Category: Writing

Writing for Developers and Consultants: Know your Documents Types

When I started this series on writing for developers and consultants, I thought of this piece first, but I couldn’t get the ideas to come together. Sometimes it takes a few tries.

Anytime you write something, you should be aware of what kind of document you’re writing and who is it for. The definition of “document” in this context is very broad it could be: an email, letter, solution design, chat messages, blog post, test script, work of fiction, book, poem, presentation, marketing slide deck, scope of work, and so on: anything that involves writing words.

For example, this is a blog post, about writing, meant for people who are developers or technology consultants who may have been told good writing isn’t important.

Common Work Documents

I’m going to put aside poems, novels, and other personal writing forms to focus here on work related writing. Developers need to be able to describe their work to other people. We also need to communicate about what is happening on a project, support one another, and ask for help. We do all these things with words, and often in writing.

In my career I’ve written a wide variety of documents as part of my work. A partial list (because I doubt I can think of everything to create a complete list) includes:

  • Emails
    • to my boss
    • to colleagues or friends
    • to direct reports
    • to clients
    • to large mailing lists
  • Solution Design Documents
  • Scopes of Work
  • Contracts
  • Invoices
  • Test Scripts
  • Conference Talks
  • Research Reports
  • Chat Messages

Some require more detail and longer prose than others. Some are expected to be polished where others can tolerate typos and mistakes. But each has its own style, structure, audience, and expectations that the writer must meet.

A Document’s Purpose

When you start to wring something, know your purpose in writing.

Not all documents are created equal and so understanding your purpose is critical. Are you writing an Solution Design that needs to outline how you plan to solve all the hard problems in a project? Or are you writing an email to your boss asking for a few days off? Is this a research report meant to support an advocacy project or a cover letter for a resume? All of those are important things, but none should be written in the same tone or with the same style.

A Scope of Work (SOW) is a lasting artifact during a projects that sets the bounds of the work you’re going to complete. A sloppy SOW can cost you, or your employer, vast sums of money. A SOW writing purely to defended against those concerns may not express the client’s needs and interests, and result in them refusing to sign.

An email to a client might be a friendly reminder about pending deadlines, or a carefully crafted notes from a contentious meeting. Written well, both could leave you in a better place with your client. Written poorly, both may cause your client to become frustrated with your sloppiness.

If you don’t know why you’re writing something, you are likely to write the wrong thing. At work, if you aren’t sure, ask for guidance.

A Document’s Audience

There is no such thing as a “general audience” you should always have a mental image of who you are writing to, and why.

We all know that it’s important to think about your audience, but we don’t always do this well. In part because determining the audience is sometimes a little complicated.

When your audience is the person or people you are writing to, you need to leverage your understanding of their knowledge, skill set, and project engagement. You want your text to meet them where they are.

Sometimes the audience you care about most isn’t the direct subject of the message, but a 3rd party you know, or suspect, will read the document later. I find this is true particularly in contentious situations.

FOIA Warning

If you work in, for, or with government agencies in the US (and for similar reasons elsewhere as well) – including as a subcontractor – you should understand if your content is subject to a Freedom of Information Act requests. Sometimes your audience isn’t the person you are writing to at all, but the reporter who could read the message 2 years from now after they get copies of everything related to your project. In those settings, don’t put anything in writing you don’t want on the front page of a major newspaper.

But FOIA can also be a blessing for a developer who knows a bad decision is being made. Carefully worded expressions of concern, and requests for written confirmation of next steps, can trigger FIOA-cautious readers to recognize they need to follow your advice.

Finding the Right Level of Technical Detail

One of the hardest things for developers, and other people with lots of technical knowledge, to do well is communicate clearly about technical minutia. There is a balance to be struck between providing transparency and overwhelming readers with details. Developers have to think about details in our work. We also use field specific jargon that can be confusing to people whose work is in other areas.

