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Writing and Presenting Technical Paper in a Conference

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This session will demonstrate an approach to How to Write and Present a ... By doing this you not only win brownie points with the organiser, but you get a ... – PowerPoint PPT presentation

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Title: Writing and Presenting Technical Paper in a Conference


1
  • Writing and Presenting Technical Paper in a
    Conference
  • Deven Kotecha
  • Technical Paper Team
  • PDC 2009

2
Introduction
  • This session will demonstrate an approach to How
    to Write and Present a Technical Paper in a
    Conference

3
  • The safety specialist must strive not only to
    Reduce incidents but also to document and share
    lessons learned along the way.
  • Dr. Milton Rhodes

4
Why Should I write
  • Share Knowledge, Lessons learned and success
    experienced.
  • Introduce and Promote new ways of thinking
    thereby advance the profession
  • Receive professional recognition, enhance
    career advancement and enjoy personal
    satisfaction.
  • Receive CEU points for maintaining accreditation
    or professional membership

5
PLANNING
  • Begin by planning your technical manuscript
  • Check Does your paper fit the conference?
  • it does help to think carefully about exactly how
    the paper might fit in.
  • Define the audience before you begin writing
  • Keep in mind the mix audience with average to
    high level of technical expertise.
  • Number is not exactly known but does not matter
  • Presenting Ideas Depends Largely On Who Is
    Reading Or Listening.
  • Organize your thoughts to point readers to a
    logical conclusion

6
PLANNING
  • Outline the topics you want to cover.
  • Prepare a first draft, set it aside for an hour
    or a day, then go back and re-read the draft
    abstract / manuscript.
  • Remove unnecessary words and phrases
  • Determine where you need to rewrite to improve
    readability
  • Design a scheme for the paper that best conveys
    the idea

7
Steps
  • Abstract submission
  • Edit abstract for comments
  • Resubmit
  • Acceptance of abstract
  • Submission of Final draft Paper, Copy Right
    declaration, Publication rights, Authors
    Biography, Photographs
  • Comments by the organizers
  • Revised Final Paper
  • Slides and supporting material.

8
PLANNING Abstract
  • Title
  • Select a topic and write a concise title which
    can attract attention, and highlight the main
    point of your paper.
  • Be clear about the subject matter. Company names
    or abbreviations should not appear in the title.
  • - Select an emerging topic that will be of
    importance and interest to SHE professionals
    who are responsible for safety program
    strategic planning.
  • - Write about a topic that provokes self-
    examination and challenges.
  • - Avoid shopworn topics and a rehash of
    fundamentals.
  • Select a subject that hasnt been covered in the
    some time or present a unique perspective on a
    topic that is not covered frequently.

9
PLANNING Abstract
  • Author list the full names, academic and
    professional certifications affiliations and
    company
  • What order should the authors be listed in?
  • If some authors contributed more of the
    conceptual development and/or did most/all of
    the writing, they should be listed first
  • Example
  • P.M. Snider, PhD, CSP, T.K. Skinner Marathon
    Oil Co. and I.C. Walton, MS, SPE, D.C. Atwood,,
    B.M. Grove, C. Graham Schlumberger
  • - Each co-author, in alphabetical order
  • If the contribution was equal or the authors
    worked as a team

10
PLANNING Abstract
  • Write an abstract of about 350 words to
    summarize the paper, stating significant new
    information and conclusions. Underline the key
    words
  • Write Author Biographies (Brief)
  • Review
  • Edit
  • Submit

11
PLANNING Abstract
  • Note Strictly follow the format guidelines from
    the conference organizers. Following the
    organisers instructions to the letter gives you
    a better chance of getting your paper accepted!
  • Late submission of abstract / paper may not be
    accepted, so maximise your chances by getting
    your paper in early. By doing this you not only
    win brownie points with the organiser, but you
    get a better chance of getting a favourable time
    slot on the conference programme. You will also
    maximise your chance of getting mentioned in the
    conference programme that enlists the speakers.

12
Abstract Accepted
Your abstract is accepted for the conference
Congratulations !!!!
13
Steps for Poster Display
  • Numerous Advantages of Poster Submission
  • Steps to be followed
  • - Abstract submission and presentation
    plan
  • Edit abstract for comments
  • Resubmit
  • Acceptance of abstract
  • Submission of Posters, Photographs, supporting
    material. Banners, Copy Right declaration,
    Publication rights,
  • Authors Biography and Photographs
  • Remain present at the poster stand and explain

14
Get Started !!
  • Now get started on the work you need to do to
    fill in the missing holes!
  • Write early and often You can (and should) write
    in parallel with the work!

