Effectively Communicating Your Research in English
Tokyo Metropolitan University
6 August 2014 Dr Jeffrey Robens
Senior Research Consultant Education Group Leader
S
Be an effective communicator
Your goal is not only to be published, but also to have impact in your field
Write effectively
Avoid common mistakes
Logically present your research in your manuscript
Write titles and abstracts that get attention
Prepare clear presentations
Effectively present your work to audiences
Effective writing
Section 1
Effective writing Reader expectations
Information is easier to understand when it is placed where readers expect to find it
Good writers are aware of these expectations
Effective writing Short sentences
Reading once… 4% of readers can understand a 27-word sentence
75% of readers can understand a 17-word sentence
Pinner and Pinner (1998) Communication Skills
Goals to aim for: 15–20 words
One idea per sentence
Effective writing Active voice
Sentences written in the active voice are:
simple direct clear easy to read
The theories evaluating economic growth were investigated.
Passive
We investigated the theories evaluating economic growth.
Active
Effective writing Active voice is preferred
“Use the active voice when it is less wordy and more direct than the passive”. (3rd ed., pg. 42)
“Use the active voice rather than the passive voice…”. www.apastyle.org/learn/faqs/effective-verb-use.aspx
“As a matter of style, passive voice is typically, but not always, inferior to active voice”. (15th ed., pg. 177)
“In general, authors should use the active voice…”. (10th ed., pg. 320)
ACS Style Guide
APA Style
Chicago Style Guide
AMA Manual of Style
Effective writing Stress position
Readers focus at the end of the sentence to determine what is important.
1. You deserve a raise, but the budget is tight.
Which sentence suggests that you
will get a raise?
2. The budget is tight, but you deserve a raise.
http://writingcenter.unc.edu/handouts/flow/
Effective writing
The budget is tight, but you deserve a raise. Your salary
will increase at the beginning of next year. Stress position Topic position
The topic position introduces the idea of the current sentence
The stress position also introduces the topic of the next sentence
Stress position
Effective writing Topic position
To increase the number of student applicants, the
university recently implemented a new program. An
important part of this program is to first give seminars
at top-ranking high schools in the region. Increasing
the number of local students is the initial step for the
program’s success.
idea idea idea idea
Topic link
sentence
Effective writing
Despite steadily rising enrollment rates in U.S. postsecondary institutions, weak academic performance and high dropout rates remain persistent problems among undergraduates. For academic institutions, high attrition rates complicate enrollment planning and place added burdens on efforts to recruit new students. For students, dropping out before earning a terminal degree represents untapped human potential and a low return on their investment in college. Poor academic performance is often indicative of difficulties in adjusting to college and makes dropping out more likely. This paper examines the joint effect of two related social cognitive factors—academic self-efficacy and stress—on academic performance and retention for college freshmen. Both of these factors have been…
Zajacova et al. Res Higher Ed. 2005; 46: 677–706.
Linking your ideas in your manuscript
Topic sentence
Stress sentence
Topic sentence
Support
Common mistakes
Section 2
Customer Service Common mistakes
Compared with is for comparing similar things
Compared to is for comparing different things
This year’s graduation rates were compared to those of last year.
This year’s graduation rates were compared with those of last year.
Comparisons
Customer Service Common mistakes
Use between for comparisons of two groups
Use among for more than two groups
… the only difference between the control group and the experimental group is ...
… significant differences were observed in the values among the five groups.
Between and among
Customer Service Common mistakes
Data is the plural form of datum
The data was analyzed... This data suggests…
The data were analyzed… These data suggest…
Data is plural
Customer Service Common mistakes Simple language
Nature’s guide to authors:
Nature is an international journal covering all the sciences. Contributions should therefore be written clearly and simply so that they are accessible to readers in other disciplines and to readers for whom English is not their first language.
www.nature.com/nature/authors/gta/index.html#a4
“I should use complex words to make my writing more impressive.”
Customer Service Common mistakes
To ascertain the efficaciousness of the program, we interrogated the participants upon completion.
Simple language
Customer Service Common mistakes
To ascertain the efficaciousness of the program, we interrogated the participants upon completion.
To determine the success of the program, we questioned the participants upon completion.
