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Thesis Writing: General Guidelines and Tips

A. S. M. A. Haseeb Dept. of Mechanical Engineering University of Malaya

Office: Room 13, Level 5, Engineering Tower Bldg. Tel: 7967 4492, E-mail: haseeb@um.edu.my

References
John W. Chinneck, How to Organize your Thesis, http://www.sce.carleton.ca/faculty/chinneck/thesis.html Joe Wolfe, How to Write a PhD Thesis, http://www.phys.unsw.edu.au/%7Ejw/thesis.html J. I. Maletic, Everything you wanted to know about Thesis & Dissertations but were afraid to ask! San Francisco Edit, www.sfedit.net Armin Gruen, Thesis Writing, www.photogrammetry.ethz.ch

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Contents
Introduction to thesis writing Masters vs PhD Getting Started Introduction Problem statement Literature Review Materials and methods Results and discussion Conclusions References Abstract Reviewing Appendices Further Tips

Introduction
What Graduate Research is All About An original contribution to knowledge Thesis must show two important things: - you have identified a worthwhile problem not previously answered - you have solved the problem / answered the question

Examiners points of view: Good research problem answered before? useful question to work on? The question was adequately answered? Adequate contribution to knowledge?

Master's vs. PhD Thesis Different expectations not in format but in significance and level of discovery a Doctoral thesis a more difficult problem to be solved, and consequently more substantial contributions. The Ph.D. a substantial and innovative contribution to knowledge

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IPS Guideline for thesis

Order of contents
Preface Text Supplement

i. ii. iii. iv. v. vi. vii.

Title Page Abstract Acknowledgements Table of Contents List of Figures List of Tables List of Symbols and Abbreviations 1. 2. 3. 4. 5. 6. 7. Introduction Literature Review Methodology Results and Data Analysis Discussion Conclusion and implications Suggestions

- Reserch instruments such as questionnaires, maps or computer programmes - Appendices: additional illustration of data sources, raw data etc. support written text - References

Getting started
Best way is to prepare an extended outline

Begin by making up the Table of Contents, listing each section and subsection For each section and subsection write a brief pointform description of contents of that section The entire outline might be 2 - 5 pages long You and your thesis supervisor should carefully review this outline unnecessary material? missing material?

Getting started continued

Making an outline of a chapter ?

Assemble all figures in a logical order to explain to someone what they all meant Rehearse explaining it to someone else Note down the key words of your explanation Key words provide a skeleton for chapter outline

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Getting started continued

Where Do I Begin? Best place to begin where you feel most at ease Methodology chapter often the easiest to write - just write down what you did; carefully, formally and in a logical order Write Section by section worry about order and transitions later

When Do I Begin? Start today! Tomorrow is too late!

Getting started continued

How Long Does it Take to Write a Thesis?

Longer than you think Leave yourself enough time hasty job may have painful consequences at the defense

Getting started continued

Audience Readers pretty knowledgeable about general problem, but haven't been intimately involved with details Spell difficult new concepts out clearly Imagine explaining your ideas directly to a person who has appropriate background Don't make readers work too hard Choose section titles and wordings to give information clearly A thesis is not a story doesn't follow the chronology of things that you tried

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Getting started continued

A timetable Make a timetable for writing dates for first and second drafts of each chapter to your superviser(s) Chart with items that you can check off as you have finished them

Getting started continued

Style The text must be clear Good grammar and thoughtful writing easier to read Scientific writing is a little formal No slang Short, simple phrases and words are better than long ones Thesis must be a connected, convincing argument not just a list of facts and observations

Tips Spend enough time planning the structure Get copies of other (good) theses. Talk to your supervisor Write abstract and introduction chapter last

Getting started continued

Tips: Avoid repetitions (copying your own sentences several times) Must not copy other peoples sentences. Develop your own style Maintain thread between adjoining chapters (joining words/sentences) Define all variables in equations and in calculations. Use variables according to general practice. Dont use the same variables for different things Describe test and computational conditions. The reader usually is not familiar with your facilities Leave out material that does not contribute directly to the discussion or development of an idea

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Getting started continued

Tips: Apply punctuations correctly Avoid bombastic words, rarely used vocabulary Writing in the active voice improves the reading pace and dynamics. Active: Parameter (a) improves the performance of the algorithm Passive: The performance of the algorithm is improved by parameter (a) (Active expressions are more assertive!) Illustrations and diagrams readable in terms of graphic style and explanations of variables Put down a draft (as rough as you like) for your own purposes, then clean it up for your adviser to read

Table of Contents

The table of contents a map for reader and writer Create a thorough table of contents before you begin writing and refer to it throughout the thesis writing process Continually re-evaluate your order choice Be sure that you to include every relevant piece of information

Contents
Introduction to thesis writing Masters vs PhD Getting Started Introduction Problem statement Literature Review Materials and methods Results and discussion Conclusions References Abstract Reviewing Appendices Further Tips

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Introduction
Step back mentally and take a broader view of the problem How does it fit into the broader context of your discipline? State briefly state-of-the-art of the research issues and objectives of the work Show rationale that explains what issue or controversy needs resolving Why is the topic important? State the problem(s) as simply as you can Provide overview of the thesis contents Introduction should be interesting Dont overestimate the readers familiarity with the topic

Introduction continued

Tips: + Write the Introduction last! + Do not repeat the sentences from the abstract + Use punchy style to attract reader

Checkpoints to consider + Does it arouse interest or curiosity? + Does it include a thesis statement? + Does it include all the important goals and content statements? + What is the authors purpose in writing this thesis? + Does it give sufficient credit to previous work?

