Technical Writing Seminar: Nine Errors That Cause Taiwanese Research Papers to Be Rejected

Technical Writing Technical Writing Seminar: Seminar:

Nine Errors That Cause Nine Errors That Cause Taiwanese Research Taiwanese Research

Papers to Be RejectedPapers to Be Rejected

Dr. Steve WallaceDr. Steve Wallace

Speakers experienceSpeakers experience

• NTU, NCTU, NTHU, and ITRI as NTU, NCTU, NTHU, and ITRI as technical writing teacher and editortechnical writing teacher and editor

• Editing and translation service – 30 Editing and translation service – 30 papers a daypapers a day

• 118 colleges, universities, and 118 colleges, universities, and research institutes in Taiwan and HKresearch institutes in Taiwan and HK

• Collected reviewer and editor Collected reviewer and editor commentscomments

• Researched researchers Researched researchers

The Publication The Publication ChallengeChallenge

• Consider the following statistic:Consider the following statistic:

•““The chance that a typical The chance that a typical paper of average quality will paper of average quality will get a favorable get a favorable recommendation from both recommendation from both referees is about 11% referees is about 11%

(= 1/9).”(= 1/9).”• - 1993 - 1993 APS OBSERVERAPS OBSERVER newsletter, a publication of the American Psychological Society. newsletter, a publication of the American Psychological Society.

What causes rejection of What causes rejection of Taiwanese papers?Taiwanese papers?

• ““The little things” The little things”

• Editor, Editor, Journal of Retailing Journal of Retailing

• ““Maybe there are some good ideas in Maybe there are some good ideas in the paper, but after a couple pages the paper, but after a couple pages with mistakes, I just don’t care.” with mistakes, I just don’t care.”

Reasons for Major Revision or Rejection of Chinese Journal Papers

4%

9%

7%

8%

13%

2%

16%

English Errors 27%

7% 7%

Faulty methodology

Inadequate references

Poor quality supporting figures

Outside the scope of journal

Not enough contribution to field

Authors did not follow manuscript instructions

Poor writing style and use of English

Title not representative of study

Subject of little novel interest or not generally applicable

Poorly written discussion

Writing Errors That Cause Revision and Rejection

17%

13%

16%

13%

7%

4%

4%

11%

15%Redundancy

Verb Tense

Passive Voice Errors

Weak Verbs

Verb Agreement

Omitting comparisons

Clear Pronouns

"It" and "There"

Noun Verb issues

Passive Voice ErrorsPassive Voice Errors

• ““Generally, I think you could Generally, I think you could improve the whole paper by improve the whole paper by using more active voice using more active voice sentences. It will improve the sentences. It will improve the flow and allow the reader to flow and allow the reader to follow your meaning.”follow your meaning.”1st Reviewer, 1st Reviewer, Journal of Hydrology Journal of Hydrology

IEEE GuidelinesIEEE Guidelines

• ““If you wish, you may write in the first If you wish, you may write in the first person singular or plural and use the person singular or plural and use the active voice. Remember to check active voice. Remember to check spelling. If your native language is not spelling. If your native language is not English, please get a native English-English, please get a native English-speaking colleague to proofread your speaking colleague to proofread your paper.” paper.”

• Template for Preparation of Papers for IEEE Sponsored Conferences & Template for Preparation of Papers for IEEE Sponsored Conferences & SymposiaSymposiaFrank Anderson, Sam B. Niles, Jr., and Theodore C. Donald, Frank Anderson, Sam B. Niles, Jr., and Theodore C. Donald, Member, IEEEMember, IEEE

IEEE Software Author IEEE Software Author Guidelines Guidelines

• ““Use active instead of passive voice Use active instead of passive voice and straightforward declarative and straightforward declarative sentences.”sentences.”

• ““Use straightforward declarative Use straightforward declarative sentences in active instead of sentences in active instead of passive voice." passive voice."

AMA Manual of StyleAMA Manual of Style recommends that:recommends that:

• ““In general, authors should use the In general, authors should use the active voice, except in instances in active voice, except in instances in which the author is unknown or the which the author is unknown or the interest focuses on what is acted interest focuses on what is acted upon."upon."

• AMA Manual of Style: A Guide for Authors and Editors.AMA Manual of Style: A Guide for Authors and Editors. 10th ed. New York, NY: Oxford 10th ed. New York, NY: Oxford

University Press; 2007.University Press; 2007.

