Any Good Articles/Books on Writing? 1

[rquerin]

Hi,

While I consider my writing skills to be above average, I am still at a loss when it comes to writing a summary to a report or results of an analysis or some other semi-technical letter to a client or colleague. I always seem to manage to get something out in the end, but it never seems to be a logical process for me. Can anybody point me in the direction of internet articles or books that would be good primers on how to go about drafting a techical letter properly?

I know about the 'Elements of Style' by Strunk & White as a good guide to writing style and grammar but I am wondering if there are any other good practical information sources geared more toward the engineer.

I know (through experience) that writing skill is not a strong point for many engineers although it should be.


RQ

 

[TheTick]

While I consider my writing skills to be above average, I am still at a loss when it comes to writing a summary to a report or results of an analysis or some other semi-technical letter to a client or colleague.

This may hurt. If you can't write a summary, your writing skills are not above average.

Rule #1: Always be asking yourself, "So, what's my point?" Is your writing wandering, or are you working at supporting a point. Make a roadmap to your point, an outline, and do your best to stay on track. Don't build any pillars (paragraphs) where there is no roof (thesis) to support.

Get very familiar with essay writing format. Most technical writing is spawned from this. An essay states a thesis (point), supports the point, and then restates and closes on the point.

Ditto for paragraph structure. You do seem to at least have this well in hand. Too many writers will just hit the return key when they feel like the page looks like it needs an indent. A paragraph represents an idea.

Finally, your statement about typical engineer's writing skills not being strong is not correct. Most engineers can read and write at a higher level than their non-engineering counterparts. I saw this firsthand in my days teaching college test prep. If you can get your hands on them, teaching materials from Kaplan and Princeton Review could be of value.

All this machinery making modern music can still be open hearted.

 

[rquerin]

Thanks for the reply.

To clarify, I can write a summary, but my problem is that I seem to approach it differently every time and I am looking for good information on the proper way to lay it out so that the usual 5 drafts and 30 minutes humming and hawing can be reduced to 2 drafts and 10 minutes.

I will look for the essay format information as well.

As far as my statement about the writing skills of engineers, I can only go by what I read and see. Maybe email, fax cover sheets and cover letters are not good formats to judge by, but I have seen some many pretty poor examples in my area anyway.

I don't think its necessarily only a matter of education either. Many design engineers are never required to write anything more than fax cover sheets and quick emails in their first years of practice. Where I come from (Ontario), I think high school students can opt to drop english (or even mathematics) halfway through. In addition, I only remember taking one required course during my engineering degree which dealt with anything close to writing technique.

Hopefully my 'typical' engineer generalization *is* incorrect.

RQ

 

[TheTick]

I was fortunate to go to a Jesuit university (Marquette). The liberal arts requirements were a little higher there. I really did enjoy the philosophy and theology classes.


Ultimately, design engineering is about communication. What does a model or drawing do? It communicates the details of a design. With that in mind, it is easy to develop respect for solid language skills. That is also why I take the time to write emails and memos with complete, coherent paragraphs (unless the case does not warrant it). Messages are written to be understood. I'm not hammering at the keyboard just for the funky rhythm of it. (Maybe I am at the moment).

Also, the language skills may be there among us, but that doesn't necessarily mean they are used.

p.s. I hope I didn't sound too harsh in my first post. I think it is commendable that you are giving this matter due attention.

All this machinery making modern music can still be open hearted.

 

[Binary]

I like Zinnser's book, "On Writing Well." I also find Hacker's book "A Writer's Reference" to be something akin to Machinery's Handbook (right next to which it sits on my desk).

I agree with TheTick's comments above although I've seen some pretty atrocious writing by engineers (and had a fellow engineer who insisted on saying "exasperate" when he meant "exacerbate" - that wasn't too bad but I got exasperated when the boss started doing it too!!)

Don't know much about Jesuit schools but do think basic Latin should be required for everybody!!

 

[Binary]

Tick,

Open-hearted, music-making modern machinery?? Just what kind of place do you work???

 

[TheTick]

Every job, every task is an opportunity for self expression in the form of pursuit of excellence. That is the dharma of the engineer as well as that of the stable-boy.

All this machinery making modern music can still be open hearted.

 

[rquerin]

That, my friend, was the kick in the pants I needed this morning.


- Spirit of Radio? - been humming away here but still not sure..

 

[ICman]

I gotz to commnt :

I am an engineer AND a professional writer. I've written over 100 articles that have been published in major trade magazines, as well as a few in consumer publications. I run a business from home that provides editing services for technical articles. My largest client is the Editor-In-Chief of a highly-technical petrochemical industry magazine. He's also one of my oldest and dearest friends, so I pretty much trust his opinion.

He says that engineers, for the most part, are terrible writers. It's not that they cannot read or understand the written word. The problem comes about when they are trying to express themselves.

