Writing for Professional Journals Patricia Gonce Morton, PhD, RN, FAAN Dean and Professor University of Utah College of Nursing Robert Wood Johnson Foundation Executive Nurse Fellow

Acknowledgement This program has been made possible through generous funding from the Robert Wood Johnson Foundation. A special thanks to Mr. Nathan C. Sanders and Dr. Qin Li and the team of instructional designers at the University of Utah who produced this program. 2

Course Objectives Describe the key steps in planning and writing a manuscript Analyze the steps in the process of writing and publishing in professional journals Engage in a topic of interest that has potential for publication 3

Course Objectives Implement strategies to increase chances of acceptance of a manuscript for publication Describe how to respond to an editor’s decision about the manuscript Express a positive attitude toward publishing in professional journals 4

Module 2 Facing Excuses: Why We Don’t Write for a Professional Journal

Why Write and Publish? Rewards Challenges 6

Facing Excuses for Not Writing I am not sure it is worth my effort I don’t have anything to say I don’t have time to write I don’t write very well I am not qualified to write 7

Module 3 Understanding the Journal Publishing Process

Understanding the Journal Publishing Process Role of the Editor-in-Chief Responsible for the content Responsible for the review process Makes final decisions for the manuscripts Selects and works with the editorial board 9

Understanding the Journal Publishing Process Role of the publisher Maintain compliance with publishing practices Obtain advertising if appropriate Market the journal Manage subscriptions Edit final version of manuscripts Print (or post online) and mail journal 10

Understanding the Journal Publishing Process Role of the editorial board Work determined by editor Chosen based on expertise in the topic Assists the editor in selecting topics and/or direction of the journal Reviews manuscripts Members may serve as “department/column” editors 11

Understanding the Journal Publishing Process Role of manuscript reviewers Review content of manuscript Use a reviewer feedback form provided by editor Not asked to correct grammar, spelling, and punctuation Reviewing is an excellent way to become a good writer 12

Understanding the Journal Publishing Process Topical versus mixed topic journals Topical journal – topics are selected at least a year in advance; sometimes articles are solicited Mixed topic – no schedule for a particular topic; manuscripts published usually in order they are accepted 13

Understanding the Journal Publishing Process Typical schedule for a journal Authors submit electronically Editor screens Editor sends to reviewers Reviewers complete assignment Editor decides accept, revise or reject 14

Understanding the Journal Publishing Process Typical schedule for a journal Author returns revised paper Editor decides accept or review again Accepted manuscripts edited Author approves edited version 15

Module 4 Getting Started: Writing Strategies

Identifying Strategies to Get Started Seek guidance of a mentor or experienced author Write with a team of experienced authors Write a letter to the editor Write a book review Review a manuscript 17

Module 5 Selecting and Focusing a Topic for Publication

Planning the Manuscript It takes time! 19

Select a Topic New technique, drug, procedure Interesting case, but not a rare case Research report Literature review, synthesis and analysis 20

Select a Topic Evidence-based protocol Opinion/commentary/debate Solutions focused/how to Professional development 21

Select a Topic Issues discussed in social media Current fads/issues Challenging experiences A presentation that you are turning into a manuscript Sacred cows 22

Criteria for a Topic Answers the “So what” question Offers something new or a different slant Does not claim to be research when it is an evaluation project Of interest and applicable to the target audience of the journal 23

Develop and Focus Your Idea The manuscript must have one focus, one purpose Consider your potential audience Consider the purpose of the targeted journal 24

Develop and Focus Your Idea Examine coverage of the topic in other journals Consult colleagues 25

Identify the Audience A primary audience A secondary audience 26

Module 6 Preparing the Outline and Choosing the Article Format

Prepare the Outline Format Traditional outline Sentence format Mapping format 28

Prepare the Outline Approach Analyze how others have organized the topic Create a tentative outline Consider content for tables and figures 29

Choose the Format Narrative Research report Literature review and analysis Case study Personal experience 30

Module 7 Picking a Journal for the Manuscript

Select the Appropriate Journal Determine the journal’s audience Find out if the journal is peer reviewed (refereed) Use directories andwebsites 32

Select the Appropriate Journal Find out the impact factor Learn about the time for the peer review process Inquire about acceptance rates Examine the journal for style, format, departments, and columns 33

Select the Appropriate Journal Search the index to see how your topic has been covered Decide topical versus non-topical journals Learn about open access publishing Obtain author guidelines 34

Module 8 Determining Authorship and Writing a Query Letter

Decide Authorship Single author Advantages and disadvantages Multiple authorship Advantages and disadvantages Determine order of authorship and workload Use a consistent writing style 36

Right to Authorship All who are listed should be qualified All who are qualified should be listed 37

