20140806 Edanz Tokyo

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


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


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.”


To ascertain the efficaciousness of the program, we interrogated the participants upon completion.

Simple language


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


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


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.


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


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


structure Discussion

Summary of findings

Relevance of findings

Implications for the field

Similarities/differences Unexpected results Limitations


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.


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


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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Jeffrey Robens: [email protected]

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.


Customer Service Titles and abstracts Writing your 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.

Background

Methods

Results

Conclusions

Section 5

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


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


Middle of your presentation

Methods

Flow chart or schematic

Figures

Important results


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


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


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)


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)


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


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


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]