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Technical Writing
For Engineers
Adrian Billinghurst
WP Singapore – Conference Room 2 (12 June 2013)
 Introduction 7 Words
Training Objectives
What this Training Session hopes to achieve: 5 Words
(Or “Objectives of this Training Session:”)
(Or simply “Objectives”)
1 Word
1. Provide an insight into the Presenter’s approach to Technical Writing
2. Improve your organisation of written information and ideas
3. Assist you in conveying your message clearly
4. Improve the structure of your sentences and paragraphs

Training Session is not:

5. Comprehensive training for technical writing

6. A grammar lesson

Target Audience:

7. Engineers and Technical Officers

Introduction
Examples of References from Kinokuniya:
Introduction
Setting the Scene

Question:
What Is Short-Term Memory?

Answer:
Short-term memory ….. is the information we are currently
aware of or thinking about. In Freudian psychology, this
memory would be referred to as the conscious mind. The
information found in short term memory comes from paying
attention to sensory memories.

Source:
Introduction
Short-Term Memory

The Duration of Short-Term Memory

Most of the information kept in short-term memory will be stored for

approximately 20 to 30 seconds, but it can be just seconds if rehearsal or active
maintenance of the information is prevented. While many of our short-term
memories are quickly forgotten, attending to this information allows it to continue
on the next stage - long-term memory.

The Capacity of Short-Term Memory

The amount of information that can be stored in short-term memory can vary. An
often cited figure is plus or minus seven items, based on the results of a famous
experiment on short-term memory. In an influential paper titled "The Magical
Number Seven, Plus or Minus Two," psychologist George Miller suggested that
people can store between five and nine items in short-term memory. More recent
research suggests that people are capable of storing approximately four chunks
or pieces of information in short-term memory.
Introduction
Short-Term Memory

In other words:

 We have very limited RAM.

 We need to target our writing around memory and
comprehension limitations.
 We need to aim for Simplicity, Structure &
Conciseness.
Introduction
Context

Our Deliverables (i.e. our “Product”).

 Drawings
 Calculation Reports
 Specifications
 Correspondence:
You may enter Engineering because
you are “good with numbers.”
The reality is that you also need to
be “good with words.”

· Letters
· Emails
· Memos Focus of this
 Reports: Training
Session
· Minutes
· Technical Reports
· Technical Manuals
Introduction
Writing – Your Targets

Your Targets in Producing Written Deliverables:

 To produce documents efficiently and within a set
timeframe
 To deliver documents to a reasonable standard
 To achieve the objective defined to the satisfaction of the
customer (e.g. report to persuade the Authority on a
design).
Approach - Key Points:

1. Plan
2. Organize logically
3. Clear writing
4. Concise writing
5. Review
1 Plan Your Work
1.1 Introduction & Key Points

 Quote from “Writing a Report”:

“To fail to prepare is to prepare to fail.”
(Sentence One, Paragraph One, Chapter One!!!!)
 Key Points
1. Set your Objectives
2. Know your Readership
3. Organise your ideas
1 Plan Your Work
1.2 Set Your Objectives

 Understand the Brief and Terms of Reference

 Set your objectives – what do you want to achieve?
 Some typical engineering based objectives:
· To submit information for approval – e.g. Authority submissions
· To evaluate – e.g. Concept Reports, Select Reports
· To defend & explain – e.g. Claims against us for delays or
inadequate workmanship.
· To instruct – e.g. Site instructions to contractors
· To investigate & report – e.g. Accident investigations.
 Benefits:
· You can decide what to include and leave out.
· You can pitch the report at the correct level
1 Plan Your Work
1.3 Know Your Readership

 Assess your Readership

· What do they already know?
· What else do they need to know?
1 Plan Your Work
1.3 Know Your Readership (cont.)