Introduction continued

Problem statement Identify the problem and its importance Explain, defend, and/or prove that the current literature and findings are inadequate, outdated, and/or wrong discussion of why it is worthwhile to answer this question Asserts that your research will help solve the problem

What makes a thesis question a good one? First, it must remain unanswered Second, its answer must serve as a contribution to knowledge

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Literature Review
Addresses what is known about the issue background, from where the problem arose, and how others have attempted to resolve the problem Summary of recognized facts and information in academic literature What other methods have been tried to solve it? Should be organized by ideas rather than by authors or works Concentrate on most important publications: Use primary literature Keep it confined to topics really relevant to your own work Dont try to show off by citing too many authors Make sure you do not miss the latest developments Make sure you understood what you have cited

Literature Review continued

Tips Use spread sheet or word processor for literature review write down title, authors, year, volume and pages Also write a summary (a couple of sentences to a couple of pages) In other columns of spread sheet add key words (your own and theirs) comments about its importance, relevance, quality How many papers? about a hundred ? depends on the field use your judgment A political point: do not omit relevant papers by researchers who are like to be your examiners

Literature Review continued

What the examiners look in a Review of literature

Relevant to the research study? Evidence of critical appraisal of other work, or is the review just descriptive? How well has the candidate mastered the technical or theoretical literature? Does the candidate make the links between the review and his or her methodology explicit? Is there a summary of the essential features of other work as it relates to this study?

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Materials and Methods Section

Describe the ways in which you performed your experiments a literal description of what was done Be as comprehensive and adept as possible in detailing your techniques A competent researcher should be able to reproduce exactly what you have done by following your description

Materials and Methods Section continued

What the examiners are looking for What precautions were taken against likely sources of bias? What are the limitations in the methodology? Is the candidate aware of them? Is the methodology for data collection appropriate? Are the techniques used for analysis appropriate? Under the circumstances, has the best methodology been chosen? Has the candidate given an adequate justification to the methodology?

Contents
Introduction to thesis writing Masters vs PhD Getting Started Introduction Problem statement Literature Review Materials and methods Results and discussion Conclusions References Abstract Reviewing Appendices Further Tips

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Results and Discussion

Common practice to combine them, as their content tends to be interrelated Break down this section into chapters based on subject Diagrams, graphs, and charts will be very useful in illustrating your results Described the conditions under which obtained each set of results were obtained What was held constant? What were the other relevant parameters? Show measurement errors and standard errors on the graphs Use appropriate statistical tests

Results and Discussion continued

Discussion - explain the meaning of your results - where they fit in the current literature ? - whether they concur with or deviate from others - are they consistent with current theories? - do they give new insights? - do they suggest new theories or mechanisms?

Try to distance yourself from your usual perspective and look at your work How other people in the field might see it

Results and Discussion continued

What the examiners are looking for Do the solutions obtained relate to the questions posed? Is the level and form of analysis appropriate for the data? Could the presentation of the results be made clearer? Are patterns and trends in the results accurately identified and summarized? Does the software appear to work satisfactorily?

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Results and Discussion continued

What the examiners are looking for Is the candidate aware of possible limits to confidence/reliability/validity of the work? Have the main points to emerge from the results been picked up for discussion? Are there links made to the literature? Is there evidence of attempts at theory building or reconceptualisation of problems? Are there speculations? Are they well grounded in the results?

Contents
Introduction to thesis writing Masters vs PhD Getting Started Introduction Problem statement Literature Review Materials and methods Results and discussion Conclusions References Abstract Reviewing Appendices Further Tips

Conclusion
Less detailed than the rest of your thesis A summary of conclusions is usually longer than the final section of the abstract Not a rambling summary of the thesis short, concise statements of the inferences that you have made because of your work Short numbered paragraphs, ordered from most to least important All conclusions should be directly related to the research question stated Show the importance or implications of the research

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Conclusion continued

Be honest with the critical assessment of your results Dont try to pretend things which you have not achieved Optional (as per IPS Guidelines): Finally, share your thoughts as to how your thesis can serve as the starting point for future research. This subsection is intended for future researchers who may be interested in taking your ideas further

Some people only read abstract, introduction and conclusions. So make sure these three chapters are internally consistent and conclusive

References

Every citation made in thesis must appear in the list of references (unlike Bibliography) List of references a measuring stick to evaluate the breadth of your research The reader will typically review whether you have consulted more prominent works Follow strictly the IPS format

