Engineering Technical Writing Workshop

Engineering Technical Writing Workshop by Tonex

This two-day course is designed to equip technical staff, including engineers and technicians, with the skills necessary to write clear, structured, and accurate technical documentation. Participants will learn grammar fundamentals, techniques for organizing thoughts and data, the complete technical writing process, and professional standards for emails, memos, and formal documentation.

The course also emphasizes compliance with the Naval Correspondence Manual and techniques for effective visual data presentation. By the end, participants will have practiced developing various types of technical documents, using correct formatting, and applying best practices for ongoing writing improvement.

Learning Objectives

Upon completion of this course, participants will be able to:

• Apply Grammar and Writing Basics: Demonstrate a strong understanding of grammar essentials, sentence structure, and punctuation specific to technical writing.
• Organize and Structure Technical Content: Effectively gather information, outline, and structure technical documentation to ensure clarity and accuracy.
• Execute the Technical Writing Process:
  • Organize thoughts from abstract concepts to actionable writing.
  • Write clear and concise sentences and develop coherent paragraphs.
  • Use effective editing and proofreading techniques to improve document quality.
• Format and Present Data Visually: Organize complex data into readable formats, such as tables, charts, and diagrams, using headings, bullet points, and visual elements to aid readability.
• Produce Professional Correspondence:
  • Develop emails, memos, and letters following the Naval Correspondence Manual.
  • Create clear and concise Blue Briefs that convey key technical details effectively.
• Incorporate Standards and Style: Apply proper formatting for headers, footers, page numbers, and other document styling, integrating visuals that support technical arguments.
• Pursue Continuous Writing Improvement:
  • Develop personalized strategies for improving writing skills over time.
  • Engage in peer feedback and collaborative review processes to refine technical writing.

Course Agenda

Module 1: Grammar Fundamentals

• Overview of Technical Grammar: Address the common grammatical issues in technical writing, such as subject-verb agreement, tense consistency, and sentence clarity.
• Sentence Structure and Clarity: Focus on active vs. passive voice, ensuring technical precision without ambiguity.
• Punctuation Essentials: Review punctuation best practices, especially for technical documentation.

Exercise: Grammar refinement exercise based on typical technical writing errors.

Module 2: Technical Writing Process

• Organizing Thoughts: From Abstract to Actual Writing
  • Techniques for turning technical ideas into written form.
  • Emphasis on understanding purpose, audience, and scope.
• Information Gathering and Research
  • Sources of technical information: internal resources, manuals, databases.
  • Best practices for verifying technical information.
• Building an Outline
  • Structuring documents logically (e.g., Introduction, Methods, Findings, Conclusion).
  • Tips for organizing technical content to enhance readability.
• Developing Proper Sentence Construction
  • Constructing concise and direct sentences.
  • Avoiding jargon and simplifying technical terms for clarity.
• Rewriting and Editing
  • Effective Proofreading: Techniques for identifying and correcting errors.
  • Common pitfalls in technical writing and strategies for revision.

Exercise: Drafting a short technical document section, focusing on clear and organized information flow.

Module 3: Formatting Data for Readability

• Creating Clear Patterns for the Reader
  • Using headings, subheadings, and bullet points.
  • Tips on white space, text alignment, and typography for readability.
• Data Presentation:
  • Formatting data in charts, tables, and lists for maximum clarity.
  • Developing visual hierarchy to highlight important information.

Exercise: Format a sample data set into tables, charts, and diagrams, and write accompanying explanations.

Module 4: Developing Effective Emails, Letters, and Memos

• Fundamentals of Professional Communication
  • Structuring emails, letters, and memos for clarity and efficiency.
  • Avoiding common pitfalls in technical correspondence.
• Following Naval Correspondence Manual Procedures
  • Overview of Naval formatting, tone, and structure requirements.
  • Practical examples of compliant correspondence.
• Developing Blue Briefs
  • Crafting Blue Briefs for technical issues and decisions.
  • Emphasizing succinct, accurate, and well-structured communication.

Exercise: Write a draft email and memo following Naval standards.

Module 5: Document Formatting and Style

• Formatting for Technical Documents
  • Setting up page numbers, headers, and footers.
  • Choosing appropriate style elements, graphics, and typography.
• Integrating Visuals
  • How to incorporate charts, tables, and graphs to support technical arguments.
  • Best practices for captioning and referencing visuals.

Exercise: Format a technical document with headers, footers, and page numbers; incorporate a graph or table.

Module 6: Continued Learning and Writing Improvement Strategies

• Writing Improvement Strategies
  • Techniques for ongoing grammar and style improvement.
  • Setting up personal goals for writing quality.
• Seeking Advice and Peer Review
  • Benefits of feedback from colleagues and mentors.
  • Setting up peer-review processes in technical teams.

Exercise: Set individual improvement goals and develop a checklist for future writing projects.

Workshops

Workshop 1: Understanding the Audience and Applying Technical Writing Techniques

Analyzing Audience Needs

• Audience Analysis Basics: Differentiate between technical and non-technical readers.
• Tailoring Content for Technical and Non-Technical Audiences:
  • Strategies for adjusting language complexity, depth of detail, and tone.
  • Using analogies, examples, or simplified language when addressing non-technical readers.

Exercise: Participants will practice rewriting a technical paragraph to make it accessible for a non-technical audience.

Workshop 2: Clarity and Precision in Technical Writing for Mixed Audiences

• Using Structured Information Layers:
  • Structuring documents with executive summaries, detailed sections, and appendices.
  • Techniques to address the needs of multiple audience levels in one document.

Exercise: Develop an executive summary for a technical document, focusing on clear language and a high-level overview for non-technical readers.

Wrap-Up and Q&A Session:

• Course Summary: Review the key points covered.
• Q&A Session: Address any lingering questions and provide additional guidance.

Materials Provided:

• Handouts: Grammar reference, Naval Correspondence Manual highlights, example documents.
• Templates: Email, memo, and report templates following TQS and Naval standards.
• Resource List: Writing improvement tools, style guides, and technical writing resources.

This two-day course provides your team with practical skills for structured, accurate, and compliant technical documentation aligned with TQS and Naval standards.

Pre- and Post-Test Structure

• Test Format: 10 questions (mix of multiple choice, true/false, and short answer).
• Domains Covered:
  1. Grammar and Clarity
  2. Technical Writing Process and Structure
  3. Audience Adaptation
  4. Data Formatting and Visualization
  5. Compliance with Naval Standards and Document Formatting
• Objectives:
  1. Apply correct grammar and sentence structure in technical writing.
  2. Organize and outline technical information effectively.
  3. Adapt writing for technical and non-technical audiences.
  4. Present data visually to enhance understanding.
  5. Format documents according to Naval standards.