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November 12, 2015

Lauritz Thamsen, Andreas Kliem & Matthias Hovestadt

Complex and Distributed IT Systems (CIT)

CIT ServicetalkWinter 2015/2016

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Content

• Effective communication of information and results in scientific contexts (scientific style and standards)

Outline1. Finding and Using Existing Research2. Writing Papers3. Presenting Results4. Summary

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1. Existing Research

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1: Existing Research

• Finding publications§ Where to look?§ Searching Online

• Citing publications§ When? How?§ Bibliography

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Where to Look for Publications?

• Searching online§ Search engines§ Digital libraries (e.g. of publishers)§ Websites of labs, departments, and individual researchers

• Important conferences and journals

• Given a publication...§ check the reference list at the end of the paper§ take a look at sections that describe related work:

Introduction, Background, and Related Work§ ...other publications by the author?§ ...which publications cite this publication?

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Searching Online

• Search engines and databases§ Google Scholar: http://scholar.google.com/§ Citeseer: http://citeseer.ist.psu.edu/§ DBLP: http://dblp.uni-trier.de/db/

• Digital libraries* of important publishers§ ACM Digital Library: http://dl.acm.org/§ IEEE Explore: http://ieeexplore.ieee.org/§ Springerlink: http://link.springer.com/

* There‘s free access to many digitial libraries from within university networks (e.g. to the ACM DL from eduroam).

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Google Scholar (1/2)

Basic info

Abstract

Reference / BibTeX

Available versions

Cited by

Full paper

https://scholar.google.de/, accessed on April 29, 2015

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Google Scholar (2/2)

Preprints / Author‘scopies

https://scholar.google.de/, accessed on April 29, 2015

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Citeseer

Document versions

BibTeX entry

Abstract

References

http://citeseerx.ist.psu.edu/, accessed on April 29, 2015

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ACM Digital Library (1/2)

PDF version

Cited by

Abstract

References

BibTeX

Authors

http://dl.acm.org/, accessed on April 29, 2015

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ACM Digital Library (2/2)

More publications bythis author

http://dl.acm.org/, accessed on April 29, 2015

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Websites of Research Labs (1/2)

Intro

http://research.microsoft.com/en-us/projects/dryad/, accessed on April 29, 2015

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Websites of Research Labs (2/2)

PDF version

Presentation videos andslides

http://research.microsoft.com/en-us/projects/dryad/, accessed on April 29, 2015

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Websites of Researchers

Videos and slides fromofficial conference

presentations

Blog post

Demo

Code

BibTeX entry

PDF version

http://www.bailis.org/pubs.html,accessed on April 29, 2015

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1: Existing Research

• Finding publications§ Where to look?§ Searching online

• Citing publications§ When? Why? How?§ Bibliography

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When and Why to Cite

• Citing is an essential part of scientific work to...§ distinguish own ideas from those of others§ refer to related work§ point to other texts instead of repeating established

knowledge over and over§ validate statements that might be controversial, by

referring to published evidence

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Citing Sources

• Indicating the source of information§ No quotation marks, just an index to a reference: “A

hitchhiker should always carry a towel. [6]Ӥ Towels play a central role in international space travel

[6,7,8,9].

• Within the text or using footnotes?§ in the sciences, citations are usually done in the text: e.g.

“[...] is an active field of research [5-8]”§ Rule of thumb:

§ peer-reviewed à reference (e.g. journal articles)§ not peer-reviewed à footnote (e.g. blog posts)

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Exact Quotes

• Word-for-word repetition of a statement§ Set the text in quotation marks§ Do not change the text or indicate changes, including omissions

(e.g. [...])§ Add an index for the reference

§ “ ‘A towel […] is about the most massively useful thing an interstellar hitchhiker can have. ’ [6] ”

• Exact quotes…§ should be short and to the point§ should not follow exact quotes (i.e. don‘t overuse)

• Style advice: prefer giving sources over exact quotes!