I was once told by a doctor, under whom I was working while in high school, that we attend college to learn how to communicate. Two engineers in the same field can start a discussion at a more technical level than the layman trying to join in the conversation. This way, you do away with the basic stuff and get down to the details almost immediately.

I probably have 10 books at home on technical writing, but can't remember one . Most of them were purchased thru the Writer's Digest Book Club. I don't have their Web address, but you might want to pick up a copy of Writer's Digest magazine for more info. Otherwise, if I remember, I'll check tonight and post recommendations tomorrow.

. . . slangExpressions

 

[Maui]

ICman, I've also seen some atrocious examples of this where I am currently employed. Problems that should have never occurred were the result of poor communication. Effective communication skills are one of the most important abilities that engineers should possess, but frequently don't. Since engineers often view their jobs as problem resolution experts, they expend their time and energy toward finding the solution. When the problem has been resolved, they view their work as done. But many of the problems that occur in the business environment could be avoided if proper communication existed between the people involved.

Have you ever noticed how salesmen are usually very good at public presentations? Put them in front of an audience, and they are in their element. That's because effective communication is one of the skills that they MUST possess in order to do their jobs. An engineer doesn't have to be as skilled at communication as a salesman in this respect. And since engineers tend to be less outgoing, they shy away from this type of public interaction. An idea or solution cannot be implemented unless you can communicate it to the necessary people. And the most effective people are the ones who communicate well.


Maui

 

[Binary]

This is sort of an ancillary but I've seen the same issue with respect to drawings. We ended up with some bad parts out of the weld shop. When I looked into it I saw that the welders had misread the drawings.

The drawings were accurate (& complete) but not entirely clear. I went back to the designer and asked him to modify the drawings to communiate more clearly the intent of the design and he got pretty tweaked, saying "hey, it's not my fault if they don't read the drawings right." I responded, "It is your responsibility to create the drawings in such a fashion that you clearly communicate your intentions to your audience, in this case our welders. If they are misreading your drawings then it is your responsbility to adjust them so as to communicate effectively with the receivers of your message. Here's what you need to do..."

He never did accept that the responsbility for effective communication rests with the transmitter. We did get the drawing change, though.

 

[plasgears]

I had a stint on an engineering magazine, which developed from my association with Toastmasters Intl. Speech writing is akin to article writing.

My managing editor sent my to a seminar run by the chmn/dept of NW Univ. journalism school. That was a life changing experience. He exhibited numerous articles from magazines, books, and newspapers. It rubbed off on me very effectively. The first year I received three awards based on readership surveys. It was unprecedented.

You can benefit likewise from attending a journalism class.

 

[TheTick]

Effective communication is not the sole responsibility of the transmitter. The receiver has an obligation to attempt to resolve any ambiguity, especially if they get their paychecks from the same place.

Also, know thy audience. It is nice to deal with educated, competent professionals who "get you" on the first try. I do not consider altering a drawing's appearance for clarity to be "dumbing down". Sometimes drafting practices can get pretty arcane, and it is better for everyone to simplify.

As I said before, I write (or draft) in order to be understood.

As far as your drafter, I hope his attitude gets adjusted.

All this machinery making modern music can still be open hearted.

 

[RDK]

Try “Technically-Write” by Blicq ISBN 0-13-898700-9. I have an old second edition and I imagine that there have been some revisions since. My copy deals with all manner of technical communications but was published before the Internet and e-mail. I believe that the same principles apply.

He teaches that to write technical material use the trick of imagining that you are sitting face to face with your target audience. Then look him or her straight in the eye and say “I want to tell you that…”

Finish the sentence and delete the first six words.

For example if the report deals with the structural adequacy of a facility, you would want to tell them that…..

“The structural adequacy of the facility is basically sound but requires extensive and immediate maintenance to maintain this condition.” You can then go on to give an overview of the maintenance and cost estimates of the and something about the basis of this conclusion.

You don’t want to say

“This report deals with the structural adequacy of the XYZ Facility located on Some Street in Somewhere. ABC Consultants conducted an analysis using standard engineering techniques under the direction of requrin P.Eng. The findings were that the main beam in the facility ……… and so on and so on until… and in conclusion the structural adequacy of the facility is basically sound but requires extensive and immediate maintenance to maintain this condition.”

The way to becoming a good technical writer is the same as the way to Carnegie Hall… Practice, practice, practice.




Rick Kitson MBA P.Eng

Construction Project Management
From conception to completion

http://www.kitsonengineering.com

 

[ICman]

RDK said:
"... ABC Consultants conducted an analysis using standard engineering techniques under the direction of requrin P.Eng. The findings were ..."

That's funny, since I see it often. I recently returned a bad temperature sensor to the manufacturer for a detailed analysis of the failure. Instead of the report I was expecting, I got a new sensor - nothing else. When I called, I was told "the old one broke" - nothing else.

And they ask why I bought new sensors from a competitor?

. . . Steve Lange