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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion Key Principles and Best Practices for Effective Writing of High Impact Publications Muhammad Nadzir Marsono PhD, PEng, CEng Associate Professor in Electronic and Computer Eng School of Electrical Engineering Faculty of Engineering Universiti Teknologi Malaysia 1 / 49

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Page 1: Key Principles and Best Practices for Effective Writing of ... · Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion Key Principles and Best

Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Key Principles and Best Practices for EffectiveWriting of High Impact Publications

Muhammad Nadzir Marsono PhD, PEng, CEngAssociate Professor in Electronic and Computer Eng

School of Electrical EngineeringFaculty of Engineering

Universiti Teknologi Malaysia

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Outline

1 Why do we publish?

2 Preparing a good manuscript

3 Revision cycles

4 Ethics in writing

5 Conclusion

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

“Publish or Perish”

Publishing of research findings is integral to scientificresearchPublishing culture in academia – selling your idea andreputationAlso as a mechanism to validate a research – throughpeer-review process

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Quantity vs Quality

In academia, we sometimes overly emphasize on quantityQuality is no less importantNeed conducive ecosystems to support knowledge growth

Acculturate researchers to publish“Acculturation: cultural modification of an individual, group,or people by adapting to or borrowing traits from anotherculture“: Merriam-Webster

Sanity check is always required

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Various Publication Options

Impactful publications are not limited to only a particulartype

Journals, periodicalsProceedings of conferences & workshopsBooks or book chapters

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Publication in conference proceedings

Conferences have a specific selection or refereeingprocessTypically sponsored by an institution or professional bodyMay differ in terms of type of proceedings and indexingResearchers benefit from shorter publication timeSome specialized conferences/workshops have very lowacceptance rate

Highly reputable as publishing in journals, but with shorterturn-around time

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Publication in journals

Typically for stand-alone work – not preliminary workMostly indexed and measured of their impacts

https://www.researchgate.net/figure/Levels-of-citation-impact_fig2_318792509

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Publication in journals

Publishing in journals require closed-loop review beforefinal acceptance (or rejection)

Low acceptance rateLong publication time >> 1.5 years

Online First option for rapid knowledge dissemination

Some journals are open-access – your papers easilyaccessible to othersSpecial issue journals on specific topic

Guest editors and dedicated refereesTypically shorter publication time

Best papers in select conferences are invited forsubmission of extended papers in SI journals

Higher chance for acceptance

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Various reasons for rejection

Content – the topic is no longer outstanding or has beensufficiently researchedDoes not match the scope of publicationFailure to adhere to formatting requirementPoorly written – both in articulation and languageAfter review – failure to address reviewers commentsResubmitted elsewhere without addressing flaws

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Who quality-check the submitted manuscripts

Editors and reviewersResearchers themselvesOften the top in their fields

Contribute to the scientific community in their spare timesNo payment at all (editors probably receive a small token)

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Editor and reviewers do a quick check when reviewinga manuscript

Macro-levelWhat would I learn from it?Is the problem significant and outstanding?How hypothesis is proven?Do the ideas properly articulated?What kind of impact to the scientific community?

Micro-levelAre the expressions and sentences clear?Was it written in a succinct and focused way?Do sections link well?Are citations and references done properly?

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Macro before Micro

The hardest thing to do – dealing with macro before microUseless to do finer editing when the structure isproblematicWhen one finds writing is difficult, make an outline anddiscuss it with your supervisor/colleague

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Command of English is a must

Command of language is of utmost importanceScientific publishing is an intense intellectual activityPoorly written paper could not relay the ideas you have inmindAvoid ambiguous statements and improper use of termsIf you are writing in a language other than your motherlanguage, consider getting specialized editing helps

Of course after dealing with the macros

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Reason for publication?

Your reason when sending a manuscript for publication?Promotion for higher academic positionRequirement before thesis submissionRequirement of research grants

Editors and reviewers do not consider any of these!!

The aims of scientific publicationsSharing advances in the field of researchNew knowledge in the field is expected, not merelyrepeating published works without any added value

Publishers regularly check citations for each publishedarticle to gauge their publicationsSubmissions are now checked for originality

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Check the originality of your idea

You must critically assess your work .. and be honest toyourselfAsk yourself first

Is the topic outstanding and hot?How this topic has been researched before?Is there an apparent gap that that worthy a publication?Has your solution value-add the current solutions?

Track recent works in your fieldRSS alerts make this possible nowadays

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Research collaboration

Collaborate with renown researchers to jump-start yourresearchSharing of knowledge, skills, and techniquesSharing of research resourcesKnowledge and know-how transferExpanding scientific networking and contactsImprove one’s reputation and visibility of the work

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Sharing your works

https://www.nature.com/content/authortips/index.htmlShare your work with your social networksUpdate your professional profileUtilize research-sharing platformsCreate a Google Scholar profile - or review and enhanceyour existing oneHighlight key and topical points in a blog post...

