Technical Writing Tips

NASA kept these photos from Apollo astronauts’ cuff‑checklists under “Restricted” access for years. No, it’s not proof that the moon landing was faked. What they hid from the public eye was far more sly. On Apollo missions, each astronaut wore a multi‑page cuff checklist. It’s the ultimate cheat‑sheet for their moonwalks. Hidden between the pages? A surprise the ground crew preferred taxpayers never saw. That stunt proves two things: Memory buckles under pressure. A well‑curated checklist can keep you on task and make you laugh. When the pressure is on, even highly trained astronauts rely on simple checklists. That same humble implement saved pilots and patients back on Earth. In 1935,  Boeing B‑17 crashed at the first test flight. A simple mistake from the pilot who missed to disengage a lock led to the  first 19‑item pre‑flight checklist. That practice transformed the aviation industry for the better and saved many lives throughout the decades. Fast forward to 2008, Harvard Prof and Surgeon Atul Gawande did a study in 8 countries to implement a 1 page checklist before every surgery. Surgical deaths got cut by 47 %. The WHO officials adopted this checklist as the gold standard to save lives globally. 5 tips for making your checklists bullet-proof 1. Make every item deterministic.  Obvious to say yes or no. When two different people read it, they must interpret it the same way.  Don’t say “Check analytics”.  Say “Analytics tested in GA Extension. Confirm equivalent behavior for control and test paths” 2. Aim for the Goldilocks scope.  Too generic “How to start a business” = junk.  Too narrow “How to add this specific button in this bespoke web page” = can’t reuse.  3. Engage the doers.  Early engagement creates ownership and gets natural compliance.  4. Update after every use Make it a team habit to update the checklist after every execution. 5. Use the right type of checklist. Read-Do for things that must be done and confirmed at each step (eg. Payroll Checklist) Do-Cofirm for multiple party checklists that need checkpoints (eg. Product Launch Checklist) At Boomerang, we use: *Product‑launch checklist – born during Boomerang for Yahoo (RIP) and still evolving 13 years later. *Pre‑ & Post‑flight experiment – our Year of Experiments yielded 7 pre and 5 post-flight items that rescued us *New‑hire onboarding – Google’s 5‑item checklist study shows 25% boost in productivity *Off‑site playbook – 28 retreats in, we know every power‑strip, Sharpie and lunch menu counts. Comment “Checklists” if you want the Boomerang checklists mentioned. Are you still waiting for what the secret NASA was hiding in the cuff checklists? You will have to listen to the episode 6 of Less Busy Lab linked in the comments. P.S. The first commenter who guesses the hidden Apollo photo gets a virtual coffee.  P.P.S. Hint: The time has changed and you can’t do that in this day and age.  P.P.P.S. Sharing this NASA story doesn’t mean I approve of what they did. 

On being Reviewer 2 (or just don't). I was pushed recently, asked if by saying don't be reviewer 2, that meant don't write negative reviews. My response, no! You can deliver bad news in constructive ways. Here are a few tips for how to write a review, that while delivering bad news, is not cruel. Step 1. Start with Something Positive (If Possible) If there are any strengths in the work, acknowledge them upfront. Example: “The paper addresses an important topic, and the research question is relevant to the field.” Step 2. Be Clear and Direct but Diplomatic Avoid overly harsh or dismissive language. Instead of: “This argument makes no sense.” Say: “The argument would benefit from further clarification, as some key assumptions appear unclear.” Step 3. Use Objective and Specific Feedback Please point to specific sections or arguments instead of making generalized statements. Example: “The methodology section lacks details on the sampling process, which may affect reproducibility.” Step 4. Frame Criticism as an Opportunity for Improvement Instead of: “This study is flawed and should be rejected.” Say: “Addressing these methodological concerns could significantly strengthen the study's contribution.” Step 5. Offer Constructive Suggestions Provide actionable advice rather than just pointing out weaknesses. Example: “Consider including a robustness check to strengthen the validity of your results.” Step 6. Maintain a Professional and Respectful Tone Even if the paper has major weaknesses, avoid personal attacks or overly negative phrasing. Example: “The current version has several areas that need refinement to align with best practices in the field.” Step 7. Conclude on a Forward-Looking Note Encourage them to keep studying the topic and to review their work. Example: “With these revisions, the paper could make a stronger contribution to the literature.” There is no need to "slam a pie" in an author's face, to let them know there paper needs work! You can deliver the bad news in a constructive way, which helps them improve as a scholar in the future! #academiclife #reviewertwo

