Keys to Successful Communication for Engineers
Effective communication is critical to successful project execution. Engineers should strive for excellence in communication, and a key component of this is discussing methods of communication with clients to ensure timely conveyance of information, clear expectations, availability of individuals, and effective methods of documentation. To facilitate this, I have developed this reference sheet to convey the default modes of communication for my company, Kosco Engineering Group, PLLC (KEG), and I encourage others to utilize this as well. Each project and team will be different, and thus communication avenues will need to be adjusted accordingly.
My Preferred Modes of Communication & Associated Reason
In-person meetings are most effective for collaboration, workshopping, and project kickoffs. Such meetings should be scheduled when key points of the project require collaboration. However, documentation becomes more difficult as it is challenging to take notes during in-person meetings.
Chats/Texts are ideal for “quick questions”, follow ups, reminders, and the like. They should be brief, informal, and used for short conversations. If a conversation ends up with several messages back and forth, a phone call is almost always more effective. Chats serve as an informal method of documentation and are often searchable. I offer the ability for clients to directly chat with KEG via Google Chat, Microsoft Team, and text message for timely communication. When requests fall outside the bounds of a quick question, I will direct the conversation to a formal email. No formal direction is ever given via chat; formal requests for changes etc. must occur through email.
Phone/Video calls are the next best method after in person meetings. Video calls should be implemented as the default for design collaboration or long-format meetings since screen sharing can be implemented. Phone calls are comparable to chats where a quick question or check in is required. No formal direction is ever given via phone call or video call; formal requests for changes etc. must occur through email.
Emails are critical for documenting project progress and key decisions. The maxim at KEG goes “meetings/chats for making decisions, emails for documentation”. In other words, decisions are best made via verbal communication and follow up emails should be sent to formalize the conversation, serve as a record, and allow the recipient an opportunity to clarify any items.
Project Communication
Success project teams check in often to provide updates. I require at minimum weekly meetings for project durations over one week. Such check-ins can be in person or virtual and can be as short as 15 minutes. Even if each party has "no updates" to share, still meet. Valuable information is almost always exchanged in my experience, and at the very least you are strengthening the working relationship.
Engineering Review and Redlining
Successful design engineering relies on key engineering information being conveyed on drawings. Projects are built off drawings, not calculations; however, the calculations drive the drawings. Therefore, it is key that the two are in agreement with one another. Experienced engineers are often able to provide preliminary feedback on a design concept put forth by others. In these instances, they will rely on experience to provide high-level feedback.
I strive for providing prompt feedback, when appropriate, and often follow up with the phrase: "looks good in concept," which means superficial review was performed and side calculations were run, but formal calculations are not complete. Minor adjustments are to be expected after calculations are formalized, but the conceptual design should be adequate.
Here's how I do my redlines:
Red markups are mandatory engineering directives required for structural integrity, code/specification compliance, etc. I expect these comments to be updated exactly on the revised drawings. Where quotes and all caps are provided for a comment, the draft shall update the detail verbatim. I expect to be contacted whenever there is ambiguity in redlines. Also, I strive to review redlines with individuals when redlined sets are transmitted to answer questions and ensure the information is properly construed.
Blue markups are non-mandatory design suggestions, value engineering, optimizations, etc that are optional. The drafter and project manager should discern how to address these comments. I've been doing design engineering for my entire working career - I have value I want to impart to my external clients, however I need to balance liability on my end as well.
In Summary
An engineer is only as good as he or she communicates and the engineering community needs to emphasize this importance. Design professional must be able to distill technical information to all individuals while being able to "hold their own" when defending their reasoning for a technical decision.
One is never complete in his or her quest to be a good communicator, but the more we all strive to improve, the better off the workplace will be.