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Technical
Writing for Construction Science Graduates
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The
purpose of this study was to determine the perceptions of the
construction industry as well as the construction educators regarding
the need for technical writing skills among Construction Science
graduates. An instrument
was prepared to gather the data related to the technical writing skill
set of construction science graduates.
This instrument was sent to the CEO’s of the construction
companies, identified from Texas A&M University’s Department of
Construction Science Career Fair Database, and faculty members of in the
Associated Schools of Construction.
The results of the survey were used to determine the
importance of different construction documents used within the
construction industry for which good technical writing skills are
essential. The data was analyzed using stepwise and multiple
regression techniques. The
results from the study indicate that capability of writing business
letters, request for bid information, e-mails, and miscellaneous items
such as schedule of values and submittals are important in terms of
technical writing. All these factors were found to be related to the
overall capability of technical writing skills among Construction
Science graduates at a level of significance of 0.05. Key
Words:
Construction Science, Construction Documents, Technical Writing,
Undergraduate Education |
Statement
of the Problem
A
person’s ability to communicate effectively through the use of technical,
written, communication skills can greatly affect their career.
An individual’s capacity to write effectively is usually regarded as a
first-rate attribute. It can be categorized equally with a person’s
professional skills and knowledge. Professionals
in all disciplines, including construction, spend a considerable amount of their
time in writing technical reports. It
is a critical component to all tasks of significant importance.
Given this importance, industries report that students graduating from technical programs are generally not well prepared for the writing requirements of the contemporary workplace (Bradney & Courbat, 1998). Industries naturally have their own set of terminology committed to the specific requirements and situations exclusive to their form of business. Communicating effectively within an industry is a direct result of an individual’s ability to understand and use the industry’s vocabulary and communication practices. Effective written communication skills can assist in the acquisition of sought-after contracts and clients as well as assist in maintaining optimal relationships with vital customers.
Project
documentation is critical to the success of many companies.
Understanding and learning how to prepare a variety of construction
documents is of utmost importance to construction professionals. The
purpose of this study was to ascertain
the importance of technical writing skills for construction science graduates
and to identify the particular topics that are perceived to be important both by
the industry and the academia that may be included in a technical writing course
in a construction science curriculum.
Literature
Review
Overview
With
the growth of the U.S. college student population in the 1960’s and early
1970’s universities and community colleges recognized that a high percentage
of students had problems writing effectively (Ray & Stilter, 2000). Leaders
in industry have stated that for nearly 50 years that a major weakness of
graduating technical students is their lack of written communication skills (Bradney
& Courbat, 1998).
The
inability to communicate effectively does little to enhance the image of a
company. In fact, it proves to be
detrimental. Good writing skills
are necessary in order to communicate with clients, as well as with partners and
co-workers. How successfully a
company communicates potential problems and issues will largely depend on the
writing and communication skills of the company employees (Ray, 1999). In the
construction profession, reading and writing are paramount to an individual’s
performance in successfully completing a project (Ray, 1998).
Every
industry has an undefined list of terms that are essential to the specific
requirements and situations unique to that industry. An individual can successfully communicate within an industry
when they have mastered the terminology and methods of communication relevant to
that industry. When students graduate from their respective programs, they will
be given a wide range of activities and projects that will require them to
exhibit acceptable documentation and writing skills (Ray & Stilter, 2000).
There are few commercial endeavors that use and rely on written language skills
as much as construction contracting does (Maher, 1990).
Being
unable to acceptably execute these basic skills, new graduates will find
themselves at a considerable disadvantage (Maher, 1990). Many construction
programs offer courses in subject areas ranging from building materials and
methods to structures and environmental systems. It would be logical to believe that these are the skills
essential to one’s success in the construction industry (Maher, 1990). In
reality, the most important skill to be taught is the ability to write
effectively (Maher, 1990).
It
is no secret that construction education graduates are deficient in possessing
adequate writing skills for entering the business community (Wright, 1987).
Understanding that these skills need to be improved is the first step in
correcting the problem (Ray, 1998).
Teaching
Relevant Material
In
order to fill the void in writing skills educators must focus their attention on
writing as a fundamental communication skill (Wright, 1987).