Simple language
Customer Service Common mistakes
Preferred Enough Clear Try Very Size Asked Keep Later Enough
Avoid Adequate Apparent Endeavor Exceedingly Magnitude Requested Retain Subsequently Sufficient
Simple language
Manuscript structure
Section 3
Coverage and Staffing Plan Manuscript
structure Introduction
Setting the context
Specific aims Aims
General problem
Problems with current solutions
Coverage and Staffing Plan Manuscript
structure
Aims
The present study aims to analyze how information presentation in these alternative formats (table, history graph and dance graph) influences the negotiators' behavior and negotiation outcomes.
Problem
Nevertheless, the potential of stylized decision aids has not yet fully been explored in electronic negotiation support research.
Identify an important problem State aims that directly address this problem
Writing the Introduction
Gettinger et al. Decision Support Systems 2012; 53: 161–174.
Coverage and Staffing Plan Manuscript
structure Methods
How it was done
Models/Equations Simulations
Specific parameters
Quantification methods Statistical tests
What was used
Materials Software/hardware
specifications
How it was analyzed
Study/software design
Coverage and Staffing Plan Manuscript
structure Results
1. Initial observation 2. Characterization 3. Application
Divide your study into short sections with clear subheadings
What you found, not what it means
Logical presentation
Subsections
Factual description
Coverage and Staffing Plan Manuscript
structure Discussion
Summary of findings
Relevance of findings
Implications for the field
Similarities/differences Unexpected results Limitations
Coverage and Staffing Plan Manuscript
structure
This paper proposes a modeling approach and a corresponding graphical notation for creative human collaboration processes. Our contribution has two main distinguishable features: it is capable of capturing complex patterns in network of artifacts and people, and it advocates a communication model where a process can modify only its own state and cannot explicitly impact related processes. In the future we plan to extend this execution framework with the notion of groups in order to allow for coordination of collaboration processes based on complex formations in social surroundings.
Discussion – the end
Conclusion
Implications
Future directions
Why your work is important to your readers
Liptchinsky et al. Information Systems 2014; 43: 66– 82.
Coverage and Staffing Plan Manuscript
structure Linking your ideas
General background
Objectives
Methodology
Results and figures
Summary of findings
Implications for the field
Relevance of findings
Problems in the field
Logically link your ideas throughout your manuscript
Current state of the field Introduction
Methods
Results
Discussion
Coverage and Staffing Plan Manuscript
structure Linking your ideas
Because the characteristics of single-valued and dynamic set-valued information systems are different, the method for knowledge acquisition in the former cannot be applied directly to the latter.
This study explored if the incremental method can be used for updating approximations in dynamic set-valued information systems.
The incremental technique is an effective way to maintain knowledge in the dynamic environment.
Problem
Objectives
Conclusion
Discussion
Introduction
Luo et al. Knowledge-Based Systems 2013; 50: 218–233.
Thank you!
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Titles and abstracts
Section 4
Customer Service Titles and abstracts
Important points
Summarize key finding Contains keywords Less than 20 words
Avoid
Effective titles
Your title should be a concise summary of your most important finding
Questions Describing methods Abbreviations “New” or “novel”
1. Is economic growth related to literacy rates?
2. Evaluating the relationship between economic growth and literacy rates
3. Increased literacy rates predict future economic growth
Question
Methodology
Customer Service Titles and abstracts Abstract
First impression of your paper
Importance of your results
Validity of your conclusions
Relevance of your aims
Judge your writing style
Probably only part that will be read
Customer Service Titles and abstracts Sections of an abstract
Aims
Background
Methods
Results
Conclusion
Why the study was done
Your hypothesis
Techniques
Most important findings
Conclusion/implications
Concise summary of your research
Customer Service Titles and abstracts Unstructured abstract
Antilock braking systems are designed to control the wheel slip, such that the braking force is maximized and steerability is maintained during braking. However, the control of antilock braking systems is a challenging problem due to nonlinear braking dynamics and the uncertain and time-varying nature of the parameters. This paper presents an adaptive neural network-based hybrid controller for antilock braking systems. The hybrid controller is based on the well-known feedback linearization, combined with two feedforward neural networks that are proposed so as to learn the nonlinearities of the antilock braking system associated with feedback linearization controller. The adaptation law is derived based on the structure of the controller, using steepest descent gradient approach and backpropagation algorithm to adjust the networks weights. The weight adaptation is online and the stability of the proposed controller in the sense of Lyapunov is studied. Simulations are conducted to show the effectiveness of the proposed controller under various road conditions and parameter uncertainties.
Poursamad A. Mechatronics 2009; 19: 767–773.
