Technical Writing Overview - stony brook cs - Stony Brook University

How to Improve Your Technical Writing and Communication Skills Hong Hong Qin Qin Department Department of of Computer Computer Science Science State State University University of of New New York York at at Stony Stony Brook Brook Stony Stony Brook, Brook, New New York York 11794--4400 11794--4400 Tel: Tel: (631)632-8450; (631)632-8450; Fax: Fax: (631)632-8334 (631)632-8334 [email protected] [email protected] http://www.cs.sunysb.edu/~qin http://www.cs.sunysb.edu/~qin Department of Computer Science Center for Visual Computing

CSE528 Lectures

STzNY BRzzK STATE UNIVERSITY OF NEW YORK

Key Elements in English •• Listen, Listen, speak, speak, read, read, and and write write •• However, However, we we shall shall focus focus on on technical technical writing writing (write) (write) and and communication communication skills skills (paper (paper presentation, presentation, i.e., i.e., speak) speak) •• Of Of course, course, we we will will have have to to spend spend aa lot lot of of efforts efforts on on reading reading literatures literatures (read) (read) and and under under other other people’s people’s work work through through their their presentations presentations in in seminar, seminar, conference, conference, and/or and/or courses courses (listen) (listen) •• So, So, essentially, essentially, we we need need to to cover cover every every aspect aspect of of listen, listen, speak, speak, read, read, and and write!!! write!!! Department of Computer Science Center for Visual Computing

CSE528 Lectures


Key Issues to Become Successful in Graduate School •• The The fundamental fundamental question question is: is: what what is is really really new new here? here? •• New New Ideas Ideas (what (what is is really really new new with with your your work, work, paper, paper, dissertation, dissertation, etc.) etc.) •• Work Work hard hard to to get get the the job job done done (I (I mean mean work work extremely extremely hard, hard, graduate graduate students students are are supposed supposed to to work work hard hard anyway) anyway) •• Technical Technical writing writing skills skills •• After After your your paper paper is is getting getting accepted, accepted, you you will will have have to to prepare prepare aa technical technical presentation presentation in in aa conference conference •• Putting Putting together together the the final final version version of of your your dissertation dissertation Department of Computer Science Center for Visual Computing

CSE528 Lectures


New Ideas •• The The fundamental fundamental question question is is where where to to get get new new ideas:--) ideas:--) •• We We will will have have to to read read aa large large number number of of technical technical papers papers (already (already published published in in conference conference or or journals journals or or through through personal personal communications) communications) •• We We should should attend attend various various seminars seminars on on aa regular regular basis basis •• Each Each time, time, when when we we read read aa paper paper or or attend attend aa presentation, presentation, we we will will have have to to ask ask aa key key question question –– what what is is really really new! new! •• We We have have to to fully fully understand understand each each paper paper that that we we ever ever read read (but (but the the problem problem is is that that there there are are so so many many papers papers nowadays, nowadays, which which papers papers we we should should select select to to read read anyway) anyway) •• Definitely Definitely talk talk to to your your advisor, advisor, other other professors professors in in your your group/center/department, group/center/department, your your fellow fellow students/friends/colleagues, students/friends/colleagues, etc. etc. •• But, But, first first of of all, all, you you need need to to identify identify an an area area of of interest interest (of (of course, course, you you can can change change your your interests, interests, but but II do do not not think think itit is is acceptable acceptable that that you you change change your your main main interest interest every every 4-6 4-6 months!) months!)

Department of Computer Science Center for Visual Computing

CSE528 Lectures


You Will Have to Do Something •• Reading Reading papers papers is is okay okay at at the the very very beginning beginning of of your your graduategraduatestudent student career, career, but but that that is is NOT NOT ENOUGH ENOUGH •• The The key key issue issue is is that that you you need need to to identify identify aa place place where where you you can can easily easily plug-in, plug-in, this this is is perhaps perhaps the the most most difficult difficult time time for for everybody, everybody, i.e., i.e., to to identify identify aa “small” “small” thing thing where where you you could could start start to to contribute contribute to to the the research research community! community! •• This This is is where where your your advisor advisor should should play play an an extremely extremely important important role! role! After After all, all, you you need need him/her him/her to to give give you you some some ideas ideas anyway:anyway:-) -) •• II am am pretty pretty sure sure that that most most of of us us have have some some good good ideas, ideas, we we will will have have to to start start to to implement implement them… them… •• We We need need to to work work hard hard Department of Computer Science Center for Visual Computing