Too often we confuse that specialized knowledge of our field, with intelligence. I have watched developers lose their audience in the nuances of small details, and come away announcing their audience was a bunch of idiots. Early in my career I was guilty of this as well. Assume you’re audience is as smart as you; they just know different stuff.

When you make that assumption you can avoid talking down to people, and start to work on finding their level.

The right level of technical detail will also vary by document type. When I’m exchanging emails with a client’s in-house developer we go deep into the weeds often. When I’m writing a SOW, the technical detail is nearly absent as we are defining functionality and purpose, not the exacting detail of how that functionality will be delivered.

The more you can be in conversation with the people you’re working with about their background, the easier it will be to find the right level of detail to explain yourself clearly.

Summation

Hopefully by now it’s clear, this is an overview of approach, not detailed guidance. In a future post I plan to write about some of these specific documents types, and how to write them. Hopefully this overview gives you ideas and things to think about as you work on your next document.

As I said in my first post on this topic, communications skills for developers and consultants is an enormous topic. The plan for this series is evolving as I go. If you have suggestions or requests feel free to leave me a message.

Writing for Developers and Consultants: Use of Language

Words matter.
Grammar matters.

How we use language affects how our audience perceives us. In school teachers and professors taught many of us formal – and strict – rules for writing. Those rules are useful to know, but my point is not that you need to follow them strictly.

You need to control the language you use with intention, and create the impression you want your audience to have.

When we write at work, we are a reflection of ourselves, our team, and our companies. We want all those things to look good to our clients, customers, leadership – our audience. That is not the same goal as learning all the rules of Strunk and White. It’s about choosing the right words and structures to meeting our audience’s expectations.

To do this well, you need to understand the patterns and rules people think of as formal writing, and when to use idioms or patterns that break those rules. Sometimes it is better to follow the rules; sometimes it’s better to break them.

It’s a matter of fashion, pure and simple. People do need to be taught what the socially acceptable forms are. But what we should teach is not that the good way is logical and the way that you’re comfortable doing it is illogical. It should just be, here is the natural way, then there’s some things that you’re supposed to do in public because that’s the way it is, whether it’s fair or not.

John McWhorter

Strategic Use of Passive Voice

In college several professors demanded I never use the passive voice in my formal papers. Microsoft Word of the day backed up that assertion by flagging every passive sentence as a grammar error. In those papers they were right, since they controlled the grading standard, but those are not the rules I follow today.

Shortly after graduation my wife and I discovered the power of the passive voice when our rabbit chewed through a power cable of our brand new printer. When I called support I said: “The power cable is frayed.” They didn’t ask how the cable became frayed, they just assumed it had arrived that way and shipped us a new one. Perhaps not our most ethical moment, but a useful one in understanding the power of breaking the formal rules we’d been taught.

A simple definition of the passive voice is:

A passive construction occurs when you make the object of an action into the subject of a sentence. That is, whoever or whatever is performing the action is not the grammatical subject of the sentence.

UNC Writing Center

The classic joke is “Why was the road crossed by the chicken?” where we have clearly reversed the subject and the object of action. More commonly we leave the true actor, the person who should be the subject of the sentence, out of the sentence entirely. There are lots of discussions on the passive voice around, because it is an important concept to understand. But banning passive sentences is the wrong approach.

Passive construction makes sentences weak and frequently unclear. Without editing I will often write too many passive sentences in a post. But sometimes the weakness of passive construction helps to drive my point home.

In writing with clients over use of active voice can become accusatory. Think about the difference between “The data set provided has many errors.” vs “You provided me a data set with many errors.”

The first gives the reader room to blame a file, a process, or another cause other than themselves (which may be correct). The second points a finger. When I am trying to resolve a problem caused by bad sample data, pointing fingers, placing blame is not helpful. Sometimes we need to be clear, and identify actors explicitly. Sometimes we want to indirect to avoid creating unneeded tension.