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Sharing your works

Caution: sharing of published work may infringe copyrightof the publisher

Back in early days, researchers published their earlypre-published works as technical reports

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

When selecting a research problem

Avoid subject that is overdone – difficult to throw any newlightControversial subject should be avoidedAvoid problems that are too narrow or vagueSubject selected must be a familiar one and resourcesneeded are within one’s reachThe selection of problems must be proceeded by apreliminary study.

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Make decision of the targeted publication type

Type of publicationConference or workshopArticle in journalLetter or rapid communication

Review related publications to gain perspectiveBe critical to your own work

How it compares with other related works that you read?Do you need to book a topic as quickly as possible?

Seek advice

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Choose proper publishing channel

Look for several alternativesConferences and workshops have specific deadlines, sodo special issue journalsUnderstand its aims and scope and topics coveredUnderstand style of writing and acceptable length fromrecently published papers in the journal or conferenceproceedingsDecide on one

Parallel submissions are not allowedEditors and reviewers would eventually find out

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

A word of caution

Writing is not about putting all thoughts on (the same)paperNever expect others will care if you don’tGood writing requires good editing

Edited papers are not necessarily goodUnedited papers are surely bad

Expect rejection when you starting off

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Content vs. presentation

Good content is a mustFocus on the strengths of your workMake clear, confident statements wherever possible toemphasize your best results

Good presentation is necessaryThrust of the paper is crystal-clearWriting is concise and coherent – straight to the pointRead some papers in the targeted journal/conference, soyou can get a sense of their style.

Always acknowledge the contributions of others

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Effective writing

Single thrust (idea or point-of-discussion)Clear organizationSupporting materials (citations, proofs, etc.)Suitable, unambiguous choice of words, tenses, andsentence structure to show clear expression andperspectiveProperly spelled, use of correct grammar and punctuation

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Generic article structure

Front mattersTitle – contain the minimum number of words/keywordsAuthors – Avoid duplicates name entriesAbstract – Advertising your work – a movie trailerKeywords – must be specific for indexing

Main text (IMRAD)Introduction – easy to be read by everyone, convincereaders that your work is importantMethods – logical and based on scientific reasoning,sufficient details to be reproduced...

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Generic article structure (cont’d)

Main text (IMRAD)Introduction – easy to be read by everyone, convincereaders that your work is importantMethods – logical and based on scientific reasoning,sufficient details to be reproducedResults – main proofs of work, make perspective clearbefore tabulating dataDiscussion – meaning of findings rather than tabulatingresultConclusion – significance of findings and the way forward

End mattersAcknowledgmentReferences – follow the required formatSupplementary material – when needed

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Body of paper

The structure varies, depending on content.Try to use a top-down descriptionIf possible use a running example (in general, your papershould tell a purposeful and logical story)Have clearly in mind who the readers areEmphasize the novelties (and their experimental validation)

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Order of writing

MethodsFigures and tables – your figures should tell a storyResults and discussionConclusionIntroductionAbstractTitle

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Drawing figures can be time consuming

It is worth to spend time working on decent figures andillustrationsUse standard modeling diagrams when appropriateVisualize how the results can be best representedCut anything sub-standard (literature, figures, diagrams) –compare them against the best you have read in literature.

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Suggested text layout

Use the provided templates by the publisherRead similar work in the targeted journal to observe

Typical length of published paperPreferred flow/structure of paperMandatory result or artwork, e.g., picture of antenna inantenna publications

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Suggested length of a full article

It depends on the conference/letter/journal you intend tosubmit

Conference papers 4–8 pagesLetters 2–4Journals 8–15

Main content (IMRAD) must be 80% of pagesAbstract has to be short and sweetRelated work must focus on your research problem, butwithout being selective – critical but honest

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Abbreviations

Use proper abbreviations when necessaryCommon abbreviations do not need to be definedDo not overuse acronyms, especially referring to own workor uncommon terms

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Preparing a cover letter

Authors must prepare a cover letterEditor of Journal of xxx ...Purpose of submissionState significance of work and its importanceOriginality of submitted work

State so if a shorter version has been published elsewhereState the difference and improvement

No conflict of interest, especially for pharmaceutical works

Be polite and direct

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Revision is important in research

Validation of work by peersWhich one do you prefer?

