TOPIC 3: Frequently Made Mistakes

1. Introduction

Based on reviewing MUPIC reports, this book summarises the frequently made mistakes. Introduces some guidelines, and recommendations for future students working on MUPIC-like projects. 

The aim of this topic is to

• recognise and become aware of common mistakes when writing a report,
  
• become aware of common mistakes when writing a collaborative report.

2. Frequently made mistakes

In reports presented during MUPIC I and II, students demonstrated solid language competencies.  In general, the structure of the reports was clear and well organized and respected the formal requirements for writing technical reports.  In most cases, the authors presented their arguments fluently and logically.

However, occasional mistakes in spelling and commonly confused words could be found in all written assignments, as well as grammatical errors that were able to distort the meaning of the statements.

Some mistakes were caused by language interference of the author’s mother tongue while others could be ascribed to the fact that report writing was a teamwork and language competencies of the individual writers differed a great deal.

Below you will find several basic rules for report writing/academic writing and a few descriptions of frequently made mistakes.   

2.1. Write in Clear Sentences

The main goal should be to write clear and concise sentences which convey meaning correctly and fluently. Short and simple sentences are usually more effective than long and complex ones. If in doubt, try to split long sentences into two or three shorter ones. This is especially important if English is not your first language, or if you are not an experienced writer.    

Remember that in good writing, we should avoid superfluous phrases and complicated sentences. Simple sentences work best and less is usually more.

Redundant phrases – try to avoid duplicate expressions with a similar meaning

Sentence Sprawl –  a sentence can become difficult to read and understand when there are too many equally weighted phrases.  It occurs when a writer strings too many subordinate or coordinate clauses together in one sentence.  

Example:
A clumsy, tiresome sentence: The meeting had been planned for Monday, October 27, but there were some people who were not going to be available, so they rescheduled it for Thursday, October 30, and then all people would be able to attend.

While there is nothing grammatically incorrect in the sentence above, it is too wordy and does not communicate clearly and concisely.

Better: The meeting, which had been planned for Monday, October 27, was rescheduled for Thursday so that everyone would be able to attend.

Sometimes, a minor change in word order would help the text.

Example:

Incorrect: It is important to take into consideration in order to analyze the market, the internal analysis of Vesuvius which is a summary of strengths and weaknesses and the external analysis of the company identifying opportunities and threats.

Better: To analyze the market, it is important to take into consideration both the internal analysis of the company which summarizes its strengths and weaknesses and the external one identifying opportunities and threats.

The use of passive voice

Scientific writing traditionally relies on the use of passive voice which is often preferred in lab reports and scientific research papers. Over the past several years, however, there has been a movement within many disciplines away from passive voice. Scientists often now prefer active voice parts of their reports, occasionally using the subject “we”.  Looking for opportunities to replace passive voice with active voice can make your sentences stronger and shorter.

Lack of Parallel Structure is one of the frequently made mistakes.

It occurs when two or more parts of a sentence are similar in meaning but not parallel (or grammatically similar) in form. It often occurs with paired constructions and items in a series.

Example:

Incorrect: He wanted to learn more about careers in programming, engineering, biochemist, and research scientist.

Correct: He wanted to learn more about careers in programming, engineering, biochemistry, and research science.

Remember that the subject and verb of a sentence must agree with one another in number, whether they are singular or plural. If the subject of the sentence is singular, its verb must also be singular; if the subject is plural, the verb must also be plural.

Example: 

Incorrect: A marketing manager needs to know whether they are doing their job properly.

Correct: Marketing managers need to know whether they are doing their job properly.

Avoid using “I” in academic writing/report writing

Reports should be objective. The convention is to avoid “I” and use “we” instead, as could be recommended in the sentence below. 

Example:

Incorrect: According to the suggestions of the reviewers, I have been investigating on three levels.

Correct: According to the suggestions of the reviewers, we have been investigating on three levels.

2.2. Use correct punctuation

If you are not sure about punctuation, write direct and short sentences using only the comma and the full stop.

Missing a comma after an introductory element is one of the common mistakes.

A comma should be used after an introductory word, phrase, or clause. Using a comma gives the reader a slight pause after an introductory element and often can help avoid confusion.  Always use a comma after “therefore” and “however”.

Example:

Incorrect: To move forward with the project it is important to identify the issues that must be addressed.

Correct: To move forward with the project, it is important to identify the issues that must be addressed.

Superfluous Commas

A typical mistake is to use commas liberally when they aren’t necessary. Put a comma before and, or, but ONLY in lists of three or more.

2.3. Use the right vocabulary

Some words are easily confused. If in doubt, consult a dictionary.  

Examples: practise/practice, license/licence, affect/effect, principal/principle, dependent/dependant…

Watch out for the correct use of prepositions. If in doubt, consult a dictionary.  

Examples: interested in, participate in, consist of, focus on, included in, based on

Be consistent in using/not using the definite article. It is a difficult task, and we keep learning all the time.  

Examples:

During the  first months of THE project, THE team has given attention to… (THE team, THE project = specific entities)

THE project’s schedule and scope are fixed but THE project team has a freedom to produce THE best solution to Vesuvius…

There are only a few instances when we use NO ARTICLE: when talking about things in general, when talking about sports and games, with names of countries,  names of languages, names of meals, and before noun + number.  In all other cases, we must use an article.

Capitalization

Follow the basic rules described in grammar textbooks. The fact is that experienced writers are not too generous with capitals outside these rules. If there is any doubt, it is best not to use them.  The general rule would be to pick a policy and be consistent.

Write formally

Use a formal tone in reports and technical writing. Formal writing is precise and impersonal. Writers follow the rules of standard English with exactness: they don’t use idioms, contractions, or sentence fragments.

For example,  “In addition to…” is more formal than “also”. Similarly, the word “however” should be used to start a sentence rather than “but”.  In formal writing, there is no space for slang, familiar expressions, and subjective statements.

Proofread properly

There are often several correct ways of expressing the same thing and it is up to the writer to use a variant of their choice.  What all writers must pay attention to is consistency – choosing one variant and sticking to it throughout the document.  It is, therefore, important to set aside time for proper revision.  Using a spell checker is not enough.  All written material should be proofread repeatedly until the writer is satisfied, and all mistakes are corrected. This is especially true when several authors participate in writing a document.