It is important not only to make students write, but to have them write
on subject areas relevant to their studies (Ray, 1998). It appears to be
nonproductive to teach writing without concurrently teaching the subject matter
(Wright, 1987). If educators expect
writing skills to be developed only in English specific-type courses, it is
imperative that such courses be provided relevant content and set the context in
the students’ limited experience in language usage (Wright, 1987).
Employers
expect entry-level employees to be capable of writing effectively the matters
related to specific conditions of a particular project (Ray, 1998).
Professionals spend approximately 20 percent of their time writing reports of
some sort. Graduates must know how
to write competently and exhibit this competency immediately on entering the
industry in order to be successful (Maher, 1990).
If
the problem has been readily identified it would be the assumption of many that
colleges and universities would make the development of first-rate writing
skills an important goal and assign some of their best instructors to the
accomplish the task. Unfortunately,
this is typically not the case (Bradney & Courbat, 1998).
Many
professors in English departments usually specialize in a particular form of
literature and not in English composition.
Many will privately admit that they do not nor want to know how to teach
composition writing courses. Many of these professors are not adequately
prepared to evaluate the obscure information usually entailed in technical
topics. Since the information
cannot be judged on content, most instructors will invariably revert to issues
of format and technique. In short,
the writing in many areas of composition and technical writing courses does not
reflect the kinds of writing that the modern workplace expects students to do (Bradney
& Courbat, 1998).
Writing-Across-the-Curriculum
Regardless
of the style and amount of writing in specific English courses, the evidence was
apparent. A “gap” appeared
between the writing competency displayed in a composition course and the writing
performance in the type used by the individual students’ professional
disciplines (Ray & Stilter, 2000). The response to this performance gap has
led to what is now termed as writing in the discipline (WID) (Ray & Stilter,
2000). This method of writing allows students to become accustomed to the style
of writing associated with their disciplines and immerses them in the
professional dialogue of their field.
Writing
across the curriculum at its onset uses the approach that every teacher,
instructor or professor should become aware and should introduce into his
respective classroom and curriculum, the requirement of student participation by
writing (Ray & Stilter, 2000).
Writing
across the curriculum is a theory of writing rested on the basis of deeming
writing as a revised process, not a consecutively manufactured product.
Other theoretical components of writing across the curriculum can be
summarized as follows:
o
An interdisciplinary dialogue on writing that brings writing into as
many classrooms as possible. | |
o
Brief and varied (cross-disciplinary) writing forms that receive both
instructor and peer responses. | |
o
A focus on writing as learning – the principle that cognitive
processes involved in writing and knowledge acquisition are very similar
(Ray & Stilter, 2000). |
Without
a requirement to master writing skills, the graduate is initially handicapped in
his/her chosen professional world. This
handicap continues until these skills are acquired (Wright, 1987). This is
despite dramatic increases in mandatory reading, writing, and speech courses;
writing-across-the-curriculum initiatives, and the heavy emphasis placed on
writing skills by business and industry. It is unknown as to why this crucial skill has been and is
still being so inadequately addressed. This
is considered by some to be the greatest failure of the higher educational
system (Bradney & Courbat, 1998).
Need
and Promotion
By
not teaching our students to read critically and to write logically and clearly,
we unsuspectingly limit their personal and professional horizons (Bradney &
Courbat, 1998). An employee’s ability to advance in an organization may be
dependent on that person’s ability to communicate both verbally and with the
written word (Maher, 1990). Most all help wanted advertisement for technical
people specifically requires well-developed written communication skills (Bradney
& Courbat, 1998). It is important to note that the ability to write
effectively assumes a much larger role as one advances in a technical career.
This causes the problem to grow to unsuspected heights.
Without
adequate written communication skills, an employee may be passed over for
promotion (Ray, 1999). Almost every technical person can recall cases of
ambitious and technically adept colleagues passed over for promotion because
they could not write well enough to meet the demands of a higher position (Bradney
& Courbat, 1998).
Methodology
Data
Collection Procedure
A
total number of 400 Chief Executive Officers were randomly selected from Texas
A&M University’s Department of Construction Science Career Fair database.
Another 400 of faculty members teaching at different schools of construction
were randomly selected from the web site of Associated Schools of Construction.
A survey instrument was prepared to collect the data. It was administered via email in hopes for a speedy response,
but individuals had the opportunity to mail in their responses as well.
Some chose this option. Respondents
were given two weeks to respond. A
few days prior to the deadline, an email reminder was sent.
