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GraduateStudentProfessionalDevelopmentSeminar“Myconferenceabstractwasaccepted,nowwhat?”

PublishingYourWork

M.G.LipsettDepartmentofMechanicalEngineeringUniversityofAlbertaFebruary6,2019http://www.mlipsett.com/teaching/

Thereisnothingtowriting.Allyoudoissitdownatatypewriterandbleed.

ErnestHemingway

TodayWeWill…

Discusstheprocessofwritingamanuscriptforaconferenceorajournal.Theimportanceof“writingasyougo.”Howsubmissionsaremade.Whypeerreviewisgood(andbad).SometipsonmakinganeffectivepresentationandfordevelopingtheillusionofconRidencewhilespeaking.

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ThePublishingProcess

ScientiRicandengineeringconferencesandarchivaljournalsallhaveasimilarpublishingprocess.SpeciRiconeswillvaryfromthisgenericdescription,ofcourse.Conferencesmayhaveatwo-partsubmissionprocess,anabstractRirst,which,ifaccepted,leadstoinvitationforthefullpaper,orperhapsaposter.Journalsonlyacceptsubmissionsofcompletemanuscripts.Theexpectationisthattheworkisreadytopublish.

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StepZero:PreparatoryWriFng

Ifyouonlyrememberonethingfromtheseseminars,makeitthis:“Writeasyougo”Keepgoodnotesandcaptureyourideas,progress,andunderstandinginwelllabeledelectronicRilesthroughoutyourthesiswork.Itishardtorememberevenimportantideasmonthsafterthefact.Writingasyougowillmakeproducingyourthesis,andmanuscripts,MUCHMUCHeasier(andfastertoo).

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StepOne:Planning

•  Choosethepublishingvenuecarefully•  Makesurethatitisrelevantandhastherightaudienceforyourwork

•  Beclearrightupfrontaboutwhoisanauthor(ornot),orderofauthorship,whowritesthemainmanuscript,andwhoiscorrespondingauthor

•  Haveascheduleforwriting•  Setclearexpectationsontasks

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StepTwo:FindtheJournalWebsite

RegisterasanauthorGototheauthorsectionofthesiteCreateanewsubmissionUsethestyleguidetocreateyourmanuscriptSubmitontime(foraconferenceoraspecialissue)

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FollowtheRules!!!SubmissionsgenerallygointoareviewprocessReviewersgetalotofrequeststoexaminemanuscriptsTheassessmentofthemanuscriptwillresultinacceptanceorrejection.MakesurethatthesubmissionisappropriateforthevenueMakesurethatthesubmissionmakesanoriginalcontributionanditsimportance(andlimitations!)aredescribedclearlyMakesurethatthemanuscriptisready.Sloppy,error-Rilledsubmissionsareusuallyrejected,eveniftheactualworkisgood.

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AvoidConflictsofInterest

AuthorshipReviewersuggestions

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StepThree:SubmittheManuscript

•  Oncethemanuscriptisready(includingallimagecontent),createasubmission,followthedirections,anduploadthematerial,includingtheadditionalmaterialrequiredbytheeditors(copyrightforms,reviewersuggestions,etc.)

•  DONOTexpectthereviewstobedoneintwoweeks

•  Itisokayafterareasonableamountoftimetocontacttheeditortoaskhowtheprocessisgoing.

•  Sometopjournalscantakealongggggtime.

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ManuscriptSubmission&RevisionTips

Becourteouswhenrespondingtoreviewercomments!Takethecommentsseriously.Respondtothemall(withinputfromyourco-authors),eveniftheresponsesimplyclariRieswhyyourworkiscorrect.Theresponseshouldbeadocumentthatquoteseachrevieweritemintermthatneedstobeaddressed,followedbytheresponse.Donotautomaticallyassumethatarequestforadditionalworkmuchbefollowed.Iftheworkiscomplete,thenarestrictionofclaimsmaybeallthatisneededtoavoidthatextrawork.Usuallyminoreditsaresuggestedthatimprovethewriting.Learnfromthat.DidImentionthatyoushouldbecourteous?

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PreparingaGreatPresentaFon

Foraconference,theknowledgedisseminationgenerallyincludesanoralpresentationorparticipatinginapostersession.Likeallsuccessfulventures,agoodpresentationorposterstartswithpreparation:HavesomethingtosayPrepareanoutlineDon’ttrytosaytoomuchDon’ttrytoshowtoomuchChecktheRlowofyourideasandtobuildconRidence•  Practiseyourtalk• Havesomeonecheckyourposter

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HaveSomethingtoSay

Thisisnotaproblem

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HaveSomethingtoSay

ThisisnotaproblemYouaresmartYouhavebeenthinkingaboutyourtopicobsessivelyYouwillhaveanaudiencethatwantstohearyourideas

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PrepareAnOutline

Butyoustillhavetogetyourideasacrossclearlyinaveryshortamountoftimeinyourtalk(typicallyonly20minutes!)AposterdoesnothavealotofareaeitherAnoutlineensuresthatallofyourKEYideasgetenoughattentioninthetalkandposterThePowerpointoutlinecanbeagoodtool(butthesectionandsubsectionheadingsofyourpaperareprobablybetter)Checkwhethertherearestylerequirementsfortheconferenceandrespectthose.