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Language of Quotes

• Problem: Seminar reports and theses sometimes writtenin German, yet sources typically in English

• In which language to quote?§ Exact quote: Language of the quote§ Other citations: Language of the text

• Translate cautiously§ Don‘t change the meaning§ Don‘t translate technical terms when there‘s no immediate

translation

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Bibliography (1/2)

• Reference list at the end of texts allows to find cited sources

• Style is defined by the publisher, e.g. IEEE Transactions Style:§ J. Dean and S. Ghemawat, “MapReduce: Simplified Data

Processing on Large Clusters,” in Proceedings of the 6th Conference on Symposium on Operating Systems Design & Implementation, ser. OSDI’04. USENIX Association, 2004, pp. 10–10.

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Bibliography (2/2)

• Absolutely required information§ Article in a journal

§ Authors, title, journal, issue, publisher, year§ Paper in conference proceedings

§ Authors, title, name of the conference, publisher, year§ Internet source

§ Authors, title, link, date of access§ general problem: long-term availability

• Be consistent (e.g. if you give pages for a reference, give pages for all)!

• Use BibTeX for managing and generating bibliographies!

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2. Writing

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2. Writing

• Prior considerations§ How long? For whom?

• The Parts of a Good Paper§ Structure§ Layout

• Style and Tools§ Style§ Tools

• Plagiarism

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Length

• Full papers§ Conference papers: 6 – 12 pages§ Workshop papers: 6 – 10 pages§ Journal paper: 10 – 50 pages

• Short papers, demos, posters, magazine articles etc.: 2-10 papers

• Technical reports: 10 – 30 pages

• Theses§ Bachelor thesis: about 20 – 30 pages§ Master thesis: about 60 – 100 pages§ PhD thesis: not more than 200 pages

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Your Readers (1/2)

• How is a scientific text read?§ Rarely completely, often just bits and pieces§ Seldomly in a single session§ Often from the outside-in (e.g. title, abstract, intro,

conclusion, the references, approach, results, maybe andonly maybe the implementation details)

• How should it be written?§ Don‘t assume a specific reading order§ Provide short introductions into sections and references

to other sections§ Abstract, intro and conclusion is read by most, take extra

care!

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Your Readers (2/2)

• Who reads your text?§ Your readers may include reviewers, other researchers,

funding agencies and potential employers...§ Previous knowledge of readers varies

• How should it be written?§ Don‘t expect too much previous knowledge! (yet also don‘t start with

the big bang!)

§ Write your introduction generally, motivate broadly§ Provide references and, if space allows and appropriate, the

necessary background as Section II

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2: Writing

• Prior considerations§ How long? For whom?

• Organization of the Content§ Structure§ Layout

• Style and Tools§ Style§ Tools

• Plagiarism

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Sections

• Abstract1. Introduction2. Related Work3. Architecture4. Main Idea5. Experiments6. Summary7. Outlook• References

Alternative A• Abstract1. Introduction2. Background3. Approach4. Implementation5. Evaluation6. Related Work7. Conclusion• References

Alternative B

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Abstract (1/2)

• … is short and to the point (< 200 words)• … describes problem, solution, and results• … contains no unnecessary details (but is concrete, i.e. provide

numbers from your benchmarks)

• … does not tease, but delivers• … is the paper in shortform and independent of the

paper (i.e. don‘t introduce abbreviations for the paper in the abstract!)

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Abstract (2/2)

• Proposal: Five Sentence-Structure* by Kent Beck§ First Sentence: Context and background§ Second Sentence: Problem§ Third Sentence: Idea, approach, and contribution§ Fourth Sentence: Results of the evaluation§ Fith Sentence: Implications

* One or two sentences per sentence ;-)

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Introduction (1/2)

• Understandable introduction in one or two pages

• Provides the necessary contexts and motivates theresearch and contribution à parts 1-3 of the abstract in more detail

• Can include related work as description of the state-of-the-art (if a shortcoming with it is identified and addressed in the paper)

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Introduction (2/2)

• Proposed structure§ Background and context§ Problem: “However, …”§ ‘So what?’: Implications and importance of the problem§ If applicable, present the state-of-the-art with its critical

limitation§ Own approach*: “We propose” / “We present” / “This

paper introduces”§ Outline: “The remainder of the paper is structured as follows.

Section II gives / presents / shows / concludes…”

* Use a linebreak to distinguish background & problem, from your contribution!