Abstract
Abstract most widely published and most read To be covered: - Short statement about the area of investigation (motivation, objective etc.) - Brief discussion of methods and procedures used - Brief summary of findings - Brief summary of conclusions Continuous summary, not disconnected notes Abstract should be self-contained Write the abstract last! Use punchy style to attract reader

Tips:

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Reviewing

Get other people to read your drafts Set it aside for a week or more, then go back and edit it again Re-Write first draft taking everyones comments into account Run a spell check so that your supervisor does not waste time Check for any characteristic grammatical failings Check it through anti-plagiarism software Get the bugs out before the committee sees it Re-do the studies in different places at different times for comparison if you can

Reviewing continued

Checkpoints to consider Does each paragraph have one main idea which clearly relates to the thesis statement? Do the paragraphs come in logical order? Does each paragraph contain enough specific details which expand or clarify the main idea of the paragraph? Are transitions used between paragraphs to help the reader follow the train of thought from one paragraph to the other?

Contents
Introduction to thesis writing Masters vs PhD Getting Started Introduction Problem statement Literature Review Materials and methods Results and discussion Conclusions References Abstract Reviewing Appendices Further Tips

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Appendices
What goes in the appendices? Any material which impedes the smooth development of your presentation, but which is important to justify the results of a thesis. too nitty-gritty a level of detail for inclusion in the main body of the thesis, but which should be available for perusal by the examiners to convince them sufficiently. Examples include program listings, immense tables of data, lengthy mathematical proofs or derivations, etc. Use letters to designate A, B, C, etc. If there is only one appendix, it is called Appendix. If not, then Appendix A. List appendices in the Table of Contents

Additional Tips

Preparing Yourself To Write Your Thesis Organize Your Thesis Using Electronic Folders Back Up Your Thesis Files Every Day Organize Your Thesis Using Physical Folders Physical folders can also be used for notes, scraps, scribblings, letters, and other artifacts of your thesis writing experience. Place all of your folders in a safe place

Additional Tips continued

Nine steps to developing an efficient draft of your manuscript 1. Consolidate all the information. Ensure that you have everything you need to write, e.g. all data, references, drafts of tables, figures, etc. 2. Start writing. Write when your energy is high. Try to find a time and place where you can think and write without distractions. 3. Write quickly and in larger portions. Keep the flow going. The first version does not have to be perfect. Leave gaps if nececssary, search for correct words, data, figures, etc. later. Do the editing later. 4. Write in your own style (voice). Avoid copying sentences from other authors, the reader will notice this. 5. Keep to the plan of your outline. Avoid wandering around and meandering. The reader must be able to follow you. Dont jump from issue to issue.

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Additional Tips continued

Nine steps

6. Write the thesis in parts. Treat each section as mini-essay. Check if each section can stand alone. 7. Put your first draft aside. Let it rest for a few days or even longer. Fresh reading will give you additional insights into and critics of your own text. Good things need time! 8. Revise it. This may have to be done several times. Let a colleague have a look at it. If your control of the language (English!) is not sufficient have somebody (expert) proofreading it 9. Target a journal. Thesis work should be published in journals. Define your content in relation to the goals of the journal. Consider the audience of the journal. Check several recent journal issues. Dont try to put everything into a journal manuscript.

Additional Tips continued

+ Is the wording appropriate and accurate? + Is the language acceptable (spelling, punctuation, grammar)? + Are the points presented in a coherent, logical order? Concentrate on the essentials! + Do arguments flow smoothly & logically from one to the next? + Are arguments supported by appropriate examples? + Remember: Nobody should know more about the issue you are dealing with than yourself. Consider this in your text by explaining things carefully and clearly,but not too exhaustively! + Are references sufficient, not too exhaustive and relevant? + Pay credit to the earliest findings/developments (primary literature).

Additional Tips continued

+ Is the referencing consistent and in accordance with the author specifications? + Are sources acknowledged? Dont just copy other authors sentences and figures without referencing. + Are the pages numbered and are there indices? Do not think I have to write a whole thesis! + Stitch pieces together + Dont write one big piece at a time Do not put off writing the thesis until the end + Start to write as early as possible, even if it is only your random thoughts + Any task that you are performing can be written about! Dont forget that you have written several successful documents before + Remember the errors you made before and learn from them

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Additional Tips continued

You are not alone! Dont isolate yourself during the thesis process + Discuss your fears, doubts and results (other students, thesis writers, faculty, advisors) + Share suggestions how to overcome obstacles Take a course on Technical Writing + Writing is to a large amount a skill, which can be learned Dont endure writers block + Most writers get this occasionally. It is not a career-ending disease + Total block partial block: Dont suffer through, get advice + Caused by deadline anxiety it gets worse A Word About Tables. Dont waste time in the first stages of drafting and thesis writing by attempting to create perfect tables and graphs on your computer.

A researcher should check, recheck, cross check, ... all the results before submitting a research paper to a journal

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