Writing and Presenting Technical Paper in a Conference

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

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Introduction

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

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

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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

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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

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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

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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.

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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.

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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

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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

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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.

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Abstract Accepted
Your abstract is accepted for the conference
Congratulations !!!!
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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

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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!

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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

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PLANNING

• TitleAuthorsAbstract
• 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

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PLANNING
Acknowledgements Nomenclature References Appendix
Tables Figures Note By using questions as
section headings, you'll help the reader find
information more quickly.
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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

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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.

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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

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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.

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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

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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

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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

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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.

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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

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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 ??

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Review Process

• Aim HIGH !
• (or at least appropriately)

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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

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DRY RUN or PRACTICE SESSION
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Effective Presentation
Rehears Check timing Adjust where necessary
Capture all Objectives in presentation Fire
up your presentation !!! Use the appropriate
tone and body language
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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
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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
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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.

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Questions ?
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