No one is waking up at 7am, sipping coffee, thinking, “Wow, I really hope someone explains holistic wealth architecture today.” People want clarity. They want content that feels like a conversation, not a lecture. They want to understand what you’re saying the first time they read it. Write like you're talking to a real person. Not trying to win a Pulitzer. - Use short sentences. - Cut the jargon. - Sound like someone they’d trust with their money, not someone who spends weekends writing whitepapers for fun. Confused clients don’t ask for clarification. They move on. Here’s how to make your content clearer: 1. Ask yourself: Would my mom understand this? If the answer is “probably not,” simplify it until she would. No shade to your mom, she’s just a great clarity filter. 2. Use the “friend test.” Read it out loud. If it sounds weird or overly stiff, imagine explaining it to a friend at lunch. Rewrite it like that. 3. Replace jargon with real words. Say “retirement income you won’t outlive” instead of “longevity risk mitigation strategy.” Your clients are not Googling your vocabulary. 4. Stick to one idea per sentence. If your sentence is doing cartwheels and dragging a comma parade behind it, break it up. 5. Format like you actually want them to read it. Use line breaks. Add white space. Make it skimmable. No one wants to read a block of text the size of a mortgage document. Writing clearly isn’t dumbing it down. It’s respecting your audience enough to make content easy to understand. What’s the worst jargon-filled phrase you’ve seen in the wild? Let’s roast it.

Positive feedback? Hurry through it. It doesn’t feel 𝘶𝘴𝘦𝘧𝘶𝘭. Negative feedback? That’s what we can 𝘧𝘪𝘹. That’s where the real work is. Too many engineers and leaders treat positive feedback like it’s background noise. I’ve seen this in clients, teammates, and honestly—myself, at times. But here’s the problem: when you train your brain to only listen for what’s wrong, every feedback session starts to feel like a threat. You miss the information about what’s working. You lose the signal that says “𝘥𝘰 𝘮𝘰𝘳𝘦 𝘰𝘧 𝘵𝘩𝘪𝘴.”. That makes feedback harder to give and harder to receive. This is how we create feedback-phobia. Positive feedback isn’t fluff. It’s a reinforcement tool. It tells your brain, “𝘛𝘩𝘪𝘴 𝘪𝘴 𝘵𝘩𝘦 𝘱𝘢𝘵𝘩—𝘬𝘦𝘦𝘱 𝘨𝘰𝘪𝘯𝘨.” ↳ If you’re receiving feedback: slow down when someone tells you what you did well. Ask why it worked. Positive feedback is data. ↳ If you’re giving feedback: don’t let the good parts get skipped. Pause and say, “𝘛𝘩𝘪𝘴 𝘳𝘦𝘢𝘭𝘭𝘺 𝘸𝘰𝘳𝘬𝘦𝘥. 𝘋𝘰𝘯’𝘵 𝘮𝘪𝘴𝘴 𝘪𝘵.” What kind of feedback are you wired to notice—and what might you be missing? When was the last time you let positive feedback actually land? Give this a repost ♻️ to help others find this message ✍🏻 You might like my weekly newsletter https://lnkd.in/gxtnCFay