 Examples:
· Evaluation Reports for Clients:
− Do not assume your Client is familiar with all technical terms.
− Assess the level of complexity required
− Ensure technical terms are explained and a glossary included if
necessary
· Calculation Reports:
− Can a third party clearly follow the calculation methods and
derivation of the answers.
− Ensure calculations are clearly indexed and labelled
· Minutes of Meetings:
− Provide enough context to prevent points being misinterpreted at a
later date.
− Ensure open items are transferred to action lists and retained in
minutes until closed out.
1 Plan Your Work
1.4 Organise Your Ideas

 Try “Mind Maps”

· Prepare the headings for your reports, minutes, even your
emails and start with a simple outline
1 Plan Your Work
1.4 Organise Your Ideas – Mind Map for Writing
1 Plan Your Work
1.4 Organise Your Ideas – Mind Map Example
2 Organise Your Writing
2.1 Key Points
 Key Points:
1. Keep Planning!!
2. Prepare Skeletal Framework.
3. Logical Sequences
4. Standard Headings – Some suggestions
2 Organise Your Writing
2.2 Skeletal Framework
 Prepare your Skeletal Framework
 Develop Headings & Sub-headings
 Sketch out key points
· Begin populating the text with notes and bullet points to establish
your key points and arguments (Do this either within the skeletal
framework or on a separate note pad.)
 Example:
2 Organise Your Writing
2.3 Logical Sequences
 Organise your information logically:
· Main Headings
· Sub-headings
· Numbered points to gather related items
· Lettered points under numbered points
· (Numbered points preferred over bullet points for referencing
purposes in technical writing.)
· Add Tables, Diagrams and Illustrations
 Place in order of importance (the inverted pyramid?!)
2 Organise Your Writing
2.3 Use of Standard Headings
The following are typically prepared after completing the report.
 Introduction
· Purpose/Scope
· Terms of reference (TOR). Always refer to these, even in formal
emails
· Limitations
 Conclusions
· Link to your TOR
· Clear, Simple & Concise
· Stand alone
 Recommendations
· Do not make recommendations unless your TOR empowers you to
· Ensure recommendations are realistic and defendable
2 Organise Your Writing
2.3 Use of Standard Headings cont.
 Appendices
· Decide what to include in the Appendix:
2 Organise Your Writing
2.3 Example 1 – Minutes of Meetings: Without Headings
2 Organise Your Writing
2.4 Example 2 – Minutes of Meetings: Annotated
2 Organise Your Writing
2.4 Example 3 – Mini Report/Email: Without Headings
2 Organise Your Writing
2.4 Example 4 – Mini Report/Email: With Headings
2 Organise Your Writing
2.4 Example 4 – Full Report
3 Clear Writing
3.1 Key Points

 Language, particularly English, allows many

permutations to deliver meaning in both simple and
complex form.
 Challenge → deliver your message simply & concisely
without loss of meaning
 Key Points:
1. Develop your sentences & paragraphs logically
2. Adopt precise language & grammar – avoid ambiguity
3. Avoid long sentences (see Section 4 – Conciseness)
4. Avoid noun strings
5. Be positive
3 Clear Writing
3.2 Sentence & Paragraph Structure

 Put the main point in the sentence near the front. Main
points of a paragraph near the front or end.

 Construct sentences and paragraphs in the same logical

manner which you construct your skeletal framework
 Avoid large blocks of unbroken text
· Readers will glaze over and text is not memorable
3 Clear Writing
3.2 Sentence & Paragraph Structure cont.
3 Clear Writing
3.2 Sentence & Paragraph Structure cont.

1. One sentence = one point (or two directly connected

points).
2. One paragraph = one idea or concept. Group related
sentences into paragraphs.
3. Move content into numbered & lettered points or tables
wherever possible.
3 Clear Writing
3.2 Sentence & Paragraph Structure cont.

 Analogy – try to make you writing as organised & economic as matter

Letters → Words → Sentences → Paragraphs →

15 to 20 Max. 3 Max.

→ Sub-sections → Sections
3 Clear Writing
3.3 Adopt precise language

 Avoid Pointless words

· Avoid: basically, actually, during the course, each and every one,
in the event that, in close proximity to, etc.
 Avoid the careless positioning of words:
· Example:
− Whilst exit door at level 12m remains valid and is able to cater for
safe escape for internal platforms 7m, 11m, & 12m which leads to
external area.
− Rewritten: The exit door previously proposed at level 12m is
retained and caters for persons escaping from internal platforms at
7m, 11m, & 12m.
 Test it - Read It Out Aloud
3 Clear Writing
3.5 Avoid Noun String

 A noun string is a list of 4 or more nouns. If you find noun strings in

your writing, get rid of them by spreading the nouns out in a sentence
or simply renaming the object in question.