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Main Theme

• Two or three sections building upon each other§ e.g. approach, implementation, evaluation

• Style advice: What, not how (or who) – write matter-of-factly and neutral (not historically and subjective: e.g. it’s not important which company stood behind an idea in which year)

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Related Work

• Presents the state-of-the-art and alternatives

• Per item§ Brief neutral description of the key idea§ Short comparison to your work

• If there‘s lots of related work, try to group items by theircommonalities: e.g. 7.1 Recovering Previous State

7.2 Handling Conflicts7.3 Tool Support for Versioning

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Conclusion

• Structure proposal: § Repeat solution and problem presented: „In this paper,

we presented .. [a solution]. With [our solution].. [the worldis better]“

§ State current limitations, outline future work§ End happily, especially if you mentioned multiple limitations

or lots of future work (“Nevertheless, our system already allows..”)

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Layout

• Objective: informative, organized, neutral

• Formatting usually specified by the conference, journal, or magazine: e.g. IEEE Transactions Style

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Formatting

• Sensible formatting enables fast navigation

• Divide up sections into subsections, use paragraphs, linebreaks à Show breaks in the argumentation andprovide re-entry points

• Emphasize new and uncommon terms

• Try to use lists, enumerations, tables, figures, code listing – it‘ll make your paper appear less dense!

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Figures

• Classic mistakes§ Low resolution pictures instead of e.g. SVG§ Colorful figures, but b&w-print

• Not your own figures?§ Reference the source (or it‘s plagiarism!)

§ Re-draw simple figures to match the style of your figures(but still reference the original!)

• Refer to all figures in the text: e.g. „Figure 3 shows a class diagram for [...]„

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2: Writing

• Prior considerations§ How long? For whom?

• Organization of the Content§ Structure§ Layout

• Style and Tools§ Style§ Tools

• Plagiarism

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Style

• Avoid spelling and grammatical errors, otherwise your work appears sloppy – people (e.g. profs) will stop reading!

• Care: Text is usually read much more often than written!

• Good style: simple, neutral, unambigious§ Use short sentences§ Avoid words that are colloquial, imprecise, subjective or

unnecessarly strong: e.g. good, trivial, unfortunately, very... § Some people still prefer first person plural over singular§ ...

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Abbreviations

• Use abbreviations sparingly and only common ones

• Introduce abbreviations at first occurrence, then use consistently§ “Stratosphere treats user-defined functions (UDFs) as first-

class” ... “they are manipulated solely by the UDFs that process them”

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LaTeX

• Recommended tool for writing§ Concentrate on the content, let LaTeX take care of

formatting, get better typesetting than e.g. Word§ Simple reference management via BibTex (\cite{})§ Good support for code listings, tables, and formulas§ Work with the SCM and the editor of your choice

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More Tools

• Spellchecker

• Language§ Dictionaries: e.g. Oxford Dictionaries, dict.leo.org or

linguee.com§ Synonyms: e.g. Thesaurus (English), OpenThesaurus

(German)§ Writing: hemingwayapp.com

• Diagrams: OmniGraffle, Inkscape, Visio, Powerpoint

• Versioning: use, for example, git for your LaTeX sources

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linguee.com

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thesaurus.com

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hemingwayapp.com

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2: Writing

• Prior considerations§ How long? For whom?

• Organization of the Content§ Structure§ Layout

• Style and Tools§ Style§ Tools

• Plagiarism

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Plagiarism

• Plagiarism: Copied without references§ Exact copies of text without quotation marks and reference§ Re-use of figures without referencing the source§ Presenting results and ideas of others as own findings

• Handling of plagiarism by universities§ At TU Berlin: 5.0 (or a worse grade for minor mistake)§ At other universities (especially in the US): end of your

studies

• Please don‘t do it!§ It‘s often easy to spot§ It‘s a waste of time for all of us

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3. Presenting / Talks

DISCLAIMER: dieser Teil basiert teilweise auf https://www.hs-=augsburg.de/medium/download/fki/studium/praesentations-technik.pdf,

zugegriffen am 28.4.2015

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1 + 1 = 3 !!!

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START WITH A BANG!

-CATCH THE ATTENTION OF

THE AUDIENCE!

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Presenting – Hands Out Slide 1Start with a Bang!

