Communications

Chapter from the Field Operations Handbook.

TECHNICAL COMMUNICATIONS

Technical Memo Best Practices

Structure:
1. SUBJECT: Clear, specific subject line (not "Update" — say what it's about)
2. PURPOSE: One sentence — why does this memo exist?
3. BACKGROUND: Brief context — what does the reader need to know?
4. ANALYSIS/DISCUSSION: The technical content — data, calculations, observations
5. CONCLUSIONS: What did you find? State it clearly.
6. RECOMMENDATIONS: What should be done? Be specific and actionable.

Writing Rules:
• Lead with the conclusion — busy people read the first paragraph
• Use active voice: "We recommend replacing the gasket" not "It is recommended that the gasket be replaced"
• Be specific: "Pump P-101A vibration increased from 0.15 to 0.42 in/s" not "pump vibration increased"
• Include data, not just opinions
• One memo, one topic — don't combine unrelated subjects
• Always include: date, author, distribution list, revision number

Weekly Report Structure

A good weekly report answers five questions:

1. WHAT DID WE ACCOMPLISH THIS WEEK?
• Milestone completions, key activities, measurements taken
• Be specific: dates, equipment tags, quantities

2. WHAT IS PLANNED FOR NEXT WEEK?
• Upcoming milestones, critical activities
• Flag anything that needs client action or decision

3. ARE WE ON SCHEDULE?
• Current vs. planned schedule status
• If behind: why, and what's the recovery plan?

4. WHAT ARE THE ISSUES/CONCERNS?
• Open issues requiring resolution
• Risks to schedule, cost, or safety
• Be direct — don't hide problems

5. PHOTOS/DATA
• Include relevant photos (with captions!)
• Key data tables, test results, trending

Format: Keep it to 1-2 pages plus attachments. Distribute by Monday morning for the prior week.

Source: Field_Operations_Handbook_v1.xlsx · sheet “Communications”

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