The Journal of Trauma and The Journal of Trauma and Dissociation:Dissociation:

""Use the active voice whenever Use the active voice whenever possible: We will ask authors that possible: We will ask authors that rely heavily on use of the passive rely heavily on use of the passive voice to re-write manuscripts in voice to re-write manuscripts in the active voice."the active voice."

Guidelines for authors. International Society for the Study of Trauma Web site: Guidelines for authors. International Society for the Study of Trauma Web site: The The Journal of Trauma & Dissociation.Journal of Trauma & Dissociation. http://www.isst-d.org/jtd/journal-trauma- http://www.isst-d.org/jtd/journal-trauma-dissociation-info-for-authors.htm. Accessed March 5, 2009. dissociation-info-for-authors.htm. Accessed March 5, 2009.

OphthalmologyOphthalmology

• "Active voice is much preferred to passive "Active voice is much preferred to passive voice, which should be used voice, which should be used sparingly....Passive voice...does sparingly....Passive voice...does notnot relieve relieve the author of direct responsibility for the author of direct responsibility for observations, opinions, or conclusions observations, opinions, or conclusions (e.g., 'The problem of blood flow was (e.g., 'The problem of blood flow was investigated...' vs. 'We investigated the investigated...' vs. 'We investigated the problem of blood flow...')."problem of blood flow...')."

• Guide for authors. Elsevier Web site: Guide for authors. Elsevier Web site: Ophthalmology: Journal of the American Academy of Ophthalmology: Journal of the American Academy of Ophthalmology.Ophthalmology. http://www.elsevier.com/wps/find/journaldescription.cws_home/620418/ http://www.elsevier.com/wps/find/journaldescription.cws_home/620418/authorinstructions. Accessed March 5, 2009. authorinstructions. Accessed March 5, 2009.

The Journal of The Journal of NeuroscienceNeuroscience• "Overuse of the passive voice is a common "Overuse of the passive voice is a common

problem in writing. Although the passive problem in writing. Although the passive has its place—for example, in the Methods has its place—for example, in the Methods section—in many instances it makes the section—in many instances it makes the manuscript dull by failing to identify the manuscript dull by failing to identify the author's role in the research...Use direct, author's role in the research...Use direct, active-voice sentences."active-voice sentences."

• Westbrook G, Cooper L. Writing tips: Techniques for clear scientific writing and editing. The Society Westbrook G, Cooper L. Writing tips: Techniques for clear scientific writing and editing. The Society for Neuroscience website:for Neuroscience website:The Journal of NeuroscienceThe Journal of Neuroscience. http://www.jneurosci.org. Accessed March 5, . http://www.jneurosci.org. Accessed March 5, 2009. 2009.

British Medical JournalBritish Medical Journal

• "Please write in a clear, direct, and "Please write in a clear, direct, and active style...Write in the active active style...Write in the active [voice] and use the first person [voice] and use the first person where necessary."where necessary."

• The essentials of BMJ style. BMJ Publishing Group Web site: The essentials of BMJ style. BMJ Publishing Group Web site: British Medical Journal.British Medical Journal.

http://resources.bmj.com/bmj/authors/bmj-house-style. Accessed March 5, 2009.http://resources.bmj.com/bmj/authors/bmj-house-style. Accessed March 5, 2009.

The The Publication Manual of the American Publication Manual of the American Psychological AssociationPsychological Association (APA) has similar (APA) has similar advice:advice:

• "Prefer the active voice...The passive "Prefer the active voice...The passive voice is acceptable in expository voice is acceptable in expository writing and when you want to focus writing and when you want to focus on the object or recipient of the on the object or recipient of the action rather than on the actor."action rather than on the actor."

• American Psychological Association. (2001). American Psychological Association. (2001). Publication Manual of the Publication Manual of the American Psychological AssociationAmerican Psychological Association (5th ed.). Washington, DC: Author. (5th ed.). Washington, DC: Author.

ScienceScience

• "Use active voice when suitable, "Use active voice when suitable, particularly when necessary for particularly when necessary for correct syntax (e.g., 'To address this correct syntax (e.g., 'To address this possibility, we constructed an lZap possibility, we constructed an lZap library ...,' not 'To address this library ...,' not 'To address this possibility, an lZap library was possibility, an lZap library was constructed...')."constructed...')."

• http://www.sciencemag.org/about/authors/prep/res/style.dtl. Accessed March 4, 2009. http://www.sciencemag.org/about/authors/prep/res/style.dtl. Accessed March 4, 2009.

Behavioral EcologyBehavioral Ecology

• ““Active voice is preferable to Active voice is preferable to the impersonal passive the impersonal passive voice."voice."

