Jan 20, 2022 | ENGINEER & COMMUNICATE, Uncategorized
Hasten Slowly: Top Tips To Get Better Results
Hasten Slowly – Avoid the Knee Jerk reaction – Lots of frantic activity might look impressive to an outsider – But may not equate to actual Productive Work
- The pressure and urgency is always there for speed and a knee jerk reaction
- “We need it and we need it now”
- You are being urged to hit the Panic Button
- The pressure is on
- Your manager is on your back – their manager is on their back
- They are not sure what they need, BUT they want to see lots of action, movement, activity, lots of people doing lots of things
- It makes them feel good and it looks good
- And – throw in all of the “buzz words”
- It’s easy to get sucked in and to be carried along with that wave of unbridled enthusiasm. No questions asked.
- But Activity is not necessarily Productivity
- It can be a good idea to take a step back and look at the project/problem/breakdown/whatever in a calm and measured way – without the pressure
- The challenge is to rise above and take a birds eye view.
Hasten Slowly And Succeed
- Lets step back for a few minutes and review the situation
- What are the drivers
- Who is doing the driving
- Is it a reasonable request – it may be – but still needs to be thought through and a rational, logical process used
- Sort the wheat from the chaff
- Be diplomatic and apply logic- Take the emotion out of the decision making process
- Look at the issue in a calm and measured way
Going Forwards ..
I know that it is easier said than done – but it’s got to be worth a try
….. Hasten Slowly …..
Not Only – But Also…..
When there is a need to take a deep breath and take a break
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 20, 2022 | ENGINEER & COMMUNICATE
A typical Bullet Point Document
“Bullet Point“ Documents-Simple Tips To Get Better Results
How to write an effective Single Page Bullet Point Document – Every Time.
It’s quite ironic, we have access to mountains of information and it is literally only a mouse click away, but most of the people I am dealing with want a Single Page Bullet Point Document summation.
But writing effective Bullet Point Documents requires skill and technique. If they are badly written, the meaning can be easily lost and they serve no useful purpose, other than to totally confuse the reader.
It sounds simple, but how do you write a good Bullet Point Document – Every Time
THE “HOW TO” – Bullet Point Document
- Start with a short covering paragraph, a brief overview of what or why – a snapshot which will give the reader the background. A simple heading of – Overview
- Take it from the start – work out the logical order of what you need to convey
- Sometimes you can quickly put it together mentally and document a series of steps – it just happens
- Other times you get writers block and it just won’t come
- If this happens – make a separate document and just write it down as it comes into your head
- As though you where speaking to a close colleague
- Don’t worry about the spelling, grammar or correct words, just get it in a written form
- If you can’t think of the correct words, substitute with a few ???’s or XXX’s
- It will take shape and you can clean it up as you re read and create the format
- Then break it up into a Bullet Point format by isolating short sentences or runs of words and creating the Bullet Points
- Keep it brief
- But make sure that it can be clearly understood by the reader
- Are there unnecessary words which can be cut out
- Can the sentence be re written to remove words – e.g. “the pencil which belongs to me” could be written as “my pencil”
- However, don’t fall into the trap of making it so brief that it becomes ambiguous and can’t be clearly understood
- Suffering the pain of a few extra words in order to ensure a clear message is better than risking fewer words and a misunderstanding
- When you think that its there – take a break – clear your head – have a coffee
- Come back and re read it
- Ask a colleague to read it
- Does it still compute
- Is it “All Good” or does it need adjustment
- You may need to review several times until it comes together in a clear and unambiguous form
- Do you feel that you’ve got it just right
- Good, now you can hit the save button and send it off
This web page is not about heavy instruction. The aim is the 3 R’s Review – Refresh – Reset
Not Only – But Also
When there is a need to take a deep breath and take a break
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 20, 2022 | ENGINEER & COMMUNICATE, Uncategorized
DO – DUMP OR DELEGATE & Get Better Results
The emails keep coming in. Messages keep coming in. The phone never stops ringing.
Actions are required from every meeting and conversation. And you feel completely overwhelmed ?
There is an instinctive desire to understand and work on every issue – BUT the reality is that there are only a given number of productive hours in a work day. Maybe the time has come to adopt a DO – DUMP OR DELEGATE strategy in order to maintain your sanity.
DO – DUMP OR DELEGATE
I once had a boss whose favorite saying was –
“There are 24 hours in day – and then you have the night time to catch up”
Needless to say – he was very good at delegating
Do you find yourself putting issues to one side with the intention of coming back to them at some stage in the future – maybe later in the day when everyone else has gone home and it’s quiet or putting in a few hours at home later in the evening or maybe trying to catch up by working on the weekend? With laptops and the internet its all too easy – the pressure is on to do more extra work from home.
Before you become a workaholic and are completely burned out – Switch to the Do – Dump – Delegate method of managing the flood of emails and messages and other stuff – don’t put it to one side with the intention of coming back to it later – Don’t keep it hanging around or “on hold”
DO – DUMP OR DELEGATE
Not Only – But Also…..
