structuring your technical paper georgeen george

Structuring Your Technical Paper

Georgeen George


Basic Questions

• Who is the reader?• Why and When are you writing? (Purpose)• What will you be writing?• How will you structure the paper?


Who?

When the target readers are known

• Identify knowledge level

• Determine information need and plan content accordingly

When the targetreaders are unknown• Transcend hierarchy

of readership• Provide easy access

to varying levels of information need and plan content accordingly


First Impressions

• The first 3-5 minutes of the reading influences the answer to the question :

“Do I need to invest my 45 minutes or 1 hour to read the rest of the paper?”

• Originality would help


Characteristics of a Technical Paper (Influenced by Why and When)

· Mostly addresses a specific audience or a group with specific interest, has a specific topic and purpose

· Consists of a number of components organized in a structure

· Uses simple and objective language· Ensures visual presentation (illustrations) and

appeal


Characteristics of a Technical Paper

• Technical Papers are clear and concise

• They convey ideas and results in the least possible time and space

• They are consistent in terms of notations and terms throughout the paper


Components of a Technical Paper (What)

• Title: Concise and to the point, less than ten words.

• Abstract/Executive Summary: A summary of the paper including a brief description of the problem, the solution, and conclusions.

• Keywords: Simple definitions of terms used. It will also facilitate computerized search.


The Three Main Components


Components of a Technical Paper

Introduction - Statement of Thesis (Declaration of destination)

• Precise statement of the writer’s stance on the topic/problem that will be developed

• Background and importance of the topic/problem

• Previous solutions to the problem • One or two line description of the proposed

solution



The Body or the Main Content• The main argument of the subject is carried

out in the body of the paper, complete with supporting data. The argument should proceed in a logical sequence

• Description of the proposed solution/model including assumptions for solutions.

• Use figures to help explain the same.



Conclusions• Summarizes what has been done and

highlights the result. • Restatement of thesis (arrival at "destination") • Summary of argument given which supports

the thesis • Statement of consequences of this argument • Indication of related issues that might be

interesting/important to pursue elsewhere



References• Contains a list of papers referred to in the paper.• Examples• For a book : W. A. Edson, Vacuum Tube Oscillators.

John Wiley and Sons, Inc., New York, New York, pp. 170-171, 1948.

• For an Article: B. Lawrence, B. H. Weil, and M. H. Graham, “Making online search available in an industrial research environment,” Journal of the American Society for Information Science, pp. 354-369, Nov.-Dec. 1974.



Appendix• Those materials which are deemed inessential to the flow of the

paper, but are included for the sake of providing better understanding and completeness.

Graphics (Figures/Tables/Charts)• Should have titles (Number and name). Inside the text a figure

is referred to with its Number. Ex. As shown in Fig 1.2• May be placed immediately after referred to in the text or at the

end of the paper. • Readable/Understandable without relying completely on the

description in the text.


How does one plan the document?

Choose the logic pattern• Sequential• Pyramid/ Inverted

PyramidPrepare the outlineDetermine the choice of

language• Tone and StyleWrite the document• Revise• Review

Style• Running text• Bullets/Lists• GraphicsDecide the format/layout• Margins• Heading Fonts• Text Fonts


Principles of Structure

• Regular Pyramid Structure: From the general to the particular

• General Situation • Narrowing down• Particular Detail

• Inverted Pyramid Structure: From the particular to the general

• Specific Purpose• Opening out• General Situation


Principles of Structure

• Regular Pyramid Structure: From the general to the particular

• General Situation • Narrowing down• Particular Detail

• Inverted Pyramid Structure: From the particular to the general

• Specific Detail• Opening out• General Situation


Pyramid Structure/Text Book Style - Example

• Aggressive marketers speak of invasive data collection as simply "getting to know the customer," and promote active assembling of a database of private client information. ABC corporation is assembling a database of private information about their clients and their customers are becoming concerned about identity theft. Despite their claim to be interested in providing better customer service, customers are increasingly becoming reluctant to visit the ABC website.


Inverted Pyramid

• Most important, timely or relevant information first -Style used by journalists. News first, and major items in order of descending importance.

Example• Our marketing study proves that citizens who are

concerned about information privacy are reluctant to visit ABC Corporation website.


Cohesion of Paragraphs

• Use short paragraphs for emphasis – White space

• Maintain continuity between paragraphs • Choose a suitable ordering • Avoid sudden changes of subject • Anticipate the next subject, or refer to the

previous one • Don't bury the key point in the middle or end

of a paragraph


How to Develop Headings

• Designate levels of headings by defining styles

• Make each level look different- Place the first level at a distinct location

- Use boldface lettering or italics for highlighting

- Develop a visual logic

- Write brief and pertinent headings


Font Sizes

First level heading (Arial 16 Bold)

1.1 Second level heading (Arial 14 Bold)

1.2.1 Third level heading (Arial 12 Bold)

1.2.1.1 Fourth level heading (Arial 11 Bold)

Fifth level heading (Arial 11)

Running text (Arial 11 Regular)


References• Booth, Vernon Communicating in Science : Writing

a Scientific Paper and Speaking at Scientific Meetings. Cambridge University Press, 1993.

• Turk, Christopher Effective Writing : Improving Scientific, Technical and Business Communication E. & F.N. Spon, London, 1989.

• Katz, Michael J Elements of the Scientific Paper Yale University Press, 1985.

• The Chicago Manual of Style

structuring your technical paper georgeen george

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