• Instructions to authors. Oxford Journals website: Instructions to authors. Oxford Journals website: Behavioral Ecology.Behavioral Ecology. http://www.oxfordjournals.org/our_journals/beheco/for_authors/general.html. Accessed March 5, http://www.oxfordjournals.org/our_journals/beheco/for_authors/general.html. Accessed March 5,

2009.2009.

NatureNature

• "Nature journals like authors to write "Nature journals like authors to write in the active voice as experience has in the active voice as experience has shown that readers find concepts and shown that readers find concepts and results to be conveyed more clearly results to be conveyed more clearly if written directly.”if written directly.”

How to write a paper: writing for a Nature journal. Nature Publishing Group Web How to write a paper: writing for a Nature journal. Nature Publishing Group Web site: site: Nature.Nature.

http://www.nature.com/authors/author_services/how_write.html..

Accessed March 4, 2009.Accessed March 4, 2009.

http://www.nature.com/authors/author_services/how_write.html

Cautions about the active Cautions about the active voicevoice

When can we use the passive voice? When can we use the passive voice?

• In methods sections In methods sections

• When we do not know who completed When we do not know who completed the actionthe action

• When we do not careWhen we do not care

• Avoid using a personal pronoun (I, we) Avoid using a personal pronoun (I, we)

• Use Research, Study, Paper Use Research, Study, Paper

HHow would you change ow would you change this sentence?this sentence?

Identification of Identification of poor food, bad housing, poor food, bad housing, inadequate hygiene, and large families inadequate hygiene, and large families as the major causes of poverty as the major causes of poverty was made was made byby Jones (2005). Jones (2005).

• Jones (2005) Jones (2005) identifiedidentified poor food, poor food, bad housing, inadequate hygiene, bad housing, inadequate hygiene, and large families as the major and large families as the major causes of poverty.causes of poverty.


Consideration of whether countries Consideration of whether countries work well on cross-border issues such work well on cross-border issues such as immigration was undertaken by Raul as immigration was undertaken by Raul (2007)(2007). .

• Raul (2007) Raul (2007) consideredconsidered whether whether countries work well on cross-countries work well on cross-border issues such as immigration.border issues such as immigration.


• Modification of the model was made bModification of the model was made by Johnsony Johnson (2007) to reduce Color Breaku (2007) to reduce Color Breakup (CBU). p (CBU).

• JohnsonJohnson (2007) (2007) modified the modelmodified the model t to reduce Color Breakup (CBU). o reduce Color Breakup (CBU).

Noun to verb change Noun to verb change correctionscorrections

• ““It seems that many of your errors It seems that many of your errors come from your using nouns come from your using nouns instead of verbs. This makes your instead of verbs. This makes your sentences longer because you sentences longer because you need additional ‘meaningless’ need additional ‘meaningless’ verbs to complete them.”verbs to complete them.” Associate Associate Editor, Editor, Journal of RetailingJournal of Retailing


Improvement of the system is Improvement of the system is achieved by variation of the control achieved by variation of the control frequencies.frequencies.

• Varying the control frequencies Varying the control frequencies improves the system.improves the system.


Enumeration of Enumeration of three reasons why the three reasons why the English language has become so English language has become so important important was made bywas made by Thompson Thompson (2006). (2006).

• Thompson (2006) Thompson (2006) enumerated enumerated three three reasons why the English language reasons why the English language has becomehas become so important. so important.


A slight increase occurs in the A slight increase occurs in the performance rate. performance rate.

• The performance rate slightly The performance rate slightly increases.increases.

HHow would you ow would you change this change this sentence?sentence?

• "The CD57 expression on CD8+ "The CD57 expression on CD8+ cells in certain viral infections, such cells in certain viral infections, such as CMV and HIV, has been as CMV and HIV, has been demonstrated."demonstrated."

• "CD8+ cells express CD57 in "CD8+ cells express CD57 in certain viral infections, such as certain viral infections, such as CMV and HIV."CMV and HIV."


Discussion of Discussion of the challenges and the challenges and strategies for strategies for facilitation facilitation andand promotionpromotion of ERP was performed of ERP was performed byby Smith (2007). Smith (2007).

• Smith (2007) Smith (2007) discusseddiscussed the the challenges and strategies for challenges and strategies for facilitating and promotingfacilitating and promoting ERP. ERP.