When there is a need to take a deep breath and take a break
- Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s – with a bit of armed forces and medieval trivia thrown in
- Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R philosophy Review – Refresh – Reset
- Whenever possible – always follow the KISS Principle
- Challenge yourself and your colleagues with an Engineering Quiz
- Check out Engineering Odd Bits for odd subject matter – including humor and comment
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 20, 2022 | ENGINEER & COMMUNICATE
KISS – Keep It Simple Stupid
KISS – Keep It Simple Stupid: Top Tips To Get Better Results
I’m sure that we all know people who like to tell a good story. And there are times when that can be very entertaining. But unless there is a real meaning to the story – for example to emphasize or make a point. – Don’t Do It – Think: KISS – Keep It Simple Stupid
Save time, effort and money and remember that the more dialogue which is “out there” – The more chance of misunderstandings.
Also – On a “need to know” basis – Maybe there is a lot that people don’t need to know – as it just leads to confusion, misunderstandings and wasted time
- Don’t get caught up or bogged down in unnecessary detail if it can be avoided
- If – Short, Sharp and Simple will do the job – Do It
- Cut to The Chase at the earliest opportunity
Obviously there are many circumstances in Engineering which do demand comprehensive documentation and verbal advice – However there are many times when KISS will be a better option.
We owe the invention of the KISS principle to Clarence “Kelly”Johnson. He was an aeronautical Engineer who led an innovative team at Lockheed Martin and created the KISS principle during the rapid technology developments of WW2. (for the younger generation that is World War Two)
The key message to his team being that whatever they created – had to be understood, repaired and serviced by mechanics on the front line – typically with very basic tools and training.
NOT ONLY – BUT ALSO….
When there is a need to take a deep breath and take a break
- Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s – with a bit of armed forces and medieval trivia thrown in
- Regardless of your current status – always ask the question – Is there A Better Way and
visit the 3R web page for an overview of the 3R Philosophy Review – Refresh – Reset
- Challenge yourself and your colleagues with an Engineering Quiz
- Check out Engineering Odd Bits for odd subject matter – including humor and comment
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 19, 2022 | ENGINEER & COMMUNICATE
Take the Simple Option Whenever Possible and Cut To The Chase
“Cut To The Chase” – Discover A Better Way With 3R
Cut To The Chase – You might not be directing a Silent Era Movie but in today’s world when everything seems to be super urgent – the principle of getting to the crux of the issue quickly and cutting out any unnecessary baggage can be just as important now, as it was all those years ago.
Overview
- Keep It Simple and to the point
- Focus on the “end game”
- Time is money
- Is the ancillary detail adding value?
- If Not – Don’t Do It – save time, effort and money
- Remember that the more dialogue which is “out there” – The more chance of bored listeners and misunderstandings
- On a “need to know” basis – only tell people what they need to know – as it just leads to confusion, misunderstandings and wasted time
- We all know people who can tell a good story. And with a few drinks after diner or in the bar, it can be very entertaining – however in the business world – unless its going to add something – don’t let them do it – Cut To The Chase.
This web page is not about heavy instruction – The aim is the 3R’s Review – Refresh – Reset
and follow the KISS Principle
NOT ONLY – BUT ALSO
When there is a need to take a deep breath and take a break
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 19, 2022 | ENGINEER & COMMUNICATE
Get The Message Across With Good Engineering Communication
Engineering Communication & How To Get The Best Results
I left school many, many years ago and was one of a group of 20 new engineering trainees. We spent the first 12 months together, in the company training school learning the basics and getting to know each other and the company culture. I can well remember that the need for good Engineering Communication was continually being hammered into us.
And now – many, many, many years later – That need for good Communication is just as important as it ever was. And sadly is often overlooked.