• Possible Options:§ Interactive: let the audience think about your topic by asking a

rethorical question§ Reporting: start with current news or results of a survey§ Surprising: consciously post false statement -> create a what if

scenario§ Provocative: exaggerate the major statement/assumption of your talk§ Humorous: Start with a joke or a funny introduction to your topic – e.g.

Distributed Systems definition by Lamport „ A distributed system is one in which the failure of a computer you didn't even know existed can render your own computer unusable.”

• But! § Keep it simple§ Don‘t exaggerate too much§ The aim is to catch attention, not to blame the audience!§ You are preparing a scientific talk à you don‘t want to sell something!

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3: Presenting

• Prepare the Presentation§ Basics§ Structure§ Layout/Design

• Give the Presentation§ Speech§ Body Language§ Questions/Feedback§ Further hints

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Your Audience (1/3)

Duration of talk

Attention

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Your Audience (1/3)

Duration of talk

Attention

• The audience wants to be …§ impressed§ entertained§ informed/briefed

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Your Audience (2/3)

• Analyze the setting§ Kind of audience§ Aim of talk§ Arena

Watch out for the guiding thread!

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Your Audience (3/3)

• Keep close to your central theme/keymessage§ Don‘t explain the world!

§ Otherwise, people will get bored quickly§ Bored people ask difficult/unexpected questions§ Be courageous, make statements when things get

too complex!

Try to guide the audiencetowards questions of your choice!

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Presenting– Handout Slide 2Analyse the setting

• What kind of audience are you dealing with?:§ Domain experts, people from a related discipline, or the general public?§ What does the audience know about your topic?§ What does the audience expect?

§ A group of investors will have different expectations than a group of scientists from the same research area

• What are the objectives of your talk?§ Inform: pick out the most interesting/new parts, go into detail (depending on the prior

knowledge of your audience)§ Or Convice (maybe sell?): draw the big/whole picture, stay rather superficial

§ Don‘t try to sell something when you are giving a scientific talk!

• What does the „arena“ offer?§ Projector (check resolution in advance!)§ Flipchart/Whiteboard

§ Works fine in case of interactive talks, if your are developing something with audience§ Try to avoid if you get nervous quickly, have bad hand-writing, have difficulties in illustrating things

online§ You can try to prepare a figure/template/diagram!

§ Speaker‘s desk -> if not try to avoid using a manuscript or notes§ How many seats? Formal or informal atmosphere? Do you need microphone, laserpointer,

other equipment

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Presenting– Handout Slide 3Analyse the setting

• Other constraints to consider:§ Time for presentation and discussion

§ Time management§ How much time do I spend on a slide? Should be well balanced! (between 1-2 min. per slide)§ Avoid fast switches (less than 30sec per slide)

§ Even if you just change a single element of a figure or add a sentence, people are scanning the whole slides for changes -> gets stressful in case of many fast switches!

§ Exceptions exist where you can sepnd more than 2 minutes on a single slide – example are charts orarchitecture diagrams

§ Practice your talk! Get a feeling for the time you spend on certain topics§ Practice more than once!

§ If speakers are not confident about certain parts of the talk, they tend to drop details and go fasterand crash their time management!

§ In general, the real talk will be a little bit faster than the tryout

§ Do I have to prepare backup slides?§ Often makes sense for scientific talks where detailed questions can be expected afterwards§ Be familar with your tool (Powerpoint etc.) – know how to quickly switch to certain slides in case of questions

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Structure

• Opening§ Introduce yourself and your topic

• Motivation / Problem statement§ Explain the problem / why it is a problem

• Results / Main part§ Present your results / results of the approach you are

presenting• Conclusion

§ Explain implication / effect, impact, consequence of the mainpart

Similar to the Abstract!