15
PLANNING
  • Organization
  • Proper organization of the paper will lead the
    reader through your supporting data and theories
    to a logical conclusion. Structure the paper
    carefully depending on time allotted. The
    following outline generally applies to all
    technical papers, regardless of subject matter,
    although not all sections will be needed for all
    papers.
  • Develop a writing strategy to achieve the goal
  • plan and write or write and plan (but do not
    abandon)
  • Organize ideas and information by Developing
    hierarchy or structure

16
PLANNING
  • Title Authors Abstract
  • Introduction outline of the paper and your
    ideas in nutshell
  • Definitions
  • Description and Application
  • Data and Results
  • Conclusions
  • reminder of what youve said and why its
    important
  • Future work Path forward
  • summary of where youre headed next and open
    questions still to be answered

17
PLANNING
Acknowledgements Nomenclature References Appendix
Tables Figures Note By using questions as
section headings, you'll help the reader find
information more quickly.
18
PLANNING
  • Format Guide
  • - Font Type and Font Size
  • - Spacing
  • - Paragraphs
  • - Margins
  • - Page Numbering
  • Total Number of Pages (8 to 20 Pages)
  • Number of words per page 250 - 300
  • Total Number of words 2500 - 6500

19
Hints
  • Authors accomplishment determined if the
    audience develop good interest,
  • Have a clear focus on key concepts and what you
    intend to write and present change or add to what
    they feel, think or know.
  • Start and finish strong. Draw readers in with a
    solid
  • introduction. For example, begin with a
    surprising fact
  • or open-ended question. Conclude with a strong
    paragraph
  • that sums up the article and makes readers think.

20
Hints
  • Keep sentences short. For easy reading,
    sentences
  • should vary in structure and length, but the
    average
  • should be shortbetween 15 and 20 words. Always
  • favor the simple over the complex. Ask yourself
    Is the
  • longer word really needed?
  • Keep action in your verbs. Active verbs give
    writing
  • impact by emphasizing action. Write they
    developed
  • the safety program instead of the safety
    program was
  • developed.
  • Use the Present Tense
  • Using the present tense makes your document more
    direct and forceful. The more you use conditional
    or future tense

21
Hints
  • Use concrete language. Abstract words can make
    writing
  • dulland obscure meaning. Use short, concrete
  • terms that readers can visualize.
  • Write in the third person. This perspective (he,
    she,
  • they, it) is consistent with the journals style.
  • Minimize -ing words. They reduce action.
    Instead of
  • inspecting the machine shop is a requirement
    say
  • employees must inspect the machine shop.
  • Relate to your readers experience. Choose words
    that
  • appeal to the audiences unique mindset.
    Remember,
  • words dont have fixed meanings.
  • Vary your style. Keep your writing interesting by
    varying
  • sentence structure and length.

22
Dos
  • Discuss Practical applications
  • Well organize your thoughts with good flow,
    focus on specific area and not too broad an area
  • Provide clear diagrams and tables that can be
    easy to understand

23
Dos
  • Support claims or statements made with sound
    evidence.
  • Write in third person and active voice
  • Use good sentence structure, punctuations and
    Check for grammar,
  • Proof read and edit frequently

24
Donts
  • Avoid
  • slang,
  • unnecessary words and phrases..
  • overuse of abbreviations,
  • an excess of technical jargon
  • making claims not clearly supported by the data
  • Company names or abbreviations

25
Donts
  • Following are generally NOT permitted (but
    prohibited) in Technical Conferences except in
    specific allotted time and forums.
  • Commercial promotion or endorsement
  • Descriptions of specific products or services
  • Comparisons with a competitors products
  • Note Organizers may either remove material from
    the paper at their discretion or exclude the
    paper totally from the Proceedings.

26
Hints
  • Write to express, not to impress.
  • Much business writing suffers from the authors
    desire to sound knowledgeable.
  • The best writing expresses complex ideas in
    clear, simple terms.
  • Write clearly to ENGAGE the attendees
  • Focus on key information
  • Dont try and say too much.
  • Divide Your Material Into Short Sections /
    Paragraphs
  • Limit Each Paragraph to One Topic
  • Show the attendees that you have considered the
    alternatives

27
Finally
  • Before submitting Refer
  • - Author Checklist
  • - Dos and Don'ts list
  • Raise a few question by yourself and see if they
    are answered.
  • Ask for specific suggestions on
  • how to improve readability and English language
  • Ready for Review ??

28
Review Process
  • Aim HIGH !
  • (or at least appropriately)

29
Review Process
  • Leave time for reviews!
  • Proof read and edit frequently Minor mistakes
    can affect your presentation and undermine
    authors credibility.
  • Neatness counts!
  • Get an impartial opinion on your manuscript
  • Finally, Edit As Required And Submit The Paper
    Well Ahead Of Time

30
DRY RUN or PRACTICE SESSION
31
Effective Presentation
Rehears Check timing Adjust where necessary
Capture all Objectives in presentation Fire
up your presentation !!! Use the appropriate
tone and body language
32
Effective Presentation
Demonstrate your ideas, through samples /
models/pictures etc, if possible (This makes it
easy to explain and convince) Conclude with
results, your contributions, applications and
path forward and your further plans intentions
33
Effective Presentation
Anticipate your audience response in the
form of comments, suggestions discussions,
constructive feedback and questions Believe that
you are concerned with their needs
34
Be Aware
  • that often,
  • paper timings will need to be changed on the day,
    so have emergency material in case you need to go
    on for an extra 10 minutes, or have a skeleton
    outline,
  • in case an extra paper has to be fitted in to
    your panel, and you only have 10 minutes when you
    expected 20.

35
Questions ?
36
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