Transcript BEFORE WRITING

Producing the manuscript
BEFORE WRITING
• At the start of research, think about experiments in
terms of future papers,
• Arrange the control, experimental and marker
samples in the optimal sequence for future figures.
It will save going them when you write the paper.
• For figures, think about the best magnifications
and orientations to show the important features.
Keep consistent backgrounds. Record the
magnifications for the scale bars!
• It is easier to assemble all the data BEFORE
writing the paper, than during the process.
BEFORE WRITING
• If possible, give an informal ORAL
presentation of the work before you start to
write the paper. It will help you clarify the
story you want to tell and can anticipate
objections or misunderstandings that must be
addressed in the text.
• Think about the key conclusions of the paperthe important message that you want to put
across. Do you have all the data and the
figures to prove your point?
BEFORE WRITING
• Assemble draft FIGURES and lay them out in order
on a table or desk.
• Decide what are the key points that you need to
make, and write them out. Focus on hypotheses that
you tested.
• Decide on a paper format. Short format papers (e.g.
Nature, Science, Current Biology, PNAS ) versus
Long format (papers with Abstract, Introduction,
Results, Discussion). This will strongly influence the
style in which you write.
BEFORE WRITING
• Resolve Authorship issues. Corresponding author
is usually senior author.
• Have printed copies of key references at hand.
• Start a building a database for references.
ENDNOTE will help format format references for
different journals.
SHORT FORMAT PAPER
• hardest kind of paper to write, even though it
is the shortest.
• Paper has to be concise and engaging, right
from the opening sentence.
• For some journals the first paragraph of a
short format paper is also the abstract and
describes both the significance of the work
and the major achievements
LONG FORMAT PAPER
General considerations:
• Download Instructions for Authors. Note
limitations like page number, word and/or
character count, number of figures, fonts for
Figures, number of references, word length of
Abstract . It is best to know the limits in
advance than have to go back and change the
paper later.
• Print out one or two examples of a high
quality paper in your field in this journal.
• Note specific styles (Italics/bold for headings;
Hours/hrs; Fig/Figure and other special
features)
Order of preparation
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Authors and their order
Data
Methods
Results
Discussion
Introduction
Acknowledgments
References
Abstract and Title
Writing the manuscript
The hardest part is getting started.
STARTING OUT
• Adopt personal working style:pencil and paper
versus computer. Set a deadline and establish a
reward system!
• It is best to just write something down and then
edit it rather than to expect to write a perfect
sentence straight away.
• Just start writing the data as if you were
describing them to your colleagues. Lay out
general arguments and then go into details so that
you prepare the readers for what follows and the
logic you are going to use.
• Expect to write multiple drafts, so keep track of
them carefully. Word has an “Edit” program.
FIGURES and LEGENDS
• Annotate figures and pictures with
arrows
• High resolution, at least 300 dpi
• Low resolution images “pixel out.”
• Do not forget scale bars!
• Figures must have a short title.
• Follow conventions of the journal
precisely.
FIGURES
• Figures are important. Cannot simply “drop” them
into paper
• Writers are immersed in the subject -- readers are
not!!
• When referring to a specific Figure/Section/Table,
use upper case, otherwise use lower case:
– The overview in Figure 3 is better than the
other figures.
• Should describe each item in a figure: “The icon
in the upper left corner of the figure represents…”
• Should motivate the figure: “This figure provides
an overview of our system, including input …”
FIGURES (cont)
• If they contain code, number each line
• Refer to specific lines, or sets of lines, in the
text
• s/b either pseudo-code, or language specific
(tell them what the language is!)
• All elements of figure/graph s/b marked (key
or legend)
• Each figure should have a tag and a caption
LEGENDS for TABLES and
FIGURES
• Tables and Figures with their legends are
separate pages, not imbedded in text of
paper
• Must stand alone and be very descriptive
• Must spell out all abbreviations used each
time
• Must be large and clear (little white space)
• Make sure they are numbered in proper order
BEFORE GIVING DRAFT TO SUPERVISOR
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Check the Figures versus the text
Check the References versus the text
Check the Figure legends
In general, edit a paper after printing it out
and reading it as a whole, rather than editing
it on a computer screen where you can only
see one page at a time. Once a page has
scrolled off the screen the text tends to be
forgotten!
