Communication occurs in a variety of forms and methods. It can be verbal, written, body language, sign language, electronically formatted, paper formatted, and even custom to groups or organizations. Effective communication leads to information exchange. Miscommunication at work may lead to disagreements, arguments, or potential legal action. Yet in any communication, it is assumed that the words, phrases, sentences, or expressions used will be interpreted as intended. But is that usually the case?

At the dentist office, I was told during an exam: "On number 23, a cap was recommended a year ago. Now, we recommend a filling procedure instead. A filling is also cheaper than a cap." I asked the hygienist to explain what is being proposed. The hygienist then explained to me that each tooth is assigned a number. She also explained the difference between a cap and a filling. She then physically located the tooth in question for my benefit. I now understand the scope and location of the proposed dental work.

Had I been in the dental profession, no detailed explanation would have been needed. This event reminded me that, as engineers, we use specific words and attach a specific meaning to these words. Yet, other professions and lay people may attach a different meaning to these same words or phrases.

For example, a display containing an aerial photograph was presented to a group of consultant engineers and planners. This display, which was to be used in an upcoming public meeting, contained a thin line and two thicker lines. The thick lines were located left and right of the thin line.

There was discussion among the engineers and planners as to what was defined by the thin and thicker lines. Engineers interpreted the thin line to represent a preliminary road alignment. This alignment defined a precise location. They also stated the thick lines defined a possible right-of-way corridor for this alignment.

The planners stated that a thin line is a "more or less" location of the road alignment. They also offered that a thick line defines a possible envelope location for the road alignment. The road alignment could be located anywhere within the envelope defined by the thicker lines.

Further discussion led to an agreement to define what is represented by thick and thin lines on the display. Changes to the display were made so that the lines corresponded to the agreed-upon new meanings for the lines. The group and display were now ready for the public meeting.

Know your audience
Often, I have heard fellow engineers receive calls from concerned constituents on projects. An engineer might offer the following response to an inquiry about a pavement section: "The contractor is paving 13 inches of flexbase and 4 inches of HMAC, now that he’s done with the subgrade …"

Does the average layperson know the meanings of HMAC, flexbase, and subgrade? Not everyone is an engineer or knowledgeable of our specialty. Some people lack any technical knowledge or skills related to civil engineering or construction. Wouldn’t a more appropriate response to the public use more lay person-friendly terms such as asphalt, gravel, and ’bull dozing’?

We have our own industry language, but do we take the time to explain it to stakeholders or others that have a different, if any, technical background? They might have a high school education or may be many years or perhaps decades removed from the classroom or a professional working environment.

Technical terms
Even within our own profession there can be differences in terms and meanings. When submitting an application for a permit, a good question to ask is, "What kind of plans (and how complete) are required for the permit?" My interpretation of base plans is around 30 percent complete and substantially complete plans are 90 percent to 95 percent complete.

But recently, I submitted plans to a project coordination group. The facilitator of this group had previously informed me, "Enough information must be on the plans for the company representatives to understand the project." I submitted what I considered to be 60-percent plans. When I received comments back from this group, my plans were referred to as 90-percent plans. Thus, my definition of enough information was substantially different than this group’s definition.

I submitted another plan set to an agency for its review. This agency required the most recent plan set available. My projects plans were printed on 11- by 17-inch sheets. Shortly after submission to this agency, I was informed that my plan set was ready for pick up. I interpreted "ready for pick up" to mean the plan set had been reviewed by the agency with comments noted as needed.

In this case, "ready for pick up" meant my plan set was received and stamped by the agency but not reviewed. After picking up this plan set, I was informed that only full-size plan sets are reviewed by the agency. I then asked what dimensions are considered "full size" plan sheets.

Also consider regional differences in vocabulary or word use. At the Michigan Department of Transportation, the 90-percent to 95-percent plans were called OEC plans. The term OEC represented omissions, errors, and checks. This was the plan set submittal before the 100-percent final plans that would be used for advertising and construction. I don’t know if these terms are still used. But at the time, I wondered if a non-engineer would misinterpret the term OEC plans as meaning previous submittals were not checked for omissions and errors.

A 60-percent plan submittal is called a "G.I." set in Michigan. G.I. stands for grade inspection. In years past, a project G.I. meeting would be held in the field to review the plans and check the grades.

In Texas, the first time I heard the term "catch point" I guessed its meaning, but decided it was best to ask anyway. I was informed that catch point is the limit of cut and fill. I was accustomed to the terms "slope stake line" or "slope stake."

The term "bar ditch" is used to refer to roadside ditches because an engineering software package labeled a ditch as a "bar ditch" in a version used several years ago. Use of the term is based on this tradition.

Regional differences also exist in technical standards, regulations, and requirements. For example, traffic control devices and regulations can vary by state or nation. In Michigan, rural stop signs were, in the past, installed as dual stop signs. A stop sign was located both to the left and right of the road that carries traffic required to stop. In Texas, only one stop sign is installed on a road that carries traffic required to stop.

Traffic signal operations also differ. On a left turn lane at a signalized intersection, the permissive (but not protected) phase in Michigan is a flashing red light. In Texas, this phase is denoted by a solid green without a green arrow.

In Mexico, the flashing green light can be part of the yellow phase. A vehicle entering the intersection during the flashing green can clear the intersection before the signal turns red. If the vehicle enters the intersection during the very short yellow phase, it is unlikely that it will clear the intersection before the signal turns red. And traffic violations are considered criminal, not civil, violations in Mexico.

Multiple terms or phrases often define the same thing. Soil retention blanket, matting, and blanket can refer to the same thing. A ditch can be a called a ditch, swale, or bar ditch. Construction drawings, plans, plan sheets, and P & P sheets all refer to some kind of engineering drawings. Bit and HMAC or hot mix refer to asphalt, although performance grades and binders may vary. However, asphalt that is not heated and used for pothole patching is usually called cold mix or cold patch. Depending on the jurisdiction, a temporary construction easement and a temporary construction permit may be the same document.

To add to the confusion, acronyms can have different meanings within our profession. For example, a traffic engineer may use the term "CTB" for a concrete traffic barrier. But CTB can also refer to cement-treated base. A "go by" plan set is the same as a reference or sample plan set.

Since even within the civil engineering profession there can be differences in vocabulary, we shouldn’t expect others to already know the language. It is not their job to be the engineer, that’s why they hired us. Take the opportunity to explain technical terms and jargon to them so that they can better understand the services and deliverables that we provide.

Miguel Villarreal, P.E., works for a local government in the Austin, Texas, metro area. He has worked for a state department of transportation and for a consulting firm.