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Presenting– Handout Slide 4Structure

• Opening§ Salutation, introduce yourself

§ Name, affiliation, what are you doing – not more than 2 sentences§ Call the title of your talk

§ Optionally, you can quickly put your work into context of the domain your topic belongs to• Motivation / Problem statement

§ Most important part, if the audience doesn‘t get the problem you are addressing, they won‘t listen§ Quickly introduce state of the art§ Try to underline with a specific application scenario/use case

§ If you introduce an example, try to use it during the whole talk§ Try to use this example to illustrate the impact of the approach you are presenting – what

works different/why?• Introduction to the main part (optional)

§ Based on the objectives of your talk (see Handout Slide 2), you may present/explain the methods/scientificapproach that has been implemented to create your results

§ Same for necessary/foundational theory -> depends on audience! • Results / main part

§ Present your results/approach, keeping the kind of audience in mind (see Handout Slide 2) • Conclusion

§ Conclude your talk, present possible topics for future work§ If appropriate and not already done during main part: try to discuss/judge your results§ Important: give a final message! What do you want the audience to take home?§ „Thanks for the attention“ – start discussion, question round

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“K I S S” - Principle

(Keep it Straight and Simple)

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Slide Master (1/3)

Convention-

Usually:

Date lemma Slide number

Heading

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Slide Master (2/3)

slide number

Convention-

At least (in case of feedback/questions):

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Slide Master (3/3)

First (title) slide:• Title of talk• Speaker including

affiliation and/orcontact infromation

• if necessary event• date

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Design/Layout – Principles (1/3)

• inductive vs. deductive

• graphical vs. textual

• repeating vs. omitting

Examples, Examples, Examples!

Listening instead of reading…

Repetition goes deep...

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Design/Layout Principles (2/3)

The parrota colorful bird

Software ergonomicsHumane design of software

Gain user acceptanceFoster user‘s motivation and creativity

monthly salary

Visualization• Illustration • Comprehension, learning effect• Motivate audience• Media

• Projector• Monitor- Screen-Show??• Black-board, flipchart

use figures when presenting details

visualize statements

illustrate numbers

large fonts, keywords16.05.2007 design of slides 6 16.05.2007 design of slides 8

16.05.2007 design of slides 4216.05.2007 design of slides 12

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Design/Layout – Principles (3/3)

• Scientifically informative vs. entertainment – focus!

• Another (KISS counter-) example https://speakerdeck.com/rkh/aloha-ruby-conf-2012-message-in-a-bottle

https://www.youtube.com/watch?t=7&v=RrpajcAgR1E

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Presenting– Handout Slide 5Design/Layout (1/2)

• Keep it simple!§ Only one message/statement per slide§ Use short/precise formulation§ Do not put too much content on one slide

§ Be careful when showing large/complex architecture pictures or graphs!

• Design§ Don‘t use more than two fonts§ Don‘t use several font-types simultaneously§ CAPITAL LETTERS ARE DIFFICULT TO READ!§ Be careful with animations! Use them only where appropriate and absolutely necessary to

deliver the message – no slide transitions or “bling bling”§ Avoid fancy/strong colors unless you have profound knowledge in design§ Guideline for font size: title-44, heading-28, text-24§ Equations: only if absolutely necessary!§ Use figures whenever appropriate, keep figures simple, if you are introducing complex

architectures, develop by extending a figure from slide to slide§ A picture paints a thousand words!

§ Check spelling, use one style for the whole talk (e.g. AE vs BE)

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Presenting– Handout Slide 6Design/Layout (2/2)

• 10-20-30 Rule (if applicable to setting) by Guy Kawasaki§ Do not use more than 10 slides! – a listener cannot comprehend more than 10 ideas in one

meeting§ Do not talk more than 20 minutes! – be brief if you want the attention of busy people,

count on the subsequent discussion§ Do not use font-size below 30! – it‘s not about readability, it‘s about focusing on the key

message!• References/citations

§ Same rules as defined for essay/paper apply!§ If you like to highlight your own scientific work, you can list references in the main part§ Otherwise, use one slide at the end of the talk (usually not more than 10 references) § Trace simple figures ( -> uniform style), still reference source

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Presenting

• Prepare the Presentation§ Basics§ Structure§ Layout/Design

• Give the Presentation§ Speech§ Body Language§ Questions/Feedback§ Further Hints

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Speech (1/2)

• Perspicuity – “What did he say?”§ Clear pronunciation§ Appropriate volume – don‘t whisper, don‘t shout§ Use short sentences

§ No multi-clause sentences!§ Again!: Know your audience à try to avoid (or

at least introduce) technical terms that are likely to be unknown

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Speech (2/2)

• Articulation § Dynamic, diversified§ Appropriate speed, utilize breaks!§ Pick up the audience!

