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Improving Communication Skills

by Clifford Schwinger, P.E.The Harman Group, Structural Engineers

King of Prussia, Pa.

Tips for Structural Engineers from a

Structural Engineer

Structural Engineers Association of Ohio

Annual Conference Presentation

9/11/14

Why?

Good communication enhances the safety of the

structures we design.

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3 4“A communication breakdown at an Ontario engineering firm contributed to flaws in an inspection that failed to detect weaknesses in a mall roof before it collapsed.” Engineering News Record 6/12/13

5“A communication breakdown at an Ontario engineering firm contributed to flaws in an inspection that failed to detect weaknesses in a mall roof before it collapsed.” Engineering News Record 6/12/13

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Quebec bridge collapse – August 1907

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7Why?

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Easier to prevent problems than solve them

Differentiate yourself from your competition

Reduce RFI’s and change orders

Enhance your career

Enhance your firm’s reputation

Improve efficiency

Make your job easier

Personality

Filters

Mitigated speech

Confrontation

Listening & speaking

Inter=office communication

Contract documents

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x

To be discussed,

Personality style

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Personality is the outlook and attitude by which we filter everything.

Personality dictates our response pattern when interacting with others.

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Personality

Everyone has a “personality style”

Personality tests help us to understand our natural style

The DiSC Assessment is a tool that evaluates personality style

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Personality

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DiSC Assessment13

DominanceInfluenceSteadinessConscientious

Four personality styles:

DiSC Assessment14

Dominance

Confident, wants results, sees big picture, wants the bottom line (leader)

DiSC Assessment15

Influence

Optimistic, persuasive, relationship oriented, enthusiastic (people person)

DiSC Assessment16

Steadiness

Cooperative, sincere, dependable, calm, humble (team player)

DiSC Assessment17

Conscientious

Accurate, detail focused, independent, objective, competent (detail oriented)

Personality18

Personality and stress

When stressed, we revert to our core personality

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Personality19

Understand your strengths and weaknesses

Cwill help you better work with them

Understand the personalities of those with whom you work

You can’t change who you are (but you can adjust)

Work to leverage your strengths

Filters

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Filters

We filter what we say

We filter what we hear

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Filters22

Filters23

Filters

Understand how you filter the world

Understand how others filter the world

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Filters

Communicate clearly to pass through the filters.

Failure to clearly pass your message through the filters will distort what you are trying to say

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Mitigated speech

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x

Mitigated speech

Indirect speech which must be interpreted.

Used to avoid direct communication.

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Learn to detect mitigated speech.

Do you use mitigated speech?

Mitigated speech28

Confrontation

29Confrontation

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Problems will not go away by avoiding them

Confrontation stylesAggression

Avoidance

Acquiescence

Deal with problems immediately (when they are small)

Pick up the phone to prevent small problems from festering

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Communication

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x

One=third listening

One=third listening to what is not said

One=third speaking

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Communication is,

Master the art of listening

33Listening

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Listen to your client

Understand their goals

Listen to what is said and what is not said

No news is not necessarily good news

Listen for mitigated speech

Body language

Understand their bias

Understand their bias

Conversation with a fabricator,

“Don’t use HSS’s. They just went up $70 / ton.”

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Speaking(Less is more)

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Speaking

Be clear (avoid mitigated speech)

Can what you say be misinterpreted?

Be concise (do not pontificate)

Talking “with” versus conversing “at”

Make eye contact

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Before speaking or writing, ask

yourself this,

38Speaking

Before speaking or writing, ask

yourself this,

Does anyone care?

39Speaking

“Pour additional concrete to achieve flat and level slabs.”

40Speaking

“Pour additional concrete to achieve flat and level slabs.”

41Speaking

= What is “flat”?= What is “level”?= Ff

= FL

= ACI 117= What is the client’s expectation?

Speaking42

“I need the slab edge dimensions.”

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Speaking43

“I need the slab edge dimensions by the end of day next Monday 3/31 in order to issue 100% complete documents by 4/7.”

Are they listening?

Is your message clear?

Are they hearing you?

Speak to the audience

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Speaking

Written communication

Learn to write

Practice makes perfect

Do not pontificate

Write to the audience

Allow simmer time

Proof read (preferably by someone else)

45Written communication

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Many good engineers cannot write.avoid extra words put what you wrote aside and allow it to simmer.Poorly written reports and letters reflect poorly on you as an engineer.

Written communication

Communicate with the thought that lawyers may eventually be reading your letter, email or drawings.

47Written communication

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“PROVIDE ADDITIONAL REINFORCING

STEEL AS REQUIRED TO MEET THE

REQUIREMENTS OF THE BUILDING CODE.”

This is not clear communication as to your design intent,

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Written communication49

Nor is this,

“AVOID ONE)SIDED CONNECTIONS IF

POSSIBLE AND DO NOT USE FOR BEAMS

DEEPER THAN 18”. IF IT IS NECESSARY

TO USE A ONE)SIDED CONNECTION, THIS

CONNECTION SHALL BE DESIGNED IN

ACCORDANCE WITH THE AISC MANUAL.”

Email

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Email

Email alone is not communicationEmail does not capture tone

Emails are often not immediately read

Follow=up emails with a phone call or call and follow up with an email

Avoid email “battles” (pick up the phone)

Proof read before sending

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Coordination with other consultants

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Coordination with others53

Coordination with others

Don’t wait for others to initiate project coordination

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Inter=office communication

55 Inter=office communication

Is communication encouraged?=Are young engineers encouraged to ask questions, and offers suggestions?=Does everyone feel as they are part of the team?=Do experienced engineers ask younger engineers for their ideas

Formal procedures (Project Delivery System)

Checklists, forms, correspondence templates, scheduled meetings, quality assurance reviews, sign=off sheets

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The Contract Documents

57 Structural Drawings

The structural drawings (or BIM model) are the means by which we communicate design intent

The structural drawings must be,Consistent

Concise

Clear

Complete

Correct

Coordinated

In=house Quality Assurance review (second set of eyes)

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Structural Drawings 59Structural Drawings

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Structural Drawings61

Structural Drawings62

Clearly communicate connection design requirements to the fabricator

Show the reactions

Provide high=quality, designable concept connection details as required

Structural Drawings

Look for,

MistakesMissing informationConflictsAmbiguity

63 Structural Drawings

Everyone who reads your drawings is not a structural engineer.

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= Everyone has a personality style

= We all filter what we say and hear

= All communication is filtered at least twice

= Beware of mitigated speech

= Communicate clearly & concisely

= Foster communication in your office

= Master the art of listening

= Good communication can,= Make buildings safer= Prevent problems= Make your job easier

65Summary

Questions?

Thank you!

Clifford Schwinger, P.E.The Harman Group, Structural Engineers

King of Prussia, Pa. 601=337=3360

cschwinger@harmangroup.com