CSE528 Lectures


Adequate Training •• Select Select courses courses that that have have course course projects projects (not (not just just written written exams) exams) •• Even Even spending spending time time to to re-implement re-implement existing existing techniques techniques is is useful useful during during your your first-year first-year studies studies •• Write Write aa technical technical report report to to practice practice and and improve improve your your writing writing skills skills •• Give Give an an oral oral presentation presentation to to practice practice and and improve improve your your communication communication skills skills •• Always Always write write down down your your “new” “new” ideas ideas in in your your notebook notebook •• Try Try to to complete complete this this comprehensive comprehensive training training process process in in Year Year One One Department of Computer Science Center for Visual Computing

CSE528 Lectures


Paper Reading • Fully understand and digest what you have read • Definitely take notes, write an one-paragraph summary for each paper you read • Always ask questions about what is really new • Please do not read too many at the very beginning, I would say one paper per week during the first 2-3 months, 2-3 papers during the next 4-6 weeks, at least 100 papers during Year One Department of Computer Science Center for Visual Computing

CSE528 Lectures


Technical Writing • Write one sentence to summarize what you have done (Title) • Write ten sentences to summarize what you have done (Abstract) • Write one or two pages for an extended abstract • Top-down approach (the structure of a paper) • Bottom-up approach (fill in the details) • Technical papers should NOT look like novels (or dramas)! Department of Computer Science Center for Visual Computing

CSE528 Lectures


Technical Reports and Paper Writing •• Keep Keep practice practice by by writing writing many many technical technical reports reports •• Problem Problem statement statement is is aa key key to to start start (what (what specific specific problems problems you you or or the the authors authors are are trying trying to to solve), solve), the the introduction introduction section section should should explicitly explicitly include include your your problem problem statement statement •• Why Why these these problems problems are are important important (motivations) (motivations) •• After After that, that, you you will will have have to to clearly clearly state state what what is is really really new new (your (your own own contributions) contributions) •• What What are are the the details details that that are are supporting supporting your your claims/arguments claims/arguments (algorithmic (algorithmic details, details, flow-charts, flow-charts, procedures, procedures, results, results, performance performance improvement, improvement, statistics, statistics, etc.) etc.) •• Possible Possible discussions, discussions, conclusions, conclusions, on-going on-going work, work, future future research research directions, directions, etc. etc. Department of Computer Science Center for Visual Computing

CSE528 Lectures


How to Improve Technical Writing •• Practice, Practice, practice, practice, practice, practice, etc. etc. •• Read Read good good articles articles and and take take notes notes (write (write down down good good words, words, sentences sentences and and memorize memorize good good structures) structures) •• Have Have people people with with better better writing writing skills skills modify modify your your draft draft or or or or help help in in different different aspects aspects •• Fully Fully understand understand and and remember remember why why the the new new version version is is really really good, good, so so the the next next time time you you will will NOT NOT make make the the same same mistake! mistake! •• The The leading leading sentence sentence is is aa key key to to connect connect what what you you have have written written and and what what you you are are going going to to write write next next •• Although Although technical technical papers papers are are NOT NOT novels, novels, you you should should be be able able to to create create some some stories stories and and make make them them aa little little bit bit “dramatic” “dramatic”


CSE528 Lectures


Oral Presentation •• Prepare Prepare your your ppt ppt file file with with aa lot lot of of figures/charts/examples, figures/charts/examples, after after all, all, we we are are working working in in the the area area of of visual visual computing computing (computer (computer graphics, graphics, visualization, visualization, vision, vision, etc.) etc.) •• Write Write down down every every words words you you want want to to say say during during the the talk talk •• Try Try to to memorize memorize everything everything (Our (Our graduate graduate students students have have aa good good memory!) memory!) •• Don’t Don’t be be too too nervous! nervous! •• There There are are certain certain functionalities functionalities in in the the software software that that support support us us to to give give aa very very good good talk talk •• Look Look at at the the audiences, audiences, not not the the large large screen screen •• Again, Again, practice, practice, practice, practice, practice, practice, etc. etc. Department of Computer Science Center for Visual Computing

CSE528 Lectures


Some Good Mechanism •• Weekly Weekly seminar seminar to to present present other other people’s people’s work work •• Seminar Seminar to to practice practice your your own own talk talk •• Prepare Prepare your your ppt ppt file file carefully, carefully, try try to to rehearse rehearse your your talk talk in in great great details details (at (at least least once once per per semester) semester) •• There There are are many many many many international international visitors visitors here here at at SUNYSB SUNYSB (Stony (Stony Brook Brook University) University) •• Try Try to to ask ask questions questions after after their their seminar seminar •• Give Give demos demos to to visitors visitors •• Make Make use use of of every every possible possible opportunity opportunity to to practice practice Department of Computer Science Center for Visual Computing

CSE528 Lectures


Final Dissertation • If you have done everything that I said earlier, you should have at least 3-5 papers during your five-year studies here at Stony Brook University by the end of your fourth year or by the start of your fifty year • So, your dissertation is already there by collecting all of your published work, right?!