Other Rules to Follow Strategically

In school our teachers taught many of us that paragraphs should always have three, or more, sentences that mirror the three sections of a paper: introduction, body, conclusion.

But a sentence by itself stands out and draws attention.

If every sentence were by itself they would stop standing out, so mixing emphasis and longer structures is still a good idea. The readability checker I use for my blog dislikes long sentences, preferring short choppy structures. Short punchy writing is easy to skim, but exhausting to read. Overly long sentences are hard to follow and may reveal incomplete thinking because they contain too many ideas. It’s a balance to be used carefully.

Punctuation is also taught as a series of strict rules. However use of commas, semicolons, periods, dashes, and so on are also matter of personal style. If you know the purpose of a mark you can decide when you want to use which to add emphasis and clarity to your text.

Starting sentences with conjunctions was most gracefully debated in Finding Forester (movie staring Sean Connery as an aging writer teaching a young African American boy how to become a writer):

Forrester: Paragraph three starts…with a conjunction, “and.” You should never start a sentence with a conjunction.

Jamal: Sure you can.

Forrester: No, it’s a firm rule.

Jamal: No, it was a firm rule. Sometimes using a conjunction at the start of a sentence makes it stand out. And that may be what the writer’s trying to do.

Forrester: And what is the risk?

Jamal: Well the risk is doing it too much. It’s a distraction. And it could give your piece a run-on feeling. But for the most part, the rule on using “and” or “but” at the start of a sentence is pretty shaky. Even though it’s still taught by too many professors. Some of the best writers have ignored that rule for years, including you.

More or less any rule or pattern you have been taught, you should explore when to follow and when to deviate.

Practice Until Your Comfortable

I know of no magic way to become comfortable using language carefully, except by doing it. Be thoughtful when you write. Edit carefully at every chance. Ask for feedback when available. And write in as many contexts as you can justify.

My whole point in keeping a blog, even well passed the era of independent tech blogging (and with limited care for the theme being used, SEO, or monetization) is to force myself to write regularly. I write different types of posts with different styles and attention to care. Some of that is months I’m being lazy, and some of that is very intentional.

I first wrote for this blog when I had a job that actively discouraged me from communicating well – I was told time and again that developers cannot write clearly. That’s crap: it was then, and it is now. So I started writing at least monthly to keep myself in practice.

Your practice does not need to be a blog. Find yourself some form of routine writing, and play with your style over time. Just a few suggestions of things to try:

  • Letters to friends and loved ones (on actual paper and with a stamp)
  • Short Stories or other fiction writing
  • Contribute project documentation to an open source project
  • Essays for Medium (more or less blogging with less commitment)
  • Participate in an online writing challenge
  • Journaling
  • Take a writing course

Still More to Come

As I said in my first post on this topic, communications skills for developers and consultants is an enormous topic. I have not yet planned the series, but you should expect more to come.

Writing for Developers and Consultants: Editing

The most important thing you need to have to be a successful consultant is excellent communications skills . If your client doesn’t understand and trust what you tell them, it doesn’t matter what you suggest, create, build, or deliver.

I have been helping a few colleagues lately work on their client communication skills and figured I should write down my suggestions for how developers can communicate well with clients.

Everyone on a project team needs to be able to communicate what they need, what they are doing, and how their piece of the project works. They also need to know how to address their own errors and mistakes so the project moves forward and the client trusts that errors will be resolved.

As I sat down to write this piece I realized the topic is huge; far too large for one post. I’ve thought about the importance of good writing, editing, grammar, the kinds of email messages we send, documents we write, and presentations we give. 

All of those probably justify at least one post, so I’m starting here: editing.

