Planning

This chapter introduces the writing process: plan, draft, edit and review. Some broad categories of rationale for different types of engineering document are to record, inform, instruct (or regulate), guide, persuade (or influence) and find out (or request). Ideally a document has only one purpose and one target reader. If a reader has to ask, ‘So what?’ then the writer has failed to communicate their message. A simple framework for purpose covers what the audience needs to know, feel and do, having read the document.

Understanding the target reader is key. Preparation also covers classifying information, intellectual property and security, commercial and contractual interfaces, and identifying scope. Roles should be defined, including author, proof-reader, technical checker and approver.

There are technological tools to support writing. Microsoft Word is the dominant player in the market. There are other software options and specialist editing tools. Artificial intelligence may be useful in drafting or editing documents but has risks and limitations.

A template includes the structure and much more. Develop a plan before starting to write, using the plan checklist. Some of the most important aspects of effective writing can be summarised in the acronym PRIDE: purpose, reader, integration, draft and edit.