Scientific Communication

Gurudutt R. Kamath

What We Do
Bridge between those who know and those who need to know Bridge between SMEs (Subject Matter Experts) and lay persons Fast growing career Mainly known in software field Technical Writers and Technical Editors

Our Work
User documentation Journals and Whitepapers Research Reports Books, Publications, and Newspapers

Scientific Papers
Publish to complete research Communicate well to be published How to Write a Paper1 (3rd
edition)
Edited by George M Hall (BywordViva)

Scientific Writing: Easy when you know how

Why Publish?1
Readers can
Assess the observations you make Repeat the experiment if they wish Determine whether the conclusions drawn are justified by the data

IMRAD Abstract brief summary) Introduction What question was asked? Methods How was it studied? Results What was found? And Discussion What do the findings mean?
(

Introduction
Why you have undertaken the study? Clarify what your work adds Keep it short Make sure you are aware of earlier studies Convince the reader Dont baffle the reader

Methods
Study Design
Who, what, why, when, and where? Randomisation, blind assessment Inclusion and exclusion criteria

Analysis of the Data

What hypothesis was tested?

Results
What was found? Organize the presentation Avoid
The results are presented in tables X-Z and in figures A-C.

Differentiate clearly between data and results Republishing figures (copyright)

And General Points

Instructions to Authors Wrong length
400 word abstract 600 word length

Audience
Generalist Specialist

Structure and Format

Words Structure

Discussion So What?
Summary of the field of enquiry
We conclude This study found Context of literature studied

Finishing off
Perhaps Possibly More research is needed Heres another problem solved

Conclusion to be backed up by data Acknowledgements

Titles
Interesting, concise, precise, not misleading, informative, descriptive, and appropriate for classification Developing a title in 4 steps Lileyman, 1988, p441
Nuclear reprocessing, radiation exposure, and childhood leukaemia: an epidemiological study

Abstracts
200-300 words Structured
Context, objectives, design, setting, participants, interventions, main outcome measures, results, and conclusions

Authors
Vancouver guidelines
Participated sufficiently
Concept, design, analysis, or interpretation Drafting or revising Final approval

Public responsibility for the content Nothing should be inferred from the order of authors

References
Foundation on which the work is built Large number
Read review articles Take Expert help

Vancouver and Harvard formats

Numbered consecutively (1) Name of the author (Year)

Sloppy reviewers will

Uniform Requirements
Double spacing Margins (25 mm) Sequence
Title, abstract, key words, text, acknowledgement, references, tables, legends to figures

IMRAD New page section, table Permissions (previous material) Required number of copies Electronic copy

Style
Clear, Accurate, Concise Short sentences, simple words, simple structures Jargon only if required. Noun clusters
Obstetric complication frequency Frequency of obstetric complications

Say Who did What

We compared the treatment group ...

More Style
Avoid This, these, he, she, or it
If the baby does not thrive on raw milk, boil it.

Make comparisons clear (subgroup or

whole population)

More women were alive five years after diagnosis. More women [than men] were alive five years after diagnosis.

Simple Words1
before more than depends on also indicates prior to in excess of is dependentant upon additionally is indicative of

Say What You Mean

After five days, the symptoms had improved. After five days, the symptoms had abated. Dermatitis is less often diagnosed Dermatitis was less prevalent symptoms are not well correlated with clinical disease severity. symptoms are not related to disease severity.

House Style
Director General or director general Beta-carotene or carotene Moslem or Muslim Mumbai or Bombay

Gurus Tips
Instructions to authors Study a few model papers, letters Read it out aloud Spell-check finally and Proof-read (missing not, or note)

FAQ and CE
FAQ
We, I, You yes personal pronouns are fine

Common Errors
Poor references Poor titles Poor writing

References
1. 2. How to Write a Paper (3rd edition)
Edited by George M Hall (BywordViva)

Scientific Writing: Easy when you know how

Jennifer Peat, Elizabeth Elliott, Louise Baur, Victoria Keena

3. Science & Technical Writing

General Editor Philip Rubens (Foundation)

4.

Scientific Style and Format (6th edition)

Council of Biology Editors (life sciences, physical sciences, mathematics)

Technical Communication
Gurudutt R. Kamath

Importance

Improved productivity Improved use of product Increased safety Legal protection Reduces cost of training Reduces support Lesser chance of rejection

Audience3

Analysis
Surveys, questionnaires, structured interviews, usability tests

Characteristics
Educational, professional background Knowledge, experience level English language Context

Objectives and Needs Profile

Information Analysis

Purpose and Structure Document Type

Marketing Conceptual, Procedural, Tutorial, Job Aid Referential

Frequency and Pattern of Use Textual Features

Textual Features

Overview, summary sections Step-by-step instructions Narrative explanations Conceptual models, analogies, and/or examples Figures, charts, and/or tables Cross-references and/or navigation aids Technical terminology, language conventions, and/or symbolic conventions

Media Characteristics

Articles narrative Booklets conversational Brochures catchy Newsletters journalistic Correspondence formal, informal Manuals action oriented Reports formal and objective Help systems action oriented Wizards concise and action oriented Websites catch and easy to use

Document Delivery

Print Facsimile Network Floppy disk FTP (file transfer protocol) Email attachment Website

Technical Writing Process

Document Plan
Audience ~ Objective ~Media ~ Resources ~ TOC ~ Schedule

Writing Revising Editing Reviews

Peer, Technical, Domain, Quality

Publish

Tools

Microsoft Outlook email Microsoft Word documents Microsoft Excel spreadsheets Microsoft PaintBrush drawings Adobe Acrobat PDF Microsoft FrontPage web pages Adobe FrameMaker large, complex documents Adobe PageMaker desktop publishing Adobe InDesign desktop publishing XML editors Macromedia RoboHelp Macromedia Flash

Technical Writing Practices

User Friendly

Appealing Step-by-step instructions Language and Style

Easy to Refer Contents ~ Headings/subheadings ~ Cross References ~ Index Easy to maintain Modular, reusable Right tools and templates Language and Style Parallelism ~ Grammar ~Active/Passive Voice ~ You ~ Style Guides

User Friendly
Format and Structure

Headings, templates Headings, language, lists, cross-references, words Bulleted, Numbered

Consistent

Lists

Tables Graphics Instructions

Steps

Tasks Concrete

Scenarios, Case Studies, Examples

Document Design

Template Use plenty of white space Maximum of 5 fonts

Serif fonts (Times) paper Sans Serif fonts (Verdana) - online

Maximum of 5 colours

Style Guides

Chicago Manual of Style

Grammar, References, Indexing, Punctuation

Microsoft Manual of Style

Usages for the computer industry

Elements of Style
Strunk & White Grammar and Punctuation Writing tips http://www.bartleby.com/141

Gurus Tips

Structure and outline (Word) Use a template and modify it Use references
Dictionary, Chicago MOS

Format Perfect
Maxim of 5 errors in the document

FAQ and CE

FAQ
How can I become a technical writer? Courses in technical communication

Common Errors
Its and its & Double emphasis Verbiage

Web & Email

http://www.documentorg.com MITWA group on Yahoo

(Mediapersons, Indexers, Translators, Writers & Associates)

mitwa-susbscribe@yahoogroups.com

Book/Column
Documentorg-subscribe@topica.com http://lists.topica.com/list/documentorg/read

Email
documentor@vsnl.com