Why Editing is Important

Editing probably feels like an odd place to start a series on writing, but it is a thing you can start to do now that will help you write more effectively. If you have a college degree you probably got into the habit of writing papers fast, and turning them in at the deadline. But you almost certainly didn’t do enough editing of those papers (I’m married to a college professor, and I talk to college professors a lot: No. You. Didn’t.). If you don’t have a college degree, it’s also unlikely many people have sat down and talked to you about the importance of editing. If you’ve come to consulting from a writing-heavy background you’ve figured out by now the value of editing – this post isn’t really for you, so please come back for later installments.

Editing is how you take poor, or merely acceptable writing, and make it clear and compelling. 

Good editing is about more than basic mechanics, it’s about testing that your idea or explanation makes sense. Editing lets you clean up awkward, but technically correct, expressions. And it gives you a chance to reflect on how your audience will read the material. As you edit, see if each sentence makes sense to them the same way it does to you.

Editors Are A Luxury

A good editor is worth their weight in gold – sometimes more. Well known authors have been known to change publishing houses to follow a good editor. They are also not part of your typical consulting team. For consultants, having an editor is a rare luxury. 

For large documents, good teams will make sure one or two people give completed drafts an editing pass. Often getting support from a marketing department to edit a conference talk is possible. Another person reading an email and offering edits happens exceptionally rarely. It’s the same with internal presentations. No one will edit your chat messages except you.

So, while an outside editor is an invaluable tool, a consultant should not expect to have access to one.

Be Your Own Editor

That means you have to be your own editor. Editing your own writing is hard. If you could see the mistake the first time, you would have fixed it before you write the next sentence (those kinds of fixes are not the same as editing, that’s “fixing typos” or “not being lazy”).

There are three main tricks I use when being my own editor:

  • Put the document aside between writing and editing – the longer the better
  • Reading it aloud to yourself (yes really, out loud)
  • Edit on paper (use one of those printer things)

I wrote the first draft of this while sitting in the Atlanta airport. I revisited and edited a printed draft a few days later (my wife also took a pass – see above). And again after I put it into my blog. It’ll probably get a few tweaks after it’s posted.

Don’t Let Edits Be Personal

Writing, even technical writing, is very personal; editing should not be. 

A good edit may be brutal to the original material. If you get too attached to your first draft, you will be tempted to skip asking for an edit or doing an editing pass yourself. That’s part of why I put a document aside for a bit between writing and editing, it gives me space to see the flaws in my words and ideas.

Several years ago I was editing a long report for AFSC, and the first draft was far too long, too detailed, had too many tangents, and didn’t focus on the intended audience. I attacked it. She and I spoke several times to make sure she understood my goal was to help make her was succeed. Through aggressive editing we made sure her great work achieved her intended goal: stopping the unchecked growth of private prisons.

I deleted entire sections, rewrote the summary (which someone else then edited for me). I pulled in favors, got my wife to edit drafts. We debated chapter order, technical details, and sentence after sentence. What started at 100 pages, ended up being 20 page report with an 8 page summary that journalists and politicians cited as they debated proposed private prison expansion. Because of that work, and follow on efforts by people using it as a model, private prison growth has slowed substantially (if that’s not a topic you know about, trust me that’s a good thing). The author and I became friends and worked together well on follow up projects and efforts. She appreciated the value of the edits even if they were painful at first.

Edit Aggressively

Whether your editing for yourself, or for someone else, dig deep and edit aggressively. If you haven’t done much editing you want to think about every word, every piece of punctuation, every detail. As you get more practice you’ll find short cuts and learn your own weaknesses (or your team’s).  I use too many words, and write long sentences – I attack those. Shorter is better.

Using traditional grammar tools can be helpful, particularly if you are unsure about the basic grammar rules. But if you use tools like Grammarly or ChatGPT to rewrite things make sure you think carefully about if, and why, you like that version better. Used well Generative AIs are a useful tool, but if you lean on those tools too much you don’t actually get better yourself.

More to Come

As I said at the top, communications skills for developers and consultants is an enormous topic. I have not yet planned the series, but you should expect more to come (and I’ll edit this section to add references).