OH CR4P!

If there's one thing I've gathered from being around engineers and engineering students, it's that most don't like to write. Writing is just a difficult and time consuming obstacle. Documenting is that seemingly unnecessary step that slows down the work of brilliant people who can do it all in their heads. Paperwork is the obligatory bore that was instated by the devil himself as some sort of sadistic punishment.

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Who can blame them? When it comes to design documents and paperwork, even I'll admit that writing can be incredibly dull and bland. And it may seem like all it is doing is taking time away from the work we actually want to do.

Ultimately, however, writing and documenting is an essential part of the engineering process. Companies, firms, and individuals who slack off in this area are bound to encounter problems down the road.

DO Show Your Work

It may seem trivial, but writing down what you do is very important. Whether it's for a design or a process, proper internal documentation ensures that somebody else can learn or translate your work, and pick up where you left off if necessary. It also makes referencing past work more convenient and much less painful.

Documenting is by nature a very unselfish task. If you died, became ill, or left your workplace tomorrow in the middle of the project, what kind of hole would you leave? Would the company be able to function without you? The answer is more likely to be yes if you've left behind good documentation. Poor documentation is thus assumed by some to be a method for job security.

In very small companies, there may be some truth to this. But ultimately, engineers who document their work are worth more than those who try to ignore it. Employers risk far more by allowing professionals to keep all the knowledge and know-how in their own heads.

Proper documentation of design specs and parts is also critical for passing the torch to other departments. This type of communication helps reduce mistakes when last minute changes are necessary and allows for parts to move from design to manufacturing & production quickly and affordably.

People Actually Have To Read This…

If you've ever read an instruction manual, then you know how laughably confusing they often are. From a manual for setting up a clock on a desktop penholder:

"The beginning accounts the hour: At position number that show the 'DATA' from 00 change into 59 circulations are gradually decrease, current a minute for setting up the number gradually decrease open to start, the same a number for setting up gradually decrease also start"

Granted, this extreme example is the fault of terrible language translation, but many similarly confusing explanations are due just to bad writing. Engineers are typically good at making sure explanations are technically accurate, but don't bother to consider the human element of style and form that makes it readable. Often this includes a lack of needed pictures and diagrams, undefined or confusing terminology, or a lack of consideration for the technical competency (or lack thereof) of the intended audience.

(Credit: Dilbert by Scott Adams)

Unfortunately, user manuals usually take a back seat to everything else because they aren't directly related to product performance or profit for the company. But proper instructions and directions are directly related to customer satisfaction, and a confused or dissatisfied customer often becomes a lost customer; hence the value of a technical writer or engineer who takes the time to write with accuracy and clarity.

Striving for Excellence

The engineering profession is marked by a characteristic strive for excellence. But this attitude should be reflected in all aspects of the work, including the sometimes dreaded task of writing and documenting. It may seem worthless, but the tedium will pay unseen dividends through the hassles that will be avoided. Those who've experienced the consequences of bad writing and poor document control know this all too well.

References

Arena Solutions - Documenting Designs

Professional Engineering - Poor Document Control