· Example 1:
− He developed a Mechanical Engineering Department Employees Design Manual.
(Did he develop a design manual to create employees for the mechanical engineering department?)
− He developed a Design Manual for the employees of the Mechanical Engineering
Department.

· Example 2:
− The system uses a low noise single frequency, low temperature, signal generator
produced with A/C current.
− The system has a signal generator that operates at low temperature and uses A/C
current to produce a single frequency with low noise.
4 Concise Writing
4.1 Key Points.

"Veni, Vidi, Vici" (Julius Ceasar 3 Words.)

(I came, I saw, I conquered.)

" We shall go on to the end. We shall fight in France. We shall

fight in the seas and oceans. We shall fight on the beaches,
in the fields, in the streets, and in the hills. We shall never
surrender." (Winston Churchill. Fog Index = 3.2)

 Key Points:
1. Concise sentences
2. Concise sentences
3. Concise sentences
4. Concise sentences
5. Concise sentences
4 Concise Writing
4.1 Methods for Conciseness
 Check the sentence word count - Aim for less than 20
typically (but longer sentences are often necessary and
will add flow and balance).
 Explore Writing Indexes: (e.g. "Fog Index" "Flesch
Reading Formula”. (
http://www.readabilityformulas.com/free-readability-formu
la-tests.php
)
· E.g. The ideal score for readability with the Fog index is 7 or 8.
− Reader’s Digest is 8 – 9
− Time and The Wall Street Journal are 11
− The Bible, Mark Twain and Shakespeare are about 6
4 Concise Writing
4.1 Methods for Conciseness cont.

 Generally adopt active voice

· Alec wrote the report.
· Not: The report was written by Alec.
· Note: There are also many instances where passive voice is
necessary or preferred. (Refer to handout)
 Remove superfluous words and phrases.
4 Concise Writing
4.2 Some WP Examples

1. We have noticed that the roof leakages in RC flat roof

structures. (12 words & incorrect phrasing – no verb.)
 Leakage in the RC flat roof structures was recorded. (9
words)

2. Inspection of some of the areas showed that the roof

was without waterproofing and did not have enough
slope to drain out the water. (24 words)
 Inspection revealed some roofs were without
waterproofing and had insufficient slope to drain off the
water. (16 words)
4 Concise Writing
4.2 Some WP Examples (Cont.)

3. The route enables an escapee to step unto a concrete

floor, that serves as a connector, enabling him to go
from “Platform A” to “Platform B”.
(24 words.)

 The route enables an escapee to go from “Platform A” to

“Platform B”. (11 words)
4 Concise Writing
4.3 Examples – Your Turn!!

1. An improvement in quality has been made. (7 words)

 Quality has improved. (3 words)

2. A sharp decrease in efficiency was noted. (7 words)

 Efficiency decreased. (2 words)

3. The introduction of an increase in the speed of the

engine is brought about when the application of the foot
pedal is employed by the operator. (26 words)
 The operator increases the engine speed by pressing
the pedal. (11 words)
4 Concise Writing
4.3 Examples – Your Turn!! (Cont.)

4. Unsatisfactory quality results in the coating department

have been reduced through the introduction of a new
wash. (17 words)
 The new wash has improved quality in the coating
department. (10 words)

5. When the application of wax is made to the surface a

brilliance is imparted to it. (16 words)
 Putting wax on the surface makes it shine. (8 words)
4 Concise Writing
4.3 Examples – Your Turn!! (Cont.)

6. It is the responsibility of each and every department

head properly to arrange the affairs of his organisation
in such a manner that each employee, including himself,
will receive the full holiday to which he is entitled. (37 words)
 Department heads must make sure that all employees
(including themselves) take their full holiday. (14 words)

7. Accounts Receivable is not concerned with the follow-

up of any items with the exception of delinquent
accounts. (18 words)
 Accounts Receivable follows up delinquent accounts
only. (6 words)
5 The Review Process
5.1 Key Points

 Key Points:
1. Test & Revise
2. Get it reviewed!!!!!!!!!!!!
3. Is it correct?
5 The Review Process
5.2 More Examples from WorleyParsons Personnel

Study these extracts of WP writing, discuss and spot the errors suggest
how you may improve the writing.

This list should not be considered to be exhaustive.