Good Engineering Communication Is Vital
- Keep all of the Key people up to speed and in the loop
- But also – It is important let the “not so key” people know what is planned and that if they have input, it is valued and will be considered within the context of the plan
- Send a copy of “general” emails to everyone – regardless of how remote they may be to the plan
- Hopefully this avoids any future issues along the lines of …. “ well no one told us that this was going to happen”
- Put up hard copy notification on notice boards with drawings, pictures, diagrams etc
- If there is a large group of non English speaking workers – translate into their languages
- Make sure that they understand
- Don’t rely on a document on a notice board
- Typically use a bi lingual person to actually talk to them and make sure that they understand
- Plus – Ensure that any feedback is acknowledged and captured
Example A:
- I was involved in a project a few years ago which involved designing multiple pieces of mobile process machinery for an existing production line
- Existing long conveyors were fixed in place and the new plant was to be installed and removed from existing spaces – to suit the product being manufactured Replacing previous mobile manufacturing plant
- When the time came to install – there was misalignment and major drama
- The operators on the factory floor – with a great deal of smugness – advised that there had always been misalignment with these conveyors
- It had never been picked in the original installation and over the years the operators had learned to live with it and had devised their own “work arounds”
- No one had thought to bring them into project meetings regarding the detail of the new process – all communication had been through the supervisor who had not worked “hands on” on the line – so did not know
- Had we known about the misalignment from the start of the project – it could have been rectified as part of the project
- It did get fixed – but after a lot of extra work
The key message is – Communicate, Cover Your Anatomy (CYA) and keep good minutes of the meetings
See the topics – Minutes all Meetings and Cover Your Anatomy (CYA)
Example B:
- I worked in a chemicals manufacturing plant which had many smaller filling machines, it was very manual and lots of short runs and changeovers between products
- There was a very diverse group of ethnic workers
- We, Engineers, were always trying to improve productivity and safety
- We would have factory floor meetings with all workers to go over the proposed changes
- We would produce detail drawings, pictures of new plant and chalk it out on the factory floor to scale
- The proposed changes would be carefully explained in multiple languages
- Until there was agreement from all – that they understood
- I can well remember the smiling faces and nodding heads
- And often – as new plant or modification was being installed – I can also remember the anguished look on their faces as they protested that the new modification would not work because ……………..
- And it didn’t matter how many times we said – “but we explained it to you and you agreed”
Sometimes you need to have a thick skin and philosophical attitude and keep trying to improve – as the French say – c’est la vie – such is life
Not Only – But Also….
When there is a need to take a deep breath and take a break
- Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s – with a bit of armed forces and medieval trivia thrown in
- Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R Philosophy Review – Refresh – Reset
- Whenever possible – always follow the KISS Principle
- Challenge yourself and your colleagues with an Engineering Quiz
- Check out Engineering Odd Bits for odd subject matter – including humor and comment
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 19, 2022 | ENGINEER & COMMUNICATE
Remove All Ancillary Side Issues and create a clear pathway – For A Clear Vision Ahead
A Simple “Clear Vision” Gets The Best Results
Is there a lot of mumble and jumble and a feeling that you are just going through the motions. Round and round and round and not achieving anything meaningful. There is no Clear Vision.
Every meeting seems to end without a clear consensus. The Maintenance people, the Project people, the Accountants, the Sales people, the Marketing people, the IT people etc etc can not agree and there is no Clear Vision.
And of course, some of the people like the sound of their own voices and can waffle on, and on, and on for long periods of time.
The meetings always finish with no clear cut agreement.
Sound familiar ?
There is a need for Clear Vision and a need to cut through the haze.
THE FIX
Apply the KISS Principle
A) Ask the following questions and write very simple answers on the white board
- Were are we now
- Were do we want to be and finally – the key question
- How are we going to get there
B) Keep it short and to the point – remember – follow the KISS principle whenever possible
C) If the parties can not agree – Close it down – It will never go anywhere in its present form – stop wasting everyone’s time and go back to the Drawing Board or walk away from it altogether.
If there is no Clear Vision – its just like trying to grasp a cloud – IMPOSSIBLE
Not Only – But Also….
When there is a need to take a deep breath and take a break
- Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s – with a bit of armed forces and medieval trivia thrown in
- Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R Philosophy Review – Refresh – Reset
- Whenever possible – always follow the KISS Principle
- Challenge yourself and your colleagues with an Engineering Quiz
- Check out Engineering Odd Bits for odd subject matter – including humor and comment
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
Jan 19, 2022 | ENGINEER & COMMUNICATE
Always Deliver A “Clear Message” For Better Results
We’ve all been there…………..The Conversation – The Meeting – The Presentation There was no Clear Message
You look blankly at your colleagues and they look blankly at you. “What was that all about?”
There needs to be – A Clear Message – with no ambiguity and no verbal misunderstanding.
When it comes to a providing a clear message – I am reminded of the old World War 1 story regarding verbal misunderstandings.
Communication was not very good in those days – verbal military messages were sent via a series of radio relays, each radio operator would listen to the message and then repeat it on to the next radio operator until the message reached its final destination.
Send Three And Four Pence – We are going To A Dance – Maybe not a Clear Message
At one point in the conflict, the soldiers fighting in the trenches on the front line sent a verbal message back to Head Quarters, which of course was situated in a safe place – many miles behind the front line.
The message from the front was – “Send reinforcements we are going to advance”
The message which landed at Head Quarters was “Send three and four pence – We are going to a dance”
Not Only – But Also
When there is a need to take a deep breath and take a break
- Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s – with a bit of armed forces and medieval trivia thrown in
- Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R Philosophy Review – Refresh – Reset
- Whenever possible – always follow the KISS Principle
- Challenge yourself and your colleagues with an Engineering Quiz
- Check out Engineering Odd Bits for odd subject matter – including humor and comment
Engineer & Communicate – Engineering Trivia Quiz – Engineering Nostalgia – Engineering Odd Bits
