Series—Ep. 3/5: The Automations I Used as an Engineer…or Wish I Used

Subtopic 2: NLP with Excel, Planning, and Organization

Welcome back to our ongoing series, “Automations I Used…Or Wished I Used.” The previous newsletter in this series was all python based, and this week we will be diving deeper into one of the most practical yet underutilized automations available today—Natural Language Processing (NLP)—particularly when combined with Excel, for idea organization, and information retrieval.

Whether you’re an engineering veteran or a student entering the field, you likely spend a significant portion of your time working with spreadsheets. Today, we’re exploring how NLP tools, like ChatGPT, can transform your interaction with Excel, your documents, and integrate with your work life to streamline your tasks and fundamentally reshape how efficiently you approach your work.

What Is NLP & Why Pair It with Excel?

NLP, or Natural Language Processing, is a subset of artificial intelligence (AI), specifically deep learning, that enables computers to understand, interpret, and generate human language. Tools like OpenAI’s ChatGPT, Google’s Gemini, and Anthropic’s Claude leverage NLP to facilitate interactions between users and AI through conversational language. Rather than learning complex programming languages, becoming a contract lawyer, or spending hours crafting intricate Excel formulas, NLP allows you to simply describe your requirements in plain English and get an immediate response.

Why pair NLP with Excel specifically? Well, Excel remains the backbone of nearly every engineering office worldwide. From managing project data to complex structural calculations, Excel is omnipresent. The sheer volume and frequency of Excel tasks make it ideal for NLP integration.

Below, we’ll explore four distinct tasks NLP can assist with, each profoundly beneficial for civil engineers. For each I will provide example prompts, but these are simplified for the purposes of this article’s length.

1. Extracting Data from TablesCivil engineering manuals, project reports, and industry guidelines are laden with data-rich tables. Typically, extracting this data manually into Excel sheets is cumbersome, error-prone, and tedious.Imagine you’re extracting W-member properties from the Steel Handbook into a spreadsheet for beam design purposes. Instead of manually transcribing data cell by cell, you can simply upload the manual to an NLP-powered platform, instruct it clearly, and have your Excel sheet generated accurately in minutes.Example Prompt:You are a civil engineering document extraction tool. I have uploaded a PDF of the AISC Steel Handbook. Please extract all data from the tables containing W-shape steel beam properties. Include the following columns: Designation, d, bf, tw, Ix, Iy, Sx, Sy, Zx, rx, ry, and Weight (lb/ft). Format the output as a clean, structured table suitable for Excel (CSV or Markdown). Ignore other shapes (e.g., channels, HSS). If units are not specified, assume standard imperial units as used in AISC.Within seconds, NLP parses the provided document, identifies relevant data, and systematically structures it into a clearly formatted spreadsheet. The time savings alone can transform entire workflows, freeing engineers to focus on the more analytical, strategic aspects of their projects. Of course, the results must be checked, but this provides a strong starting point.
   
2. Summarizing Contract RisksContracts are notoriously dense, filled with legalese that can obscure critical details and risks. NLP can distill complex, lengthy documents into concise, comprehensible summaries, pinpointing key obligations, risks, and clauses requiring your attention.Suppose you’re analyzing a subcontractor agreement spanning dozens of pages. Instead of poring through each clause manually, you leverage NLP:Example Prompt:You are a contract lawyer. Review the uploaded subcontractor agreement PDF and summarize all sections related to liability, termination, and payment terms. Highlight any clauses that may present significant risks.The resulting summary neatly categorizes clauses, flags risks clearly, and presents relevant sections with page references, enabling swift, informed decision-making.
3. Automating Formula Creation and Optimizing Excel LayoutsCreating efficient, error-free formulas and laying out data optimally in Excel are foundational yet time-consuming tasks in engineering. NLP shines brightly here, offering precise formula generation and layout recommendations tailored specifically to minimize spreadsheet latency and enhance readability.Let’s consider structural load calculations. Rather than crafting complicated nested formulas manually, NLP can quickly generate accurate formulas and suggest ideal layouts:Example Prompt:You are a spreadsheet wizard. Create an Excel formula to calculate beam deflection using input cells for length, load, modulus of elasticity, and moment of inertia. Suggest an optimal layout for minimal recalculation latency.The NLP tool instantly provides a correct, tested Excel formula, clear recommendations for spreadsheet structure, and guidance on organizing inputs and outputs to enhance speed and usability. In complex projects, such minor optimizations compound dramatically, significantly improving overall productivity and accuracy.
   
4. Workflow Planning and Task OptimizationNLP is also highly effective for strategically planning your engineering workflows. The complexity of civil engineering tasks often leads to confusion about optimal sequences for performing calculations, software usage, and documentation. NLP provides clarity by outlining concise, actionable steps to complete tasks efficiently.Imagine you’re tasked with designing a steel frame structure. The steps involve hand calculations, software modeling, design verification, and final reporting. NLP helps you outline a clear roadmap:Example Prompt:You are a senior structural engineer. Outline the most efficient workflow for designing a steel frame structure, including preliminary hand calculations, using structural analysis software, finalizing design checks, and generating a summary report. Include recommended order of tasks and how each step optimally integrates into Excel.Although the results may not align with exactly what you must do, they will provide you a starting point, expose blind spots you may have overlooked, and serve as a solid foundation and thought process before number crunching.
   

Why This Matters

In civil engineering, Excel, contracts, and in-depth planning are central to project execution, communication, and management. Mastering these tasks through NLP integration positions you at the forefront of industry innovation. Adopting these automated workflows today means fewer mistakes, greater project control, and an elevated focus on the creative, analytical tasks that machines simply cannot replicate.

For engineering students, understanding NLP’s capabilities early offers a distinct competitive advantage, preparing you to enter the workforce already proficient in tomorrow’s essential tools.

For seasoned professionals, NLP not only eases your current workloads but also prepares your practice to handle more complex, nuanced projects with ease, positioning your company ahead of competitors relying on traditional, less efficient methods.

Conclusion

NLP is becoming more prevalent every day and rapidly becoming an essential life skill. Those who leverage this tool effectively now will enjoy sustained advantages in project efficiency, client satisfaction, and overall career success.

In two weeks, we will get into exploring AI-driven agents specifically tailored for civil engineering workflows. Until then, challenge yourself to test NLP tools like ChatGPT with Excel tasks, planning, and understanding your docs if you haven’t already. You’ll soon discover a powerful ally capable of transforming how you approach your engineering responsibilities.