Customer Service Titles and abstracts Unstructured abstract
Conclusion Simulations are conducted to show the effectiveness of the proposed controller under various road conditions and parameter uncertainties.
Results
The hybrid controller is based on the well-known feedback linearization, combined with two feedforward neural networks that are proposed so as to learn the nonlinearities of the antilock braking system associated with feedback linearization controller. The adaptation law is derived based on the structure of the controller, using steepest descent gradient approach and backpropagation algorithm to adjust the networks weights. The weight adaptation is online and the stability of the proposed controller in the sense of Lyapunov is studied.
Methods This paper presents an adaptive neural network-based hybrid controller for antilock braking systems.
Background Antilock braking systems are designed to control the wheel slip, such that the braking force is maximized and steerability is maintained during braking. However, the control of antilock braking systems is a challenging problem due to nonlinear braking dynamics and the uncertain and time-varying nature of the parameters.
Poursamad A. Mechatronics 2009; 19: 767–773.
Customer Service Titles and abstracts Writing your abstract
Poursamad A. Mechatronics 2009; 19: 767–773.
Antilock braking systems are designed to control the wheel slip, such that the braking force is maximized and steerability is maintained during braking. However, the control of antilock braking systems is a challenging problem due to nonlinear braking dynamics and the uncertain and time-varying nature of the parameters. This paper presents an adaptive neural network-based hybrid controller for antilock braking systems. The hybrid controller is based on the well-known feedback linearization, combined with two feedforward neural networks that are proposed so as to learn the nonlinearities of the antilock braking system associated with feedback linearization controller. The adaptation law is derived based on the structure of the controller, using steepest descent gradient approach and backpropagation algorithm to adjust the networks weights. The weight adaptation is online and the stability of the proposed controller in the sense of Lyapunov is studied. Simulations are conducted to show the effectiveness of the proposed controller under various road conditions and parameter uncertainties.
Background
Methods
Results
Conclusions
Section 5
Effective presentations
Effective presentations
Comparing manuscripts and presentations
Time
Flow of information
Not limited Readers can take
their time
Limited Limited attention
No control Readers can skip
sections
Control Audience has to
listen to everything
Manuscript Presentation
Effective presentations Telling a story
Beginning Introduction
Middle Methods/figures
End Conclusion
Effective presentations
Beginning of your presentation
Brief introduction
Background information
Aims of your study
Use pictures and diagrams
• Current state of the field • Problem that needs to be addressed
Effective presentations Example
• Lumenal structures (bile canaliculi, BC) between hepatocytes are difficult to maintain in vitro
• Sandwich culture configurations promote BC maturation
• Biophysical mechanisms unclear
AIM: Determine if intracellular tension promotes or maintains BC maturation in vitro
Actomyosin Activity
Actomyosin Activity
Effective presentations
Middle of your presentation
Methods
Flow chart or schematic
Figures
Important results
Effective presentations
End of your presentation
Conclusions
Summary and implications
Future directions
How is this being further developed?
Effective presentations Slide layout
Font
• Sans serif (Arial, Calibri, etc.) • 40 pt for titles • 30+ pt for major points • 24+ pt for minor points
Layout • Limit 8 lines of text per slide • Use bullet points, not sentences • High contrast colors
Effective presentations Figures
Main limitation? Space!
Only choose most important data
Organize clearly
Effective presentations Selecting important data
Kim et al. Micro and Nano System Letters. 2014;2:2.
Comparison between original and proposed switches
Side view of proposed folded hinge to help relieve stress, especially under higher temperatures
Effective presentations Selecting important data
Kim et al. Micro and Nano System Letters. 2014;2:2.
Comparison between original and proposed switches
Side view of proposed folded hinge to help relieve stress, especially under higher temperatures
Original switch Proposed switch
Effective presentations
Data aligned and formatted
Table formatting
Muñoz et al. New Engl J Med. 2003;348:518−527.
Clear and concise table caption
Abbreviations defined
Effective presentations Is this a good table?