CSE528 Lectures


Discussion • My suggestions: new ideas (1/3) + technical writing skills (1/3) + oral presentation skills (1/3) = Success! • Questions?


CSE528 Lectures


Typical Problems I have Seen • Our students do NOT read many papers nowadays, in fact, they tend to read very few!!! • Most of the papers are available online on the web, however, we seem to be quite lazy not to spend time searching relevant literatures • Each time we read a paper, we only pay attention to the technical contents, and we have to pay attention to its writing style and the technical writing aspect Department of Computer Science Center for Visual Computing

CSE528 Lectures


A Few Quick Ways to Improve • Keep a small notebook, write down good sentences and words whenever you see them in a paper that you are reading • Try to memorize them and reuse them whenever you want to start to write your own papers • Read as many papers as possible (time permitting), and more importantly, pay attention to the paper’s writing style in English Department of Computer Science Center for Visual Computing

CSE528 Lectures


Department of Computer Science

CSE528 Lectures


A Few Quick Ways to Improve •• We We should should try try to to write write more more •• At At the the beginning, beginning, we we can can focus focus on on abstract abstract (one (one or or two two paragraphs), paragraphs), extended extended abstract abstract (one (one or or two two pages), pages), then then we we should should go go longer longer and and longer longer (first (first 4-6 4-6 pages, pages, then then 8810 10 pages, pages, and and then then 12-14 12-14 pages) pages) •• We We need need to to combine combine the the top-down top-down approach approach and and bottom-up bottom-up approach approach together together •• We We shall shall focus focus on on the the entire entire structure structure of of the the paper paper first, first, give give an an outline outline of of each each of of its its sections sections •• Then Then we we can can worry worry about about how how to to fill fill in in the the technical technical details details Department of Computer Science Center for Visual Computing

CSE528 Lectures


A Few Quick Ways to Improve •• Writing Writing aa paper paper is is equivalent equivalent to to telling telling aa story, story, so so we we will will have have to to know know exactly exactly what what story story to to tell, tell, and and why why this this story story is is interesting interesting •• The The key key question question is is how how to to make make this this story story being being told told in in an an interesting interesting and and attractive attractive way, way, think think about about itit how how you you are are going going to to tell tell aa story? story? •• Why Why should should people people be be interested interested in in your your story? story? •• Why Why am am II spending spending time time to to try try to to learn learn and and understand understand your your story story (from (from aa reviewer’s reviewer’s point point of of view) view) Department of Computer Science Center for Visual Computing

CSE528 Lectures


A Few Quick Ways to Improve • In the current peer review system, each paper shall be reviewed by 2-5 people (experts) first, and these experts will evaluate your paper and decide whether to accept it or reject it • What important elements are required for you to convince the reviewers? • From a reviewer’s point of view, what exactly am I look for whenever I review a manuscript? Department of Computer Science Center for Visual Computing

CSE528 Lectures


A Few Quick Ways to Improve • Review processes: novelty, paper organization/presentation, suitability, technical merits, impacts to the field, the reproduction of the experimental results by graduate students, etc. • In order to improve our technical writing skills, we will have to fully understand the entire pipeline of the current review practice and start to address each element of the review pipeline very carefully Department of Computer Science Center for Visual Computing

CSE528 Lectures


A Few Quick Ways to Improve • Practice, practice, and practice!!!


CSE528 Lectures


A Few Quick Ways to Improve •• Listen: Listen: try try to to attend attend as as many many seminars seminars as as possible possible where where other other people people are are presenting presenting their their own own work work •• Speak: Speak: present present your your own own seminar seminar as as frequently frequently as as possible possible •• Read: Read: read read as as many many papers papers as as possible possible •• Write: Write: practice, practice, practice, practice, practice!!! practice!!! •• My My own own experiences: experiences: after after writing writing 10 10 papers; papers; after after writing writing 30 30 papers, papers, after after writing writing 50 50 papers; papers; after after writing writing 100 100 papers… papers… •• Now, Now, we we have have written written more more than than 300 300 papers!!! papers!!! Department of Computer Science Center for Visual Computing

CSE528 Lectures



CSE528 Lectures