Creating strong verbsCreating strong verbs

• ““Another suggestion for your paper Another suggestion for your paper is to find a native editor to help you is to find a native editor to help you with your verb use. Strong verbs with your verb use. Strong verbs move sentences. Helping verbs move sentences. Helping verbs often confuse the reader in your often confuse the reader in your technical descriptions.” technical descriptions.” Reviewer, Reviewer, Journal of Technology Management Journal of Technology Management


Smith (2003) Smith (2003) asked theasked the questionquestion as toas to whether conventional methods provide whether conventional methods provide the best environment for execution. the best environment for execution.

• Smith (2003) Smith (2003) questionedquestioned whether whether conventional methods provide the conventional methods provide the best environment for execution.best environment for execution.


• This article This article made a comparisonmade a comparison ofof seve several scenario modeling sequences in orderal scenario modeling sequences in order to ensure market competitiveness. r to ensure market competitiveness.

• This article This article comparedcompared several scenario several scenario modeling sequences to ensure market cmodeling sequences to ensure market competitiveness.ompetitiveness.


Rao (2008) Rao (2008) made usemade use of of examples of examples of these various techniques as evidence these various techniques as evidence that innovation continues. that innovation continues.

• Rao (2008) Rao (2008) used used examples of these examples of these various techniques as evidence that various techniques as evidence that innovation continues. innovation continues.

Avoid starting sentences Avoid starting sentences with the words, “It” and with the words, “It” and “There.”“There.”

• ““Your sentences are too long, Your sentences are too long, especially your methods section! especially your methods section! Try cutting them into individual Try cutting them into individual units of complete thought instead of units of complete thought instead of stringing together thoughts without stringing together thoughts without stopping for breath.”stopping for breath.” – Reviewer, – Reviewer, Journal of Water Resource ManagementJournal of Water Resource Management


It is It is vitalvital that quantitative measures that quantitative measures usefully supplement and extend usefully supplement and extend qualitative analysis. qualitative analysis.

• Quantitative measures must Quantitative measures must usefully supplement and extend usefully supplement and extend qualitative analysis.qualitative analysis.


It is necessary that the best method It is necessary that the best method to adopt for this investigation be to adopt for this investigation be determined by the committee. determined by the committee.

• The committee must decide the The committee must decide the best method to adopt for this best method to adopt for this investigation.investigation.


It is imperative that scheduling of It is imperative that scheduling of the work shifts be done by the the work shifts be done by the section supervisor. section supervisor.

• The section supervisor must The section supervisor must schedule the work shifts.schedule the work shifts.


It is crucial that assessment of the It is crucial that assessment of the control strategy be performed by the control strategy be performed by the site manager. site manager.

• The site manager must assess The site manager must assess the control strategy.the control strategy.

Use pronouns clearlyUse pronouns clearly (they, (they, which, them, this, it, he, she, which, them, this, it, he, she, etc.)etc.)• ““Line 12 on page 3 of your paper Line 12 on page 3 of your paper

is an example of your ongoing is an example of your ongoing problem using pronouns clearly. problem using pronouns clearly. There are at least 3 different There are at least 3 different nouns ‘it’ could refer to. You must nouns ‘it’ could refer to. You must make your pronoun references make your pronoun references clear!”clear!” -3rd Reviewer, -3rd Reviewer, IEEE IEEE Transactions on Advanced PackagingTransactions on Advanced Packaging


• The study design significantly affected the The study design significantly affected the analysis of X. This indicates that Y can be analysis of X. This indicates that Y can be modified based on C.modified based on C.

• The study design significantly affected the The study design significantly affected the analysis of X. This (finding, observation, analysis of X. This (finding, observation, phenomenon) indicates that Y can be phenomenon) indicates that Y can be modified based on C.modified based on C.


• In most previous studies, In most previous studies, theythey do not co do not consider the effect of X on Y.nsider the effect of X on Y.

• Most previous studies Most previous studies havehave not consi not considerdereded the effect of X on Y. the effect of X on Y.


In most recent studies, In most recent studies, theythey have have measured X in four different ways. measured X in four different ways.

• Most recent studies have measured Most recent studies have measured X in four different ways.X in four different ways.

Deleting redundancy and Deleting redundancy and extra wordsextra words

• ““The whole paper should be The whole paper should be shorter. I am confident that you shorter. I am confident that you could say everything you need to could say everything you need to in 30 % less space.”in 30 % less space.” – Reviewer, – Reviewer, IEEE Journal of Engineering IEEE Journal of Engineering ManagementManagement


It may be said that several It may be said that several explanations explanations could explain could explain this this result. result.

• This result has several possible This result has several possible explanations.explanations.


The current study was unableThe current study was unable, , insofar as we could determineinsofar as we could determine, to , to analyze these variables. analyze these variables.

