242-702. seminar ii: writing/3 1 1 seminar ii objectives – –tips on improving writing style and...

242-702. Seminar II: Writing/3 11

Seminar II

• Objectives– tips on improving writing style and the look

of the report.

242-702, Semester 2, 2014-2015

3. Writing Tips


1. Figures and Tables

• Every figure/table must have a captionEvery figure/table must have a caption

• Every figure/table must be explained. Every figure/table must be explained.

• Figure/tables must be located just after the Figure/tables must be located just after the paragraph where they are explained.paragraph where they are explained.


Example


Format of a Figure

• 1. One sentence before the figure.1. One sentence before the figure.

• 2. The figure, with a one-sentence caption:2. The figure, with a one-sentence caption:

Figure 1. This is a Capitalized Caption.Figure 1. This is a Capitalized Caption.

• 3. Several sentences after the figure, 3. Several sentences after the figure, explaining it all.explaining it all.


• In the text, always explain every figure. In the text, always explain every figure. – use "Figure 1", not "fig1", "F1", etc.use "Figure 1", not "fig1", "F1", etc.

• The figure diagram must be big enough, The figure diagram must be big enough, and clear enough, to read all the text on it.and clear enough, to read all the text on it.– it's best to draw figures yourselfit's best to draw figures yourself– use PowerPoint, then paste into Worduse PowerPoint, then paste into Word


A Bad Figure Diagram


2. Grammar and Spelling

• Always check your own writing.Always check your own writing.

• Ask a friend to look at your writing.Ask a friend to look at your writing.

• Your supervisor will read your reportYour supervisor will read your report– do not expect your supervisor to correct all the do not expect your supervisor to correct all the

errors in your writingerrors in your writing


• Spell checkersSpell checkers– very useful but not 100% reliable, e.g.:very useful but not 100% reliable, e.g.:

• Grammar checkersGrammar checkers– a bit useful, poor reliablitya bit useful, poor reliablity


Helpful Books

• A English-Thai/Thai-English dictionaryA English-Thai/Thai-English dictionary

• A bigger English dictionaryA bigger English dictionary– to look up hard wordsto look up hard words

• A thesaurusA thesaurus– to find alternative wordsto find alternative words


3. Writing Style

• Use simple (plain) language/grammar.Use simple (plain) language/grammar.

• Use familiar words.Use familiar words.

• Write short, simple sentences.Write short, simple sentences.


Un-Plain Language

Each person to whom this request is herein Each person to whom this request is herein addressed is henceforth solicited to submit, or addressed is henceforth solicited to submit, or to have his or her department representative to have his or her department representative submit, to the appropriate Minister’s office as submit, to the appropriate Minister’s office as described above, a comment on whether the described above, a comment on whether the proposed plan, in his or her considered view, proposed plan, in his or her considered view, meets the requirements of the new law. Two meets the requirements of the new law. Two (2) or more such(2) or more such persons may join in a single persons may join in a single comment.comment.


• Better:Better:– You may wish to comment on whether the You may wish to comment on whether the

proposed plan meets the requirements of the proposed plan meets the requirements of the new law.new law.

• Even Better:Even Better:– Does the plan agree with the law?Does the plan agree with the law?


Use Familiar Words

• Bad:Bad:– Please utilize the correct operational parameters Please utilize the correct operational parameters

to complete the task.to complete the task.

• Better:Better:– Please follow the directions.Please follow the directions.


Eliminate Repetition

• Bad:Bad:– WorkersWorkers will be able to add two additional will be able to add two additional

workersworkers to help the three previously hired to help the three previously hired workersworkers who make up the who make up the workersworkers’ team.’ team.

• Better:Better:– WorkersWorkers will be able to add two additional will be able to add two additional

employees to help the three previously hired employees to help the three previously hired members who make up the team.members who make up the team.


Omit Boring Adverbs

• Try to avoid the adverbs:Try to avoid the adverbs:– veryvery– quitequite– definitelydefinitely– completelycompletely– reallyreally


Example

• Bad:Bad:– Brokers are quite Brokers are quite certaincertain that these stocks are that these stocks are

completelycompletely safe. safe.

• Better:Better:– Brokers are certain that these stocks are safe.Brokers are certain that these stocks are safe.


Avoid 'story' Style

• Bad:Bad:– After we'd worked a long, hard eight hours in After we'd worked a long, hard eight hours in

the lab, we realized...the lab, we realized...– We were so happy to make the discovery early We were so happy to make the discovery early

one morning...one morning...

• Better:Better:– We realized...We realized...– We discovered...We discovered...


