the power of the written word could cost you valuable career progression. Start becoming a better writer today.