• The current study was unable to The current study was unable to analyze these variables.analyze these variables.


• It is the systems analyst who makes a deIt is the systems analyst who makes a determination of the question as to whethtermination of the question as to whether the program should be implemented. er the program should be implemented.

• The systems analyst determines whetheThe systems analyst determines whether to implement the program. r to implement the program.


• It may be said that It may be said that systems systems have the abihave the ability tolity to incorporate incorporate types oftypes of equipment equipment in in orderorder that the user that the user is in a positionis in a position to inte to interact with the system. ract with the system.

• Systems Systems cancan incorporate equipment so incorporate equipment so that the user that the user cancan interact with the syste interact with the system. m.

Verb tenses in different sections of the paper

•“Your discussion section changes verb tense often. Sometimes you change several times within a sentence. It makes it difficult to understand what has been done and what you are still planning to do.” – Reviewer, IEEE Signal Processing Letters


All studies described as using the X All studies described as using the X procedure procedure are includedare included in the in the analysis. analysis.

• All studies described as using the X All studies described as using the X procedure procedure were includedwere included in the in the analysis.analysis.


X X will bewill be synthesized using the same synthesized using the same method that was detailed for Y, using method that was detailed for Y, using CO2 CO2

• X X waswas synthesized using the same synthesized using the same method that was detailed for Y, using method that was detailed for Y, using CO2.CO2.


“Concentrations of these compounds show no dependence on temperature and remained at a stable level…”

•“Concentrations of these compounds showed no dependence on temperature and remained at a stable level…”..

Which tense should you Which tense should you use?use?

•Use the past tense to describe methods and results.

•Use the present tense to describe what is known and the implications of your findings.

•Use the future tense rarely.

Omitting comparisonsOmitting comparisons

• ““Line 20 of page 2 should read, Line 20 of page 2 should read, ‘The finance department focuses ‘The finance department focuses on profits more than the on profits more than the accounting department does.’”accounting department does.’” - -1st Reviewer, 1st Reviewer, Finance ReviewFinance Review


• The finance department focuses on prThe finance department focuses on profitsofits more than more than the accounting departmthe accounting department. ent.

• The finance department focuses on profThe finance department focuses on profits its more thanmore than the accounting departmen the accounting department t doesdoes..


Country A funds high tech Country A funds high tech innovation innovation more thanmore than Country B. Country B.

• Country A funds high tech innovation Country A funds high tech innovation more thanmore than Country B Country B doesdoes..


• “The leachate fingerprint from the river was compared to the landfill.”

• “The leachate fingerprint from the river was compared to that from the landfill.”


The device formulated in this The device formulated in this experiment has higher luminance.experiment has higher luminance.

• The device formulated in this The device formulated in this experiment has higher luminance experiment has higher luminance than conventional models dothan conventional models do..


“Reactions with NaO-t-Bu were faster.”

• “Reactions with NaO-t-Bu were faster than those with LiO-t-Bu.”

Remember:Remember:

•Relative terms, such as more, higher, and greater, require a reference for comparison and do not make sense alone.

Subject and verb Subject and verb agreementagreement

• ““Read the submission guidelines! Read the submission guidelines! The English should be checked The English should be checked first! There are many basic errors first! There are many basic errors that should have been corrected that should have been corrected throughout this paper.” throughout this paper.” Reviewer, Reviewer, IEEE Transactions on Visualization IEEE Transactions on Visualization and Computer Graphicsand Computer Graphics


This paper This paper seekseek to address the to address the following questions: following questions:

• This paper This paper seeksseeks to address the to address the following questions:following questions:


However, no controlled studies has However, no controlled studies has compared differences in X and Y. compared differences in X and Y.

• However, no controlled studies However, no controlled studies havehave comparedcompared differences in X and Y. differences in X and Y.

The Nine Taiwanese Writing The Nine Taiwanese Writing ErrorsErrors

(60 % of All Errors Made) (60 % of All Errors Made) • Passive Voice ErrorsPassive Voice Errors• Noun-Verb ErrorsNoun-Verb Errors• ““It” and “There”It” and “There”• Weak VerbsWeak Verbs• Omitting ComparisonsOmitting Comparisons• Verb TenseVerb Tense• Verb AgreementVerb Agreement• RedundancyRedundancy• Clear PronounsClear Pronouns

ConclusionConclusion

•www.editing.hkwww.editing.hk•www.editing.hk/blogwww.editing.hk/blog

Documents

Technical Writing Seminar: Nine Errors That Cause Taiwanese Research Papers to Be Rejected