§ “In a nutshell / In summary …”§ “Let‘s have a look at …”

§ Use articulation to guide the audience through your talk!

§ Key to avoid monothonic speeches and monologues: practice!

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Body Language (1/2)

• Nonverbal communication through bodylanguage§ Body language + speech = outcome / value

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Body Language (2/2)

• Demeanor§ Eye contact

§ “stay tuned” to your audience§ Gesture

§ Illustrate statements§ Put emphasize on statements§ Natural§ Avoid exaggerated gestures

§ Facial expression§ Positive: steady, friendly, interested § Negative: agitated, turned away, fixed

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Questions & Feedback (1/2)

1. Listen patiently2. Give positive feedback

3. If necessary, repeat core of the question(e.g. using a microphone)

4. Answer closely related to subject, don‘twander§ It‘s better to offer an answer later than

telling unrelated stories, nobody isperfect!

§ Stay calm in case of unexpectedquestions!

That‘s an interestingquestion …

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Questions & Feedback (2/2)

• Helpful feedback is …§ Descriptive (objective/functional, not abusive)§ Constructive (focused on the future)§ Concrete (don‘t generalize, be comprehensible)§ Subjective (“I think …”)§ Not exclusively negative (there is almost every time something

positive)

• When getting feedback§ Hear out§ Don‘t justify yourself§ Be grateful

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Don‘t Be Scared

• Stagefright …§ Practice, practice, practice!§ Pick one or two friendly looking listeners from the audience,

keep eye contact§ Don‘t overestimate your stagefright! à studies show that only

12%* of your own stagefright is noticed by the audience§ If you loose the thread of your story, stay calm!

§ Breaks up to five seconds are fine!§ Try to summarize previous results if you need more time!

* 52% of all statistics are made up

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Common Pitfalls

• Common mistakes§ Mistake#1: No or no good motivation§ No or too little structure§ Bad structure: Many verbal references to previous and

following slides§ Boring slides (“Wall of Text” or a bullet point slide like this

slide)§ Too many slides, overloaded slides§ Implicit assumptions: Not enough introduction and

background§ Font too small

§ Unreadable / not distinguishable colors§ Unnecessary animations

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Practice

• Practice, practice, practice …§ To test the timing of your presentation§ To detect gaps in your chain of arguments§ To get feedback beforehand§ To build confidence

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Presenting – Conclusion

• The Finish Line…§ Summarize§ Forward looking: Future work / outlook§ Don‘t end with awkawrd silence or a “that was all”, instead

thank for the attention and ask for questions

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4. Summary

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Conclusion

• Communicating technical information and resultseffectively through following a certain structure, style, and idioms

• Work iteratively, get feedback, prepare, and practice!• Try to mimic good presentations and writing!

• Focus of this presentation was structure, tools, approachà take a look at the literature recommendations forbetter writing and English in texts and presentations!

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Recommendations (1/2)

• Research process§ The Craft of Research. Third Edition. Wayne C. Booth and

Gregory G. Colomb. 2008. University Of Chicago Press.• Writing and presenting in English

§ English for Writing Research Papers. Adrian Wallwork. 2011. Springer.

§ English for Presentations at International Conferences. Adrian Wallwork. 2010. Springer.

§ Style: Toward Clarity and Grace. Joseph M. Williams, Gregory G. Colomb. 2010. Longman.

§ The Chigaco Manual of Style. 16th Edition. University of ChigacoPress Staff. 2010. University Of Chicago Press.

§ The Elements of Style. William Strunk Jr., E. B. White, Roger Angell (Foreword). 1999. Longman.

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Recommendations (2/2)

• Essays and publications§ The Science of Scientific Writing. George D. Gopen and Judith A.

Swan. American Scientist, journal of Sigma Xi, 1990. § How to Get a Paper Accepted at OOPSLA. Ralph E. Johnson,

Kent Beck, Grady Booch, William Cook, Richard Gabriel, and Rebecca Wirfs-Brock. Proceedings of OOPSLA '93. ACM.