No deviation in codes and standards compliance will be incorporated in the
work without approval and formal revision of the affect design documents
Worley Parson's pipeline feed is in compliance to all the design-related permit
conditiopns
The reasons given are as follow:
Overally, the safety and risk requirements has have been met.
The tidal range is largest at XYZ and the smallest at the Victoria Harbour.
A gently sloping scour is reported to have form round the west side of the
submerge rocky outcrop
Two on-line gas chromatographs, each comprising of sampling system and
controller unit were provided.
5 The Review Process
5.3 Test & Revise
 Is it correct?
· Always proof read from start to finish before issuing for review or use (that
includes emails!)
· Spell cheque will knot fined words witch our miss used butt spelled rite.
· Read out aloud what you have written. Have a voice in mind (“BBC World
Service”, “Your English Professor” etc). If it sounds awkward then there is a
good chance it is incorrect.
− E.g. Overally, the safety and risk requirements has have been met.
Do not allow poorly constructed text to be issued.

 Ask Yourself:
· Will the end user clearly understand the content. (Have I conveyed information &
opinions clearly, concisely, accurately and unambiguously.)
· Will the end user need to ask me Questions? (Is the information sufficient.)
· Will the end user be convinced? (Is my argument sound?)
· Does the information maintain the interests of our Clients and WorleyParsons.
· What can I leave out? (Meet your TOR, no more, no less.)
5 The Review Process
5.3 Test & Revise (Cont.)
 Testing and Revising
Apply these simple tests to your writing at a) The skeletal framework stage b) The
editing stage.

1. Necessity test:
Is each component necessary?

2. Inclusion test:
Given the heading of the module, are all appropriate items included? If not,
restrict the scope of the heading to fit the items that are present, or add the
missing items.

3. Exclusion test:
Given the heading of the module, are all inappropriate items excluded? If not,
delete inappropriate items, or expand the heading to fit all the items in the
module.
If the text is not relevant or opens avenues of doubt, remove.
5 The Review Process
5.3 Test & Revise (Cont.)

 Testing and Revising cont.

4. Hierarchy test:
Are all the items in the module hierarchically parallel? Headings of
similar rank should represent topics of roughly equal importance. If
they are not, move the problem items to the appropriate level.

5. Sequence test:
Are the items in the appropriate sequence?

6. Language test:
Are the Items in the module grammatically parallel (e.g. all verb
types ending in –ing, capitalisation of all nouns consistent)? If not
change the wording to achieve consistency.
5 The Review Process
5.2 Test & Revise (Cont.)

Common “Mistakes”
 Mixing of tenses (e.g. present, past perfect, past
imperfect.) Preferably adopt simple past tense.
 Inconsistent use of capitalised and hyphenated
expressions
 Adding “ed” to verbs when expressing present tense
 Mixing singular and plural.
 Subject and object not clearly defined – who or what are
you referring to?!
 Avoid emotional language. You are writing on behalf of
the company, not yourself. Maintain Objectivity.
 Poor or varying formatting.
5 The Review Process
5.2 Get it Reviewed

 For key documents – you must get your work reviewed

by an experienced person before issuing to Clients.
 If your work is incomplete and you are facing a deadline,
issue the document as a draft with a watermark saying
“DRAFT”
 If you are not confident in the product (even emails), ask
a colleague to review before sending out.
5 The Review Process
5.3 Is it Correct?

 Is it correct?
· Can you back up what you are saying with facts?
· Do not offer opinions unless your brief requires. If not factual
ensure that assumptions, opinions and postulations are
highlighted and qualified.
 RECAP

1.Plan
2.Organize
3.Clear
4.Concise
5.Review
6 Tips
6.1 Tips
 Traps to avoid:
· Copy-Paste
− Use Copy-Paste wisely
− Copy-Paste is not a substitute for planning your work
· Writing without an objective
 Work with a note book:
· Record ideas and thoughts as they come to mind
· Cross these off as you incorporate them into the report or writing.
 Writers Block
· Go on to the parts you can complete.
· Highlight the gaps and come back to them
 Distractions
· Turn email off
· Put up a “Do not Disturb” sign, turn the phone off.
6 Tips
6.1 Tips
 Back up your writing often
 Learn to touch type. This will increase productivity.
 Legal substances help….! (Coffee, Chocolate, Red Bull etc)