Ten Steps to publication

1. Ten Steps to publication Ivan J Perry Department of Epidemiology & Public Health University College Cork

2. Learning objectives Understanding that writing a paper is largely a technical skill that requires formal training and practice Be aware of the key elements of a well written scientific paper Be aware of the value of a simple project management approach to writing a paper Understand the value of adopting a “marketing” approach to publishing your work.

3. Step 1: Preparation • Know the market You should have a clear idea of the requirements of a scientific paper in general, and of your chosen market (e.g. anaesthetic or general medical literature) • Know the subject You should also have refreshed yourself about your own work. Results should have been made into rough tables.

4. Preparation • Organise the information Leave the data on one side. Write down the single main message of your paper on a piece of paper. Now write down the four main questions: why did we start?; what did we do?; what did we find?; what does it mean? • Think Now set aside about 10 minutes and brainstorm, working out from the centre of the page. In this way you will be organising your information around the message of your paper.

5. Before you switch on PC Why did we start? What did we do? What did we find? What does It mean?

6. Step 2Get agreement on the writing brief • Decide on the principal author and the full list of co-authors • Get all co-authors to agree on a single message (expressed in one sentence) and the 1st journal to which the paper will be submitted.

7. The writing brief • Message – one sentence • Journal • Format • Deadline • Co-authors

8. What a good brief should contain: • the message: one sentence of about 10 words, with a verb, • the market (i.e. journal): so that you can start market research, • the format: which is determined by the market, • the deadline: which is better divided into several deadlines, • the co-authors: deciding these in advance helps enormously.

9. Step 3Tables & figures • Finalise the tables and figures based on completed (or near completed) data analyses. • Decide on number of tables and figures and how best to present • Have a copy of your target journal on your desk to guide you

10. Step 4Sort out the references • Identify the key reference you need to read and cite. • Set up an End Note file • If you do not have access to EndNote invest (can be down-loaded from web) and spend a few hours learning to use

11. Step 5Write abstract • Introduction – 2 to 3 sentences, why the study of hypothesis is important, the angles we are pursuing and what is new in the work. • Objectives – 1 to 2 sentences

12. Write abstract contd • Methods with subheadings as appropriate • Setting, subjects, study design, instruments etc.. • Concise summary of sample size, response rates, major outcome measures

13. Write abstract contd • Result – Major findings with numerical data. • Discussion/Conclusion – 1 to 2 sentences stating the “take home” message of the paper as in the writing brief.

14. Step 6Write plan for paper • Specify the number of paragraphs in each section (introduction, methods, results and discussion) • Set down in a single sentence the point addressed in each paragraph.

15. Step 7Write the introduction • 3 to 4 paragraphs • Why the work is important • Brief review of previous work • Angle or point of the paper • Conclude the introductory section with a sentence beginning with “The object of this study was ….’

16. Step 8Write the methods section • 6 to 8 paragraphs • Use sub-headings within the text. • Check that all variables in tables and figures and text of results section are listed and described • Include details of methods of measurement and subsequent coding for analysis, as necessary.

17. Step 9Write the results section • Maximum 6 paragraphs. • Describe and summarise findings as presented in tables and figures. • Avoid comments/ interpretation of findings (leave for discussion). • Which data are best presented within the text of the results section ? • Which are best presented in figures and tables with a brief text • Support every sentence in the results section with data, either in text, tables or figures.

18. Step 10 Write discussion • Generally – 4 paragraphs • Summarise main findings in the opening paragraph. • Para 2: – compare and contrast findings with previous work,account for discrepancies with previous work etc • Para 3: highlight problems and deficiencies with your own work, i.e. make excuses. • Para 4: – very brief summary of main message of the paper and suggest what needs to be done next.

19. Write simply and clearly Never use a long word where a short one will do. Never use a metaphor, simile or other figure of speech which you are used to seeing in print. If it is possible to cut out a word, always cut it out.

20. Step 1-10Write simply and clearly • Never use the passive where you can use the active. • Never use a foreign phrase, a scientific word or a jargon word if you can think of an everyday English equivalent. • Keep sentences short and make them work, i.e. carry relevant detail that moves your argument forward • Break any of these rules sooner than say anything outright barbarous.

21. Write the article: overview • Be creative The problem with writing is that we can too easily allow our critical faculties to dominate. Prepare well, then start writing and keep going ! Do not “correct”/ obsessionally edit your work as you write. • You need three components: • the plan: make sure you have this in front of you. This is your route map and will tell you which way you need to go. • an implement: some means of writing, whether it be word processor, dictating machine or pencil. • peace and quite: though probably less than you think.

22. Write the article: overview • Don’t fight writer’s block Usually the best solution is to do something different. Sometimes the problem may be more serious, and it reflects the fact that you are not clear what you are writing. You may have to revisit your brief. • Try to write each section in one go This should give the writing continuity

23. Resources & references Increasing quality and quantity of web resources and text books on topic of scientific writing Tim Albert training: excellent source of training and resources. See Albert T. “Winning the publications game.” Oxford. Radcliffe Medical Press Ltd. 1996