Excellent tips here illustrating how a subtle change in tone can have a massive influence upon how your message is received. 1) Acknowledge Delays with Gratitude "Sorry for the late reply…" "Thank you for your patience." 2) Respond Thoughtfully, Not Reactively "This is wrong." "I see your point. Have you considered [trying alternative]?" "Thank you for sharing this—I appreciate your insights." 3) Use Subject Lines That Get to the Point "Update" "Project X: Status Update & Next Steps" 4) Set the Tone with Your First Line "Hey, quick question…" "Hi [Name], I appreciate you. I wanted to ask about…" 5) Show Appreciation, Not Acknowledgment "Noted." "Thank you for sharing this—I appreciate your insights." 6) Frame Feedback Positively "This isn’t good enough." "This is a great start. Let’s refine [specific area] further." 7) Lead with Confidence "Maybe you could take a look…" "We need [specific task] completed by [specific date]." 8) Clarify Priorities Instead of Overloading "We need to do this ASAP!" "Let’s prioritize [specific task] first to meet our deadline." 9) Make Requests Easy to Process "Can you take a look at this?" "Can you review this and share your feedback by [date]?" 10) Be Clear About Next Steps "Let’s figure it out later." "Next steps: I’ll handle X, and you confirm Y by [deadline]." 11) Follow Up with Purpose, Not Pressure "Just checking in again!" "I wanted to follow up on this. Do you need any additional details from me?" 12) Avoid Passive-Aggressive Language "As I mentioned before…" "Just bringing this back in case it got missed."

Tech jargon smothers great ideas. We see it every day at Motto® Brilliant innovations and products are hidden under complex language their customers can’t understand. Why? ⦿ We forget what it feels like to be a beginner. ⦿ Our internal lingo becomes a crutch, creating distance. ⦿ We mistakenly equate simplicity with lack of depth. But your tech isn't the only hero — what it does for the customer is. So, speak more human. Show how you make lives better. Instead of "Leveraging blockchain for decentralized finance solutions”... …say, "Helping people control their money without middlemen." See the difference? One confuses, and the other connects. Smart tech brands are catching on. Clear language doesn't diminish expertise — it *showcases* it. When people get you, they want you. To make this shift… → Use simple, relatable words → Focus on benefits, not features → Talk to your customers and listen to how they describe you → Test your message with non-tech people → Explain your tech like you're talking to a curious friend When you land this, something incredible happens: People see precisely how your tech fits their lives. You’re no longer just another tech company— You're a problem-solver people need. Clear language isn't dumbing down… …it's amplifying your impact.

A lot of the disenchantment with LLMs these days is simply this: if you provide a poorly written prompt, the LLM will behave poorly. To illustrate this point, imagine you're teaching a robot how to make a peanut butter and jelly sandwich. You might give the instructions: 1. Take a slice of bread 2. Put peanut butter on the slice 3. Take a second slice of bread 4. Put jelly on that slice 5. Press the slices of bread together These instructions seem clear but they could result in the robot taking a slice of bread, putting the jar of peanut butter on top of the slice, taking a second slice of bread, putting the jar of jelly on top of that slice, then picking up both slices of bread and pushing them together. Technically, that's not wrong, right? Being explicit removes a lot of non-determinism and uncertainty. A more explicit, better set of instructions would be:  1. Take a slice of bread 2. Open the jar of peanut butter by twisting the lid counter clockwise 3. Pick up a knife by the handle 4. Insert the knife into the jar of peanut butter 5. Withdraw the knife from the jar of peanut butter and run it across the slice of bread 6. Take a second slice of bread 7. Repeat steps 2-5 with the second slice of bread and the jar of jelly. 8. Press the two slices of bread together such that the peanut butter and jelly meet Being explicit is important. LLMs require us to think a little differently about the way we author things.