• Be psychologically prepared to throw out and
rewrite whole sections and not to cling to the
original.
• Be flexible.
BEFORE SENDING TO THE JOURNAL
• Have the paper read by several people. Listen
to what they say, especially if same criticism
comes up several times.
• Check
and
recheck
spelling,
figures,
references, legends etc
• Reviewers can be really annoyed by careless
editing and mistakes reflect badly on your
science.
• Ensure you have followed all the requirements
of the journal about electronic submission etc
• Some have a specific Checklist and Front Page
format (key words; contact information; email address etc
BEFORE SENDING TO THE JOURNAL
• Include a cover letter outlining the originality
and important findings of the paper and why it
will be of interest to the typical audience of
the journal you have selected.
• Sometimes it is helpful to suggest possible
referees, especially if the topic is unusual.
• It can save time to send a “presubmission
enquiry” to the editor. This should outline in
the most persuasive way the importance of
your paper. Then the editor can reply with
either encouragement to send the complete
paper for review or a polite suggestion that
you send it to another journal
Responding to the First Critique
• Expect the paper to be rejected
• Only 5% of papers are accepted without
revision
• You will get disappointed
• The reviewer will ask you to do things you
can’t fix
• At first reading, you won’t understand how the
reviewer could possibly have misunderstood
or been confused by your paper
• Put the paper down for three days to let your
anger subside.
Dealing with the consequences
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a)
b)
c)
d)
VERY FEW PAPERS ARE ACCEPTED WITHOUT AMENDMENT
Read your reviews
Give your reviews and the original paper to someone else to read
Discuss what actions you can take to respond to reviews
Give yourself a deadline for rewriting and resubmission – don’t leave
it too long!
e) Rewrite
f) Resend with a covering letter telling the Editor how you have
responded to comments in the reviews (you don’t have to agree with
everything but explain why you haven’t taken advice, as well as how
you have taken it)
g) Wait again ….
h) Repeat if necessary …
Responding to reviewers
1.
Carefully prepare your responses
Each comment should be addressed
Each change should be stated
Be enthusiastic
2.
3.
4.
5.
6.
Reviewer may be wrong
Be tactful – thank the reviewers
Do not respond to reviewers while upset
Never call the editor
Get help from other authors
Rewriting the Paper
• Editor must see you took the review seriously
• Even if rejected outright, respond to critiques
completely before sending to new journal
• If first reviewers were confused…
• Use constructive tone to respond to same
journal. Don’t be defensive.
• Respond within one month
• Familiarity with the paper will increase
chances of acceptance
• Author to upload point by point response to
review under “supplemental content.”
Writing Advice
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Write with precision
Simplify - avoid jargon
Quantify
Avoid figurative language
Be concise
Use the active voice
Choose the right level of detail
One paragraph = One thought
Provide logical connections
Rewrite with feedback
Writing Tips
• Write with a partner/collaborator
• You will keep each other on track
• Three-hour blocks minimum…stay in the
zone
• Use the draft of the paper as a notepad
– When to start next time
– What new references you need
– What new statistical analysis you need
• Put brief citations at end of sentences
Writing Tips
• If a paper is too complex:
– Reviewers will not understand it
– Reviewers will not believe it
– Reviewers will not like it
• If a paper is too simplistic
– Reviewers think its nothing special
– Even if the results are good
General writing tips
• Make your problem relevant
• Start with the “big picture”
• Take the reader by the hand
– Step by step explanation
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Highlight innovation
Do not give too many equations
Do not give too much theoretical details
Do not try to make a tutorial
General writing tips
• Do not use “very” but give the numbers
• Avoid to use “novel”
– Everything you do not cite should be novel
• Use short sentences
• Use simple words
• One point per paragraph
– First or last sentence is most important
– The rest is explanation
General writing tips
• If you are stuck:
– Tell a friend what you did.