Other Style Issues

• Do not start with "Nowadays...".Do not start with "Nowadays...".

• Do not start a sentence with "Because..." or Do not start a sentence with "Because..." or "And...""And..."

• Write complete sentences, not Powerpoint Write complete sentences, not Powerpoint bullets.bullets.


4. Jargon (technical words)

• Only use jargon from textbooks and Only use jargon from textbooks and refereed articles.refereed articles.– not from computer magazines and web sitesnot from computer magazines and web sites

• If you use any unusual jargon, define it If you use any unusual jargon, define it when you first use it.when you first use it.


5. Acronyms

• Only use very common acronymsOnly use very common acronyms– e.g DVD, IBM, OSe.g DVD, IBM, OS

• Explain every unusual acronym when you Explain every unusual acronym when you first use it.first use it.

• Do not invent your own acronyms.Do not invent your own acronyms.

• Write acronyms in upper-case.Write acronyms in upper-case.


Example


6. Avoid Slang

• BadBad::– John asked his friend to John asked his friend to mellow outmellow out..

• Better:Better:– John asked his friend to John asked his friend to relaxrelax..


7. Avoid Clichés

• Clichés are overused expressions (for native Clichés are overused expressions (for native speakers).speakers).

• Bad:Bad:– We had reached the We had reached the end of our ropeend of our rope..

• Better:Better:– We had to We had to stopstop..


8. Report Formatting

• Use Times New Roman, 12pt font for text.Use Times New Roman, 12pt font for text.

• Use New Courier , 10 pt font for codeUse New Courier , 10 pt font for code

• Headings should be in bold.Headings should be in bold.

• Number the pages.Number the pages.


• Each section should be numberedEach section should be numbered– e.g e.g 2. Literature Review2. Literature Review

• Each sub-section should be numberedEach sub-section should be numbered– e.g. e.g. 2.1. Information Retrieval2.1. Information Retrieval

• Do not number the "References" section.Do not number the "References" section.


• There must always be text between a There must always be text between a section heading, and a sub-section.section heading, and a sub-section.

• Bad:Bad:2. Literature Review2. Literature Review

2.1. Information Retrieval2.1. Information Retrieval

• The text in between will be an overview or The text in between will be an overview or introduction to the sub-sections.introduction to the sub-sections.


• A paragraph should be defined to have 6pt A paragraph should be defined to have 6pt spacing after it's endspacing after it's end– do not use a blank line to separate paragraphsdo not use a blank line to separate paragraphs

• Each sentence must be separated by one blank Each sentence must be separated by one blank space.space.

• Each sentence must start with a capital letter.Each sentence must start with a capital letter.


• Avoid tabbing/indenting of text.Avoid tabbing/indenting of text.

• Write complete sentences, not bulletted Write complete sentences, not bulletted points.points.

• Do not "copy and paste"Do not "copy and paste"

• Spell check Spell check at the endat the end


• Never use Never use underliningunderlining..

• Very rarely use Very rarely use italicsitalics..

• A title contains: A title contains: – the title, your full name, e-mail address, date, the title, your full name, e-mail address, date,

your supervisoryour supervisor


5. Image Tools I Use5. Image Tools I Use

• MS Picture ManagerMS Picture Manager– export to PNG, clipping, resizingexport to PNG, clipping, resizing

• MS PaintMS Paint– erasing, basic touch-uperasing, basic touch-up

• MS PowerpointMS Powerpoint– drawing diagrams, grouping pictures into onedrawing diagrams, grouping pictures into one– export a single slide as PNGexport a single slide as PNG


• PicPick PicPick (http://www.picpick.org)(http://www.picpick.org)

– taking screenshots, regions, basic editingtaking screenshots, regions, basic editing

• GIMP GIMP (http://www.gimp.org/)(http://www.gimp.org/)

– advanced stuff (a free version of Photoshop)advanced stuff (a free version of Photoshop)– selecting/cutting complicated shapesselecting/cutting complicated shapes– adding transparency to PNGsadding transparency to PNGs


• Office Equation EditorOffice Equation Editor

• Alternative is MathCast Alternative is MathCast (http://mathcast.sourceforge.net/home.html)(http://mathcast.sourceforge.net/home.html)

– works with "doc"works with "doc"– a bit 'flakey' (in 2013)a bit 'flakey' (in 2013)

242-702. seminar ii: writing/3 1 1 seminar ii objectives – –tips on improving writing style and...

Documents

writing slide

bad figure diagram slide

writing style

poor reliablity slide

sentence caption

bigger english dictionary

simple sentences

spell checkers spell