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Don’tTrytoSayTooMuchIna20minutetalk,youcanconvey3ideasThat’sitMostpeoplespeakforatleasttwominutesperslide,soyoushouldnothavemorethan15slidestotal,unlessyouintentionallyshowsomeslidesforonlyafewsecondstoillustrateapoint(thisdoesnotapplytoprofessors)Keeptexttoaminimum.Trynottohavemorethan5bulletpointsperslideandifyoucankeepthemtoonecoreidea–that’sbetter.Mostpeoplewilltendtoreadstuffontheslideandwillnotpayattentiontowhatyou’resaying(see,you’redoingthatnow,aren’tyou?)HelptheaudiencetobreakthathabitbynotdominatingaslidewithtextCheckthefontsizeandmakesurethatpeoplecanreadit(canyoureadthis?)Havesimpletofollownotestogoalongwithyourslidesandmajortalkingpoints.Theyshouldserveasareminder,notsomethingforyoutoreadfrom.Preparemorethanyoucanspeakto,butalsobepreparedtobecutshort.

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Don’tTrytoShowTooMuchHavetherightvisualmaterial• organizestheRlowofinformation• communicatesinformationclearly•  focusesonmostimportantinformation• doesnothaveuselessclutter

Useabackgroundthatisnotdistracting• ThisisimportantforyourpostertooLessismore• acleanslidewiththeinstitutionlogoisusuallyenough,althoughaslidenumbercanbehelpfultoo

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PowerpointMistakestoAvoidEdwardTufteoffersexcellentsuggestionsonhowtoavoidthelimitationsofpresentationsoftware

17 http://www.edwardtufte.com/tufte/powerpoint

TooMuchText

Presentinformationincontext•  thatis,whatisimportantfordecisionmaking,notjustshowingabunchofdata

Usetheslidespacecarefully,withareadablefont,withoutcrammingahugeamountofinformationontoasingleslideDonotrelyonbullets,sub-bulletsandsoon• eventhoughthisslidedoes

Yourtalkisastory,notamarketingpitch

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GoofyPictures

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GoofyPictures(2)Sometimesanimagewithakeywordisallthatyouneedontheslide•  IFITISTHERIGHTIMAGEThisisapowerfultechniqueinmarketing&sales,andfortalkstoageneralaudience• butnotforadesignreviewpresentationStriveformulti-dimensionalimagesthatshowthecomplexrelationshipswithinyourworkUsesupportingvisualsthatgivethesamemessagethroughavisualmedium• somepeoplewilllisten,somepeoplewilllook,somewillread,allshouldgetthesamemessage

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AwesomeImagesProvideMulFdimensionalContext

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www.edwardtufte.comThismapgivesanimpressivesixdimensionsofinformationaboutNapoleon’sdisastrousMoscowcampaignduringtheWarof1812.

AwesomeImagesProvideMulFdimensionalContext(2)

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www.edwardtufte.com

Thisrepresentationofthedistributionoforbitalspacejunkisinstantlyclear.

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AFigureNeedstoBeCompleteShownamesofkeyparts/subsystemsonthe*igureShowhowitworksShowloadingconditionsorothersystemstressors

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GivetheData!Ifyoushowananalysis,provideenoughdetailthattheaudiencemembercanunderstandForanalyticalsolutions,showthegoverningequationandwhatthevariablesymbolsmeanFornumericalsolution,explainthechoiceofmethodandhowitwasapplied•  forexample,inFEA,showboundaryconditions&loading,explainelementtype(&whyselected),howmeshwasreRined,andhighlightkeyresult(factorofsafety)

Forexperiments,showallthedata,oratleasterrorbarsGiveagraphicalrepresentationofresults,clearlyshowingtherange(andareadablescaleofwhatthecoloursmean)Explainverballythekeyaspectsoftheanalysisthatensuresyourdesignavoidssomefailuremode

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AnimaFonsofDesignFuncFonalityAnimationishighlyeffectivetoshow:• motionofanapparatusasitoperates• dynamicsofyoursystemofinterest• akeyfeatureofdataputintocontextusingzooming

Animationisnoteffectivewhenitdistractstheaudience• panningoveranassembly• zoominginandoutfornopurpose• videoofpeopleconductinganactivity,unlessitisstrictlyrelevanttotheslidecontent

