Successful Scientific Writing

By: Mohamed Samir El-Asaly

PT, CKTP

2016

Visual support for the written word

Presenting the message through visual aids

–Summarize the idea–Emphasize the key points–Simplify the information–Enhance the understanding

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CHOOSING AND USING VISUAL AIDS

Illustrations

FiguresAnything that is not

a table

Graphs

Charts

Technical Drawing

Photographs/Maps

TablesAn illustrations in which

data are placed in columns and rows

Planning your paper: When to use tables and figures in

scientific papersProducing effective tables and figures requires careful planning that begins at the manuscript writing stage itself. Here’s how to go about it:

• First, check out what your target journal has to say on the issue. Some journals limit the number of tables and figures and also have specific guidelines on the design aspects of these display items.

• Next, decide whether to use tables and figures or text to put across key information

• After you’ve decided to use a display item, choose the display item that best fits your purpose based on what you wish readers to focus on and what you want to present

• Finally, ensure that your tables and figures are well-designed.

How to choose between tables, figures, and text to present data

Use a table Use a figure Use textTo show many and precise numerical values and other specific data in a small space

To show trend, pattern, relationships across and between data sets when the general pattern is more important than the exact data values

When you don’t have extensive complicated data to present

To compare and contrast data values or characteristics among related items with several shared characteristics or variables

To summarize research results

When putting your data into a table mean creating a table with 2 or fewer columns

To show the presence or absence of specific characteristics

To present visual explanation of a sequence of events, procedures, geographical features, or physical characteristics

When data that you are planning to present is peripheral to study findings

General guidelines1. Ensure that display items are self-

explanatory2. Refer, but don’t repeat: Use the text to

draw the reader’s attention to the significance and key points of the table/figure, but don’t repeat details

3. Be consistent: Ensure consistency between values or details in a table

4. Give clear, informative titles5. Adhere to journal guidelines

Tables• Scientist’s best choice for complex

data.• The single most over-used form of

visual aid in scientific writing.• Although it’s easy, but they are not

necessarily appropriate for every paper.

Understand how tables are constructed

Understand how tables are constructed

• The column headings are known collectively as the box heading

• The group of row headings is called the stub

• A scientific table generally uses no vertical lines.

• Lines: one beneath the title, a second beneath the headings for the stub and the field, and a third below the field and before any footnotes

Help readers make

comparisons by organizing tables

logically

Guidelines for tables1. Combine repetitive tables: Tables and

figures that present repetitive information will impair communication rather than enhance it.

2. Divide the data: When presenting large amounts of information, divide the data into clear and appropriate categories and present them in columns titled accurately and descriptively

3. Watch the extent of data in your tables

Figures• Evidence, efficiency, and

emphasis• Meaningful• Quality• Size• Scale

Guidelines for figures1. Ensure image clarity: Make sure that

all the parts of the figure are clear2. Use legends to explain the key.3. Label all important parts: Label the

key sections and parts of schematic diagrams and photographs, and all axes, curves, and data sets in graphs and data plots

Graphs• Tables present results; graphs

promote understanding of results and suggest interpretations of their meaning and relationships.

• Use it when you try to make the reader understand the relationship between two variables

Column graphs

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Used to compare changes over the same period of time for more than one group

Line Graphs

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Used to compare changes over the same period of time for more than one group

Pie Graphs

Sales

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Best to use when you are trying to compare parts of a whole

Bar Graphs

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Used to compare things between different groups or to track changes over time.

Area Graphs

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Evaluates contributions to a total over time

X Y Scatter graphs

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When trying to determine whether the two variables are related

Stock graphs

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Close

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Measures volume displays two vertical (value) axe

Surface Graphs

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Does not use colors to distinguish the data series — colors are used to distinguish the

values instead

Radar graphs

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Method of displaying multivariate data in the form of a two-dimensional chart of three or more quantitative variables

represented on axes starting from the same point

Photographs• Take a number of photographs• Provide a plain, uncluttered background

that does not draw attention away from the object

• Colored pictures usually are preferred for oral or poster presentations

• Most print journals still restrict photographs to black and white images unless color illustration is essential for reasons of evidence, efficiency, or emphasis.

Guidelines for photographs• Crop the picture to a shape suitable for

the journal’s column dimensions without reduction in size while retaining the highest possible resolution

• In the legend, include a key to any symbols used

• Consider grouping related figures into a single plate to fill an entire printed page, rather than scattering them throughout the publication.

Low resolution High resolution

Explanatory artwork• Self explanatory on its own• It include both drawing and diagrams• Doesn't need much explanation• Anyone who sees the article can

logically understand what does it talk about

• Use it when you try to deliver the idea in a nut shell

Conclusion• Figures and tables, or display items, are

powerful communication tools—they give your manuscript a professional feel, attract and sustain the interest of readers, and efficiently present large amounts of complex information.

• Moreover, as most journals editors and reviewers will glance at these display items before they begin a full reading of your paper, their importance cannot be overemphasized. 