Due to a poor response rate relative to the population, an extension of a
week was given to those who had not yet had the opportunity to respond.
The total number of responses was 81—57 from the industry and 24 from
the faculty.
Variables
and their Operationalization
Overall
Technical Writing Skills (TECWRITE): It is the reported importance of
overall technical writing skills for construction science graduates.
Bid
package (BID): It is the reported importance of skill for writing
complete bid proposals by construction science graduates.
Business
Letters (LETTER): It is the reported importance of skill for writing
business letters by construction science graduates.
Change
order (CHANGE): It is the reported importance of skill for writing
requests for changes in construction items by construction science graduates.
E-mail
(EMAIL): It is the reported importance of skill for writing e-mail by
construction science graduates.
Internal
memorandum (MEMO): It is the reported importance of skill for writing
internal correspondence documents of specific project information by
construction science graduates.
List
(LIST): It is the reported importance of skill for writing comprehensive
crew and drawing distribution lists by construction science graduates.
Log
(LOG): It is the reported importance of skill for recording written
accounts of inspections, meetings, or telephonic communications by construction
science graduates.
Notices
(NOTICE): It is the reported importance of skill for notices of safety,
compliance, etc. by construction science graduates.
Report
(REPORT): It is the reported importance of skill for writing job-related
reports by construction science graduates.
Request
for Information (RFI): It is the reported importance of skill for writing
request for information by construction science graduates.
Schedule
of Values (VALUE): It is the reported importance of skill for writing
schedule of values by construction science graduates.
All
the variables were measured using a 5-point unidimensional scale, ranging from
“strongly disagree” to “strongly agree.” A value of 1 was assigned if
the respondents “strongly disagreed” with a particular statement, elevating
to a value of 5 if the respondents “strongly agreed” with the statement.
Analysis
and Results
A
stepwise regression analysis was performed using a forward-selection procedure
setting the significance level of entry at 0.2. This was done in order to
determine the relative importance of the predictor variables with respect to
their contribution in explaining the variance of overall technical writing
skills (TECWRITE) of construction science graduates. The following model
was used for the analysis;
TECWRITE
= β0 + β1BID + β2LETTER
+ β3CHANGE + β4EMAIL + β5MEMO
+ β6LIST + β7LOG + β8NOTICE
+ β9REPORT + β10RFI + β11VALUE
+ e
(1)
where
β0
= Intercept
β1,
β2, etc. = Regression coefficients, and
e
= error term.
The
results of the analysis indicated that only the skills for writing business
letters, schedule of values, request for information, e-mail, and notices
(entered in the model in that order) are correlated with overall technical
writing skills at the level of significance of 0.2. The results are shown in
Table 1.
TABLE
1
Summary
of Stepwise Regression Analysis for TECWRITE
Variable
entered |
Step |
Partial
R2 |
Model
R2 |
F-value |
LETTER |
1 |
0.4174 |
0.4174 |
56.60 |
VALUE |
2 |
0.1002 |
0.5176 |
16.21 |
RFI |
3 |
0.0400 |
0.5576 |
6.95 |
EMAIL |
4 |
0.0141 |
0.5717 |
2.50 |
NOTICE |
5 |
0.0153 |
0.5870 |
2.79 |
Further analysis was performed using a multiple regression analysis for a reduced model that included only the variables selected by the stepwise regression procedure. The results of the analysis are shown in Table 2.
TABLE
2
Summary
of Stepwise Regression Analysis for TECWRITE
Variable
|
Intercept |
Regression
coefficients |
T |
p>|T| |
Critical
value of |T| @ p<=0.5 |
Intercept |
0.64141 |
|
1.48 |
0.143 |
1.98 |
LETTER |
|
0.31447 |
3.30 |
0.002 |
|
RFI |
|
0.27084 |
2.46 |
0.016 |
|
EMAIL |
|
0.29769 |
2.26 |
0.027 |
|
VALUE |
|
0.19502 |
2.20 |
0.031 |
|
NOTICE |
|
0.19178 |
1.67 |
0.099 |
|
F-value
of the model |
p>F |
Model
R2 |
Adjusted
R2 |
||
21.32 |
<0.0001 |
0.59 |
0.56 |
The F-value of the model used for the multiple regression analysis was found to be statistically significant at a level much lower than 0.05. This statistic basically tests how well the model, as a whole, accounts for the dependent variable’s behavior. The predictive efficacy of the model was found to be moderately high with an R2 of 0.59 and an adjusted R2 of 0.56. R2 is the coefficient of determination of the model. The larger the value of R2, the better the fit of the model, and higher is its predictive efficacy.