Alignment and formatting problems
Alignment of text
Alignment of parentheses
Alignment of decimals
Data similarity
Lines
Tumor size (mm3) before treatment Mean (±SD)
Tumor size (mm3) after treatment
Mean (±SD)
% decrease
Treatment time
Group 1 423.2 (6.23) 232.8 (3.18) 44.99 4 months
Group 2 286.43 (4.8) 157.32 (2.29) 45.08 14 weeks
Group 3 342.7 (6.88) 218.4 (5.2) 36.27 3.5 months
Group 4 404 (3) 302 (4.21) 25.247 90 days
Effective presentations Making a good table
Tumor size (mm3) before
treatment Mean (±SD)
Tumor size (mm3) after treatment
Mean (±SD)
% decrease
Treatment time
(weeks)
Group 1 423.20 (6.23) 232.80 (3.18) 44.99 16
Group 2 286.43 (4.80) 157.32 (2.29) 45.08 14
Group 3 342.70 (6.88) 218.40 (5.20) 36.27 14
Group 4 404.00 (3.00) 302.00 (4.21) 25.25 12
Tumor size (mm3) before treatment Mean (±SD)
Tumor size (mm3) after treatment
Mean (±SD)
% decrease
Treatment time
Group 1 423.2 (6.23) 232.8 (3.18) 44.99 4 months
Group 2 286.43 (4.8) 157.32 (2.29) 45.08 14 weeks
Group 3 342.7 (6.88) 218.4 (5.2) 36.27 3.5 months
Group 4 404 (3) 302 (4.21) 25.247 90 days
Effective presentations Selecting important data
Go et al. New Engl J Med. 2004;351:1296.
Characteristic Total Cohort (N=1,120,295)
≥ 60 ml/min/1.73 m2
(N=924,136)
< 60 ml/min/1.73 m2
(N=196,159)*
Age (yr) 52.2 ± 16.3 49.1 ± 15.1 66.6 ± 13.0
Female sex (%) 54.6 53.4 60.2
Ethnic group
White 50.9 47.2 68.6
Black 7.4 7.2 5.3
Hispanic 5.9 6.3 4.1
Asian 8.1 8.5 6.7
Mixed 2.4 2.4 2.8
Other 25.3 28.4 12.5
Medical history
Coronary heart disease
6.3 4.5 17.8
Stroke 2.6 1.7 8.3
Peripheral arterial disease
1.8 1.1 6.7
Chronic heart failure
2.1 1.0 19.8 * estimations
Necessary?
Important
Effective presentations
Often graphs are better than tables
Go et al. New Engl J Med. 2014;351:1296.
0
5
10
15
20
25
Coronary heartdisease
Stroke Peripheralarterial disease
Chronic heartfailure
Healthy
Kidney disease
Perc
ent
of
pat
ien
ts w
ith
at
leas
t
on
e ca
rdio
vasc
ula
r ev
ent
Presentation skills
Section 6
Presentation skills Before you present…
Most important thing you can do…
Practice
Learn your presentation, don’t read it
Don’t memorize, these are your ideas
Practice alone and with others, record yourself
Practice builds confidence!
Presentation skills Presentation tips – appear confident
Non-verbal
Use hand gestures
Make eye contact Always face
your audience
Smile!
Stand upright
Don’t be stiff, move naturally
Presentation skills Presentation tips – Speaking style
Verbal
Avoid filler words (“eeto”)
Pause for emphasis
Speak slowly
Show enthusiasm
Vary tone and pitch
Don’t talk to the screen
Presentation skills Answering questions
1. Understand the question
2. Clarify the question (if necessary)
3. Thank the audience member
4. Answer the question (be concise!)
5. Ensure you have answered the question
6. Thank the audience member again
Presentation skills Handling questions – Understand the question
Could you hear it clearly?
Do you understand the question?
Is the question appropriate for the audience?
Could the audience hear it clearly?
What do they want to know?
What is the most relevant question?
Presentation skills Handling questions – Difficult questions
Unsure of the answer
You don’t know the answer
Unrelated questions
You are the expert, answer with confidence
Be honest, but give your expert opinion
Politely address the question
Presentation skills Additional tips – time management
Stay within your time limit
Use a clock, watch, or mobile phone
Rushing and skipping slides make you look unorganized
Practice often and keep track of each section
S
Be an effective communicator
Your goal is not only to be published, but also to have impact in your field
Write effectively
Avoid common mistakes
Logically present your research in your manuscript
Write titles and abstracts that get attention
Prepare clear presentations
Effectively present your work to audiences
Thank you!
Any questions?
Follow us on Twitter
@JournalAdvisor
Like us on Facebook
facebook.com/EdanzEditing
Download and further reading edanzediting.co.jp/tokyo140806
Jeffrey Robens: [email protected]