Communicating complex data insights to stakeholders who may not have a technical background is crucial for the success of any data science project. Here are some personal tips that I've learned over the years while working in consulting: 1. Know Your Audience: Understand who your audience is and what they care about. Tailor your presentation to address their specific concerns and interests. Use language and examples that are relevant and easily understandable to them. 2. Simplify the Message: Distill your findings into clear, concise messages. Avoid jargon and technical terms that may confuse your audience. Focus on the key insights and their implications rather than the intricate details of your analysis. 3. Use Visuals Wisely: Leverage charts, graphs, and infographics to convey your data visually. Visuals can help illustrate trends and patterns more effectively than numbers alone. Ensure your visuals are simple, clean, and directly support your key points. 4. Tell a Story: Frame your data within a narrative that guides your audience through the insights. Start with the problem, present your analysis, and conclude with actionable recommendations. Storytelling helps make the data more relatable and memorable. 5. Highlight the Impact: Explain the real-world impact of your findings. How do they affect the business or the problem at hand? Stakeholders are more likely to engage with your presentation if they understand the tangible benefits of your insights. 6. Practice Active Listening: Encourage questions and feedback from your audience. Listen actively and be prepared to explain or reframe your points as needed. This shows respect for their perspective and helps ensure they fully grasp your message. Share your tips or experiences in presenting data science projects in the comments below! Let’s learn from each other. 🌟 #DataScience #PresentationSkills #EffectiveCommunication #TechToNonTech #StakeholderEngagement #DataVisualization

How the military writes emails: I served in the Navy. And I learned a few tactics that changed how I approach email at work. The secret? Let's call it military precision. In the military, precision isn't just about the drill. It's about how folks communicate: Everything from mission briefings to day-to-day emails. Here's the breakdown: - BLUF: Bottom Line Up Front ↳ Always start with your main point. - Start emails with action-oriented subject lines ↳ e.g., "INFO: Q4 Sales Report" or "REVIEW: Client Proposal Due 12/15" - Use Active voice and BE direct ↳ "The team completed the project" is leagues better than "The project was completed by the team" - Follow the 1 idea per paragraph rule ↳ (It really forces you to be clear and concise) - Use bullet points where possible ↳ The bullet points aren't just a layout choice. They force you to be concise. Here's the result: Faster responses. Quicker decision-making. Clearer communication. This approach wasn't just about being formal. It's about getting things done. Whether it's a military mission or a corporate task... Clear and decisive communication wins the day, every time. Try it and see what difference it makes. What’s your take on effective email communication? Any protocols that give consistent results? ♻ Repost to help folks in your network email with military precision. ➕ Follow Kabir Sehgal for daily tips on growth, productivity, & building your portfolio career.

"When people tell you something is wrong, they're usually right. When they tell you how to fix it, they're usually wrong" When renowned actor and comedian Bill Hader made this comment, he wasn't necessarily thinking about product development or engineering. Yet, this concept maps well onto those domains, serving as a valuable lesson for everyone from young product developers to seasoned engineers. At the heart of this idea is the recognition that feedback, particularly from users or customers, is an invaluable source of insight into problems. Users are highly adept at pointing out what's wrong or where pain exists. Their lived experience with a product or service often lends them a unique perspective, allowing them to identify issues that may not be immediately apparent to those who designed or built it. However, the translation of these problem areas into workable solutions is a skill set that resides more comfortably with the creators—the engineers and product developers. This is where the second part of Hader's observation rings true. When users propose solutions, they often reflect a personal perspective or a narrow view of the problem, unaware of technical complexities, overarching product strategy, or design constraints. We might cringe when we hear, "we just went to users and asked them what they wanted." This approach, although seemingly customer-centric, can lead to misguided efforts and misplaced resources. It risks being swayed by articulate or loud voices, and not by genuine, widespread needs. It's crucial to take a step back and reconsider how we approach and utilize feedback. Product teams and engineers should listen attentively to the problems users describe, then apply their professional knowledge and expertise to devise appropriate solutions. This ensures that we are addressing real issues in the most efficient and effective way, driving innovation rooted in user needs while retaining a firm grasp on feasibility and strategic alignment. This principle is perhaps more nuanced in the field of engineering. Unlike the arts, engineering leans towards empirical, often quantifiable solutions. There are standards, best practices, and established methodologies that provide guidelines. Still, the core concept remains—listen for the problem, and then employ your expertise to devise the solution. So, the next time you receive feedback, remember: focus on the issue at hand and leverage your own skills, knowledge, and creativity to find a solution. Doing so will allow you to turn insights into innovation, driving your product or project towards success. Feedback, when decoded correctly, can be one of the most powerful tools in your arsenal. #learning #productivity #product #engineering