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AnimaFonsofDesignFuncFonalityAnimationishighlyeffectivetoshow:• motionofanapparatusasitoperates• dynamicsofyoursystemofinterest• akeyfeatureofdataputintocontextusingzooming

Animationisnoteffectivewhenitdistractstheaudience• panningoveranassembly• zoominginandoutfornopurpose• videoofpeopleconductinganactivity,unlessitisstrictlyrelevanttotheslidecontent

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Phluff“Information-free”clutterisdistracting:•  irrelevantclipartandphotos• 3Dfunkytextboxes• swooshinganimationsofyourtitleblocksandtext

AvoiditPleaseFortheloveofhumanity

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Phluff“Information-free”clutterisdistracting:•  irrelevantclipartandphotos• 3Dfunkytextboxes• swooshinganimationsofyourtitleblocksandtext

AvoiditPlease

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Phluff“Information-free”clutterisdistracting:•  irrelevantclipartandphotos• 3Dfunkytextboxes• swooshinganimationsofyourtitleblocksandtext

AvoiditPleaseFortheloveofhumanity

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TheValueofaHandout

•  Rememberthatyouwillsaymuchmorethanyouconveyontheslidedeck

•  Ahandout(orahardcopyofyourconferencepaper)isanexcellentwaytogiveanaudiencemember“therestofthestory”

•  Thisisalsoveryeffectivewhenyouarepresentingaposteratabooth.

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AFewPresentaFonTipsIfyoudonothavealotofexperienceatpublicspeaking,practiceinfrontofamirror,orvideoyourself(thecameradoesn’tlie–ouch!)Betteryet,practiceyourpresentationtofriendlypeers(yourteammates,yourpeers),andaskfortheirconstructivecriticismHavesomeonechecktheslidezfourspelinerorsConsiderusingautomaticslidetimingPracticetechniquestoreducenervousness(e.g.imaginingeveryoneintheaudiencewearingridiculousclothing)

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TipsWhenPresenFngasaTeamWhenthereisateamofpresenters,preparationandpracticeisevenmoreimportantTypicallythisisnotdoneatconferences–thisslideisforothersituationsIntroduceyourselvesintheorderofspeakingTransitionsbetweenspeakersmustbesmooth

“Um,nowovertoJoe…”TrytopracticeintheroominwhichyouwillspeakAvoidmovingaroundthepodiumtoomuchYourclothingshouldnotbenoticeable,otherthantellingtheaudiencethatyouareprofessionals• Pleasedon’twearacringe-worthymatchedsetofoutRits

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AFewMoreTipsGetagoodnight’ssleepthenightbeforeWearappropriateclothing• dressuponenotchabovetheaudience• wearclothesthatwon’tshowthatyou’resweating!

DrinksomewaterbeforeyourtalkMemorizetheRirstsentenceofyourtalk.Thatway,youareguaranteedtogetagoodstartIfyoumustrefertonotes,thatisokay.Justtrynottoreadyournotesexclusively.DoNOTreadyourslides!!

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AndAFewMoreTipsTrytospeakabitmoreslowlythannormalconversationalpaceIfyoucan,lookatandtalktoindividualsUseyourhandsforemphasis(butnottoomuch)• It’samazinghowmuchthisengagestheaudienceThinkbeforeyouspeak&pauseafterakeypoint• givetheaudiencetimetocatchupIfyoustarttofeelstressed,takeamomenttobreathe,andvisualizeapositiveoutcomeUsealittlehumour• itispowerful,ifusedsparinglyandcarefullyTrytogiveastrongRinalsentencetoRinishwell

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AndOneMoreHaveanupdatedpresentationofyourtopicIncludingworktodateThatwaywhenyoursupervisorasksyoutopresenttotheresearchgroup,ortoavisitor,youwillbeready!(Itisalsoagoodwaytoremindyourselfthatyouareactuallymakingprogress)(ThankstoProfAndrewMartinforthissuggestion)

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ExpectaFons

Dressforsuccess!Bereadytopresent!Showupfortheotherpresentations!Whenyouareataconference,beanactiveparticipant:• Gotoallthesessions!• Askaquestion!• Explainyourposter!• Dosomenetworking!• Itmightleadtothenextstageofyourcareer!

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Summary•  Publicationiscriticaltoexposeourideastocritiqueand

toarchivetheknowledgethatwecreate•  Choosepublishingvenuescarefully.•  Beclearrightupfrontaboutwhoisanauthor(ornot),

orderofauthorship,whowritesthemainmanuscript,andwhoiscorrespondingauthor

•  Haveascheduleforwriting•  Setclearexpectationsontasks•  Followtherulesforthejournal(orconference)•  Peerreviewcanbeharsh.Don’tlosesleepoverapoor

review.•  PresentationsaredifRicult.Likeanyskill,itimproves

withpractice.

•  Thispresentationisavailableonlineathttp://www.mlipsett.com/teaching/37