Write sloppily, as you wish to get early rejectionTake longer time preparing a good manuscript, makenecessary self-editing, make correction and finally getacceptance

Writing helps you see the topic clearly and sharpens yourown thinking

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How your manuscript is processed?

https://github.com/Wrzlprmft/Workflow

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When submitting a paper

Avoid early rejection by the Editor (a.k.a. desk rejection)So, submit a good manuscriptSubmitting manuscript is an acquired knowledgeIf you just started publishing, expect high rate of rejectionat firstWriting and re-writing helps to improve success rate andimproves the quality of papers

Acculturation of good writing practiceTake time off between review

Improves chances to identify errors in writing

Seek critical opinion from colleagues and supervisorsSend to proof-reader

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Potential reasons for early rejection

Content-wiseThe problem is no longer outstandingApplication of well-known methodsIncremental work with limited scopeNovelty and significance could not be justified

Presentation-wiseDid not satisfy submission and/or formatting requirementReview of existing work is not critical and fairManuscript was sloppily writtenPoor language usage

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Revision after submission

The submitted manuscript requires correctionThe editor and reviewers see potential of the manuscriptBut requires improvement to be deemed worthy forpublicationAlmost all published articles required revision

Take the comments by reviewers seriouslyWrite a detailed letter to state corrections made

Thank them for the reviewProvide table of correction, either as an attachment orincluded in the letter of responseIf appropriate, provide the differentiated (diffed) version thatindicate corrections made

When writing point-to-point response to commentResponse must be scientific, logical, and referencedIf you disagree, rebut politelyDo not ignore certain points

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Also revise the whole manuscriptTake revision seriously, even for seemly minor revisionManuscript that requires minor revision might still berejected

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Rejection is not the end of the world

Every researcher has experience rejectionsNever take it personal – it makes you stronger

And help you to write betterUnderstand on the point of rejection

If they could not see benefit for giving details whenrejecting, they will write short remark instead

Re-evaluate your workProbably your view is skewed – need focal adjustmentProbably the method is not comprehensive and appropriate– rework your workProbably you need to attend writing courses and clinics –improve your writingProbably the review was not fair – resubmit elsewhere afterconsidering their comments

Bottom line is, do not just resubmit without addressing thereviewers’ comments

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Even when resubmitting elsewhere after makingcorrections, you may even state that the manuscript hasbeen rejected in another journal, and all comments(included) had been addressed

Explain why the new journal is more appropriateFocus on improved merit and strength of the manuscriptafter revision

In some areas of research, potential reviewers are fromsmall set of individuals – it is a small world anyway

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Do not even think of the following

Parallel submissionsRedundant publicationsPlagiarismFabricating dataImproper authorship

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Parallel submissions

It is unethical – wastes editors’ and reviewers’ timeThe editorial process will immediately stop when this isfound outJournal editors constantly exchange information amongthemselves on suspicious papersWait for decision before resubmitting

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Why do we publish? Preparing a good manuscript Revision cycles Ethics in writing Conclusion

Redundant publications

Re-submission of published work without significantdifferences and improvementsThe new paper has minor differences with the original(abstract, introduction, minor modification in selectsections)Paper in a conference/workshop proceedings may beresubmitted

Disclosure of previous publicationsImprovement and added-value are clearly described

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Plagiarism

In-short: Writing inappropriations with intention to deceivePlagiarism has many forms

Verbatim word-by-word copyingInappropriate paraphrasing or selective referencingSelf-plagiarism – Is it possible to steal from oneself?

Very serious consequences – and long termReputation ruined foreverMay result in dismissal of service

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Fabricating data

Fabrication of data or resultsPost hoc manipulations that make processed (maybestatistically) result different from the original – this must bejustified and reported.Authors must report other aspects that affect independentreplicability of their research

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Improper authorship

Substantial contributions that warrant authorship includeFormulation of hypothesesDefinition of methodology and research designWriting the manuscript

Mechanized work such as writing programs, proof-reading,or securing grants are not considered

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What gets you accepted?

Author should ask themselvesWhat is it that the reader will learn from this articleWhy is that knowledge important?If published, will this paper be cited for in the future?

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References and further readings

1 Joseph Hun-wei Lee. How to Write a Good Paper for a TopInternational Journal.https://www.elsevier.com/__data/promis_misc/international%20publishing%20china.pdf

2 Michael Derntl. Basics of Research Paper Writing andPublishing.http://www.pri.univie.ac.at/∼derntl/papers/meth-se.pdf

3 http://www.culhamlab.com/how-to-write-a-journal-article/4 http://facpub.stjohns.edu/∼roigm/plagiarism/5 Michalis Faloutsos, “Good Sites for Researchers and

Students ”http://www.cs.ucr.edu/∼michalis/techwriting.html

6 All artworks are subject to copyright of the artworkcreators.

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