– Use the words & slides like on your conference
paper
– Polish the text later
– Let a fellow student read & comment
• Ask native speaker to correct language
• Polish, Polish, Polish
– Reviewers hate mistakes!!
– It iz raely anojing to raed tekst width misstakes
Revising
• Set aside the paper for several days.
• Look for logical gaps and inconsistencies.
• Cut ruthlessly. Use simple, direct
constructions.
• Have others read the paper and give written
comments.
Cut, Cut, Cut
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Shorter sentences are clearer.
Shorter paragraphs are clearer.
Shorter papers are clearer.
Is it worth creating a 20-page masterpiece if
no-one will read it?
Tips
• Write the introduction after you finish the
paper
• Although the abstract is first part of the paper
you read, you should write it last, after writing
the introduction.
• Normally, abstract written first, then
paper
Tips
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Know the journal, its editors, and why you
submitted the paper there
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Pay close attention to spelling, grammar, and
punctuation
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Make sure references are comprehensive and
accurate
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Avoid careless mistakes
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Read and conform to “Instructions for Authors”
“There is no way to get
experience
except
through
experience.”
“Good judgment comes from
experience. Experience comes
from bad judgment”
Stage 1
• DECISION MAKING 1
– What do you want to say?
– Who do you want to read it?
• RESEARCH 1
– What is been said already and how might you
contribute?
– What publications might be suitable?
– Why?
• WRITING 1
– See if you can write a brief summary (abstract) of
what you intend to write about.
Stage 2
• DECISION MAKING 2
– Decide on your target publication(s) in view of Stage 1
• RESEARCH 2
– Understand how your target publication(s) select work to be
published – check the notes for contributors, make sure you
understand the publication target audience, make sure you
take note of their style, ensure that you know what they’ve
already published on the topic; write to the Editor to see if
they’d be interested in a piece like yours. Talk to others who
have published in this outlet.
• WRITING 2
– Go back to your summary – now that you know a bit more
about where you want the piece to go, does it fit with the
publication? Will readers of the publication want to engage
with it? Are you willing to change it to fit? If not, go back to
DECISION MAKING 2 and rethink – go round the loop again.
Stage 3
• READ back copies of the publication again
• READ what ‘others’ have said in relation to what
you want to write
• Decide how you might build on what others have
said
• WRITE a first draft
• Circulate your first draft to at least a few ‘others’
for comment
• WRITE a second draft
• Circulate again if necessary … repeat as
necessary
Submission
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Make sure you know exactly how to submit to the journal (electronic,
hard copies etc)
Make sure you have followed their guidelines to the letter
Ask yourself honestly:
Have I related this paper to the journal’s aims?
Have I engaged with the work of others in the same area? Is my paper
saying something fresh or could it be accused of being repetitious?
Is the purpose of my paper clear?
Is my argument well developed?
Are all my claims justified?
Is the style/length/format what’s requested by the journal?
Is my paper perfectly presented in terms of references, typing,
grammar, conciseness etc?
SEND IT OFF
What happens next?
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Editor/publisher decides if it fits with the outlet’s purpose
Editor/publisher decides if it’s in a fit state to be sent out for
review
Editor/publisher sends out to reviewers (2 or 3) – remember
that reviewers may well be people mentioned in your piece –
particularly if you are challenging their work. Implication –
always write as if they are going to read your work.
Reviewers normally review pieces which are anonymous – if
you want to ensure that your work is read anonymously, have
you remembered to anonymise eg self-references?
Remember that reviewers are usually not paid – therefore
expect to wait a few months before hearing (some journals
have targets, but Editors have no control over reviewers – they
are doing them a favour!)
Editors will send decision plus review(s) back to you – don’t
expect to see all of them. Editors will take into account
reviewers’ views but, in the end, will have to come to a decision
if reviewers disagree (or send out for another review).