Visual support for the spoken

word

ORAL PRESENTATIONSPowerPoint is both the most professional and the most boring means of giving a presentation. – M. Alley and K. A. Neeley

If visual aids are used well they will enhance a presentation by adding impact and strengthening audience involvement, yet if they are managed badly they can ruin a presentation. 

Before you start, What is the purpose of the visual

• To clarify a key point?• To provide an illustrative

example?• To clarify or simplify a model?• To summarize?• To entertain?

Common visual aids

Whitebords and

interactive whiteboards

Flip chart

Over-head projector

SlidesVideo

PowerPoint or other

presentation software

Handouts

Whiteboardsand interactive whiteboards

• Good for developing an explanation, diagrams and simple headings, and for recording interaction with, and comments from the audience.

• Writing on a whiteboard takes time and that you will have to turn your back to the audience to do so. Bear in mind that white background of a whiteboard can cause contrast problems for people with vision impairment.

• Practice using it, before your presentation.

Flip Charts

• Popular• Low cost• Low tech solution to recording interactive meetings

and brainstorming sessions.• Can be prepared in advance and is portable• requires no power source and no technical expertise.• Ideal for collecting ideas and responses from the

audience and are good for spontaneous summaries.  • However, if the audience is large, a flip chart will be

too small to be seen by everyone.

Video

• Excellent for training purposes, but can be difficult to fit into a presentation structure.

• If a computer connected to a projector is available then videos can be played as files, from a DVD or with an Internet connection via YouTube or other online sources.

• Videos can also be built into a presentation using PowerPoint or other presentation software.

PowerPoint

• Use of PowerPoint and other presentation software is very common when presenting today. 

• Care should be taken, however, that visual effects do not detract from the presentation itself.  If you do choose to use PowerPoint try to have a practice run well in advance of a presentation so that you are confident when giving the presentation itself.

Over-Head Projector (OHP)

Slides

• Slides of excellent visual quality can have great impact on any size of group. 

• However, a good blackout is required for the images to be seen clearly and this causes eye contact with the audience to be lost. Unlike with other methods of presentation, you will not be able to add any spontaneous notes or records to the slides. If you are using slides, ensure that they are prepared in the correct order, ideally numbering the slides.

Handouts

• Handouts summarizing or including the main points of a presentation are an excellent addition but must be relevant.

• Presentation software packages such as PowerPoint can automatically generate handouts from your presentation slides.

Speaking in public

The seven tricks 1) Admit nervousnessAll you have to do is admit that you are a bit nervous speaking to your audience. The audience will be more forgiving if your nervousness shows up later on. More importantly you will feel more relaxed. Imagine their surprise when you gave them the best presentation ever despite your nervousness.The best way to do this is by joking about it.

2) Redefine your audience

• Redefine your audience generally means changing how you see your audience. Instead of seeing them as lecturers who are evaluating you, maybe you can convince yourself that they are all fellow students who are in queue to present after you. They are all equally nervous so there is no reason why you should be too.

• Do not try to convince yourself that they are babies in diapers or that nobody is around as suggested by some books. It is very hard to convince yourself that no one is around when you are actually speaking to them.

3) Invest in visual aids

• Imagine a presentation with beautiful PowerPoint slides and even more impressive notes given to each of your audience members. Half of the time, their eyes will not be on you. They will read through the notes and your fancy slides. This will help a lot as you can then speak to the people who are not looking at you. Giving a speech to people who are not looking at you is always easier.

4) Make mistakes intentionally

• This is another trick I encourage you to try. Once I “accidentally” dropped my notes on the floor, and while picking them up, I warned the audiences that the presentation will be more confusing after this. I heard some laughter from the floor.

• The idea is to gain control of your audience. If you can make them laugh and be more interactive with you, your presentation will have that casual feel to it which will make it more memorable than others. Ultimately you will find it easier to do.

5) Speak to one person at a time

• One of the most terrifying things about public speaking is the crowd. Just by looking at the crowd, all in silence just to hear you speak, will send shivers down your spine. To overcome this, you just need to speak to one person at a time.

• Choose one member of your audience and dedicate your whole presentation to him or her. Just assume that everyone else is not paying attention. When someone asks you a question, change your focus to that person and answer the question as if the two of you are in a coffee shop chatting away. Isn’t that the most relaxing way to handle a crowd?

6) Be impressive with personal opinion

• Just like blogging, everyone can copy an article and paste it onto their blog. However, people read blogs not only to know about things happening but to know what that particular blogger’s opinion is on the matter.

• When you speak or give a presentation, try to squeeze in a few of your personal thoughts on the matter. Of course these should be prepared early on. However, you should make it as if the ideas are “just in” while you are presenting. That will differentiate your presentation from the rest.

7) Have fun experimenting

• This is the most important tips of all. Have fun with the crowd. Try new ways to give the best presentation to your audience. Maybe experiment with a new funny approach, or walk around the hall instead of being static on the stage. Have fun with experimenting on human behavior and you will see that public speaking is not that bad after all.

• Remember that there are no failures, only different results.

• Have fun!