The results indicated that writing skills for business letters, request for information, e-mails, and schedule of values were perceived to be important for construction science graduates. These independent variables were related to overall technical writing skill at the level of significance lower than 0.05. Only variable included in the reduced model found not related to overall technical writing skill at this level of significance was writing of notices.
Discussion
The
results of the study indicate that the construction science graduates are
expected to be efficient in writing business letters, request for information,
e-mails, and schedule of values. This is not surprising in view of the evidence
obtained from the literature in support of the need for teaching the students to
write effectively on subject areas relevant to their discipline.
Business
letters are a basic means of communication between organizations. Even at
entry-level positions, people are expected to write letters on a regular basis.
The message is expected to be persuasive. Like any other type of technical
communication, it is also required to be accessible, concise, correct,
professional, and accurate. A skilled writer of business letters will definitely
thrive in the industry.
Most
construction projects undertaken by organizations begin with a proposal. In
order to write a good proposal, one has to clearly ascertain the requirements of
the client. This calls for a request for information. A requestor should
specify as clearly as possible the particular information sought. The request
should allow the client to clarify what documents or information are being
sought. Without any clear information, it is not possible to submit a winning
proposal. It is, therefore, only logical that writing skills for request for
information was found to be important for construction science graduates.
Electronic
mail, in both corporate and personal domains, is gradually becoming a
communication medium of choice. It is cheaper and faster than a letter, less
intrusive than a phone call, less hassle than sending a fax. Using email,
differences in location and time zone are less of an obstacle to communication.
There is also evidence that email leads to a more egalitarian information
structure. Like other forms of communication, an email has to be read and
understood. There are certain principles that are required to be followed while
writing emails. Among other principles, one must follow the netiquette
(etiquette on a network) appropriate for the medium, and this skill has to be
learnt.
The
finding of a statistically significant relationship between overall technical
writing skills and preparation of schedule of values is also quite logical. For
every construction project, a contractor has to furnish a schedule of values for
review and approval of the client. It shows the amount included for each
principal category of work. Unit price items in the schedule of values should be
consistent with any bid item listing contained in the contract. No progress
payment is usually made to the contractor unless this schedule has been
submitted and approved. A graduate in construction science should have adequate
knowledge of how to prepare a schedule of values.
Conclusion
Effective skills are important for any professional. An industry depends on the ability of the skillful use of its communication practices by individuals employed by it. The study reveals that writing of construction related business letters, request for information, skillful use of electronic communications, and preparation of schedules of values are important for construction science graduates. Both the construction industry and faculty perceive that in order to achieve technical writing skills with reference to the industry, the construction science graduates should focus on achieving excellence in these industry-specific areas.
It may be worthwhile to include the topics that have been found to be important in the curriculum for technical writing for Construction Science students. A longitudinal study may be done to assess the impact that the modified technical writing course has had on the industry.
References
Bradney, David D. & Courbat, Michael E. (1998). Technical Writing: Higher education’s self-inflicted wound. Tech Directions, 57, pp. 33-36.
Maher,
R. P. (1990). A need for teaching
writing skills in construction education”, Proceedings of the 26th
Annual Conference of the Associated Schools of Construction, pp. 41-43.
Ray,
Christopher S. & Stilter B. (2000). Documentation: A building construction
management model for teaching writing in the discipline. Proceedings of the
36th Annual Conference of the Associated Schools of Construction,
pp. 67-76.
Ray,
Christopher S. (1999). Course development in construction writing and
documentation. Proceedings of the 35th Annual Conference of the
Associated Schools of Construction, pp. 57-71.
Ray,
Christopher S. (1998). An action plan for developing and implementing writing
skills in construction project administration. Proceedings of the 34th
Annual Conference of the Associated Schools of Construction, pp. 43-52.
Wright,
E. H. (1987). Total integrated across curriculum writing. Proceeding of the
23rd Annual Conference of the Associated School of Construction,
pp. 91-94.