Right to Authorship International Committee of Medical Journal Editors All four of the following conditions must be met 38

Right to Authorship Substantial contributions to conception and design, or acquisition of data, or analysis and interpretation of data Drafting the article or revising it critically for important intellectual content 39

Right to Authorship Final approval of the version to be published Agreement to be accountable for all aspects of the work; ensure that questions related to the accuracy or integrity of any part of the work are investigated and resolved 40

Right to Authorship The following factors by themselves do not justify authorship: Acquisition of funding Writing assistance, technical editing, language editing, and proofreading Supervision of the research group General administrative support 41

Write a Letter of Query Advantages and disadvantages not US mail 42

Write a Letter of Query Components of a query letter Use business style letter Address to Editor-in-Chief Describe who you are in relation to your idea 43

Write a Letter of Query Components of a query letter Provide a concise statement of your idea, why it is important, and how it is unique Include a brief outline (optional) Ask the Editor-in-Chief if interested Provide a means to be reached 44

Module 9 Making Time to Write and Avoiding Writer’s Block

Writing the Manuscript 46

Make Time to Write and Avoid Writer’s Block Have confidence in yourself Avoid delay techniques Determine the best time of day to write Make time to write Find a place to write 47

Make Time to Write and Avoid Writer’s Block Break the process into small parts with due dates Start writing – pick any section Write notes to yourself at the end of a writing session Reward yourself 48

Refine the Outline Reorganize topics if needed Determine content to place in tables, figures, photographs 49

Develop the First Draft Keep to your schedule Write small parts at a time 50

Module 10 Writing the First Draft and Submitting to the Editor

Refine Your Writing Style Use Manuscript not term paper style Summarize the literature Use headings Emphasize clinical implications Target the journal audience Use selected references in journal’s style 52

Refine Your Writing Style Use Manuscript not term paper style Use minimal quotes Include tables, figures, photos Use simple, clear language Stay within the page limits 53

Refine Your Writing Style Use writing and reference style of the journal Determine use of 1 st, 2 nd or 3 rd person Use the reference style of the journal 54

Refine Your Writing Style Writing tips Avoid the passive voice, use active voice Include one idea per paragraph Have transitions between paragraphs Define all abbreviations 55

Refine Your Writing Style Writing tips Avoid starting sentences with “it,” “this,” “It is important to note that” Use computer’s spell check Proof read the manuscript 56

Develop Tables and Figures Refer to tables and figures in the text Place title of the table at the top Place title of the figure at the bottom 57

Develop Tables and Figures Define all abbreviations in a legend Place each chart and figure on a separate page at the end of the manuscript Obtain permission for borrowed or adapted work 58

Create the Final Draft Ask a peer to read your paper and be prepared to accept the feedback 59

Submit the Final Draft Send to only one journal If rejected, then can send to another journal 60

Module 11 Responding to Feedback from the Editor

Submit the Final Draft Follow the author guidelines Send electronically; post to a journal’s electronic management system Copyright release forms – journal will hold the copyright for your manuscript including charts and figures 62

Submit the Final Draft Receive feedback from the editor Reviews returned weeks to months Expect to make revisions Carefully follow reviewers’ suggestions 63

Submit the Final Draft Receive feedback from the editor Summarize how reviewers’ comments were addressed Justify suggestions not followed Contact editor with questions 64

Submit the Revised Manuscript Example of summary of changes Page 6: Expanded the explanation of the funding source Page 9: Revised the paragraph to provide more explanation of the evaluation steps Table 3: Defined all abbreviations and added the sample size 65

Submit the Revised Manuscript Reasons for rejection Poorly written; ideas not well organized Topic is not a match for the journal The topic is not written at a level for the journal’s audience 66

Submit the Revised Manuscript Reasons for rejection Little new information Flawed research methods or statistical analysis Did not follow author guidelines 67

Submit the Revised Manuscript Write the revised draft Avoid writer’s block Revise as requested Follow editor’s directions 68

Read the Page Proofs Carefully read the entire manuscript Answer author queries Meet the return deadline 69

Celebrate Your Success 70

The content of this course is open to the public and is licensed under Creative Commons. Patricia Gonce Morton, PhD, RN, FAAN, Dean of the College of Nursing at the University of Utah, authored the content as part of a grant provided by the Robert Wood Johnson Foundation. Writing for Professional Journals by Patricia Gonce Morton, PhD, RN, FAAN, is licensed under a Creative Commons Attribution-NonCommercial- ShareAlike 4.0 International License (Links to an external site.). Based on a work at Gonce MortonCreative Commons Attribution-NonCommercial- ShareAlike 4.0 International License (Links to an external site.)