r 1 Successful scientific writing A step-by-step guide for the biological " LJ and medical sciences • < Second edition du Janice R. Matthews, 5 M John M. Bowen, and Robert W. Matthews J CAMBRIDGE UNIVERSITY PRESS =i; PUBLISHED BY THE PRESS SYNDICATE OF THE UNIVERSITY OF CAMBRIDGE The Pitt Building, Trumpington Street, Cambridge, United Kingdom CAMBRIDGE UNIVERSITY PRESS Contents The Edinburgh Building, Cambridge CB2 2RU, UK 40 West 20th Street, New York, NY 10011-4211, USA 477 Williamstown Road, Port Melbourne, VIC 3207, Australia Ruiz de Alarcon 13, 28014 Madrid, Spain Dock House, The Waterfront, Cape Town 8001, South Africa http://www.cambridge.org © Cambridge University Press 1996, 2000 Preface This book is in copyright. Subject to statutory exception xin and to the provisions of relevant collective licensing agreements, no reproduction of any part may take place without the written permission of Cambridge University Press. i 1 FROM START TO FINISH: THE BIG PICTURE 1-22 Scientific writing begins where research does — with a question 1 First published 1996 Second edition 2000 Keep the big picture in mind Reprinted 2001, 2003,2005 Periodically assess research progress and direction Organization is a journey, not a destination Printed in the United Kingdom at the University Press, Cambridge Use many different search strategies Make it easy to relocate relevant material Typeset in Ehrhardt 10 /12pt [v N] The message determines the medium A catalogue record for this book is available from the British Library What message do I want to convey? 3 Which format is most appropriate for my message? Library of Congress Cataloguing in Publication data 3 Who will be most interested in my message? Matthews, Janice R., 1943- Where should this paper be published? Successful scientific writing: a step-by-step guide for the biological and medical -a Evaluate journal suitability and impact sciences/Janice R. Matthews, John M. Bowen, Robert W. Matthews - 2nd ed. Avoid salami-slicing science p. cm. Write and revise systematically 10 Includes bibliographical references (p. ). », 3 ISBN 0 521 78962 1 (pb) Take charge with the Process Approach 1. Medical writing. I. Bowen, John M. II. Matthews, Robert W., 1942— Exercise 1—1. Message, format, and audience III. Title. Know when to stop ! R119.M28 2000 ] Keep tasks in perspective 808\06661-dc21 00-036043 Attention to detail: the "final" copy 13 ISBN 0 521 78962 1 paperback Recheck journal format • Number all pages 3 Double-check the accuracy of references and attributions Give the paper its final in-house double review Submit the typescript for publication 16 Typescript, computer file, or both? Include a cover letter with the typescript Make at least three copies, and label everything Package it carefully and mail it correctly Back and forth: editorial review 18 What happens at the editor's office: round one Deal respectfully with reviewers' comments Contents VI Contents vn What happens at the editor's office: round two Plan ahead to make revisions easier Correct galley proof conscientiously 20 Save your work often, and always make backups Read the proof carefully Revising with a word processor 46 Mark corrections attentively Use special features to revise material easily on the screen Return proof promptly Resist premature cosmetic work Enjoy the fruits of your labor Use computerized grammar-checking programs wisely, if at all Use a spellchecker but never entrust it with everything Exercise 2-2. Grammar and style analysis programs 2 SCIENTIFIC WRITING IN THE COMPUTER AGE 23-52 Exercise 2-3. Spellcheckers Conduct an efficient and thorough literature search 23 Proofread the final version on paper Understand the strengths of different communication channels Guard your investment Informal channels directly link researchers and literature sources Formal channels involve third parties 3 WRITING THE FIRST DRAFT 53-73 Compilations are there to help - use them! Organize and plan the content 53 Consult research bibliographies and research registers To compile possibilities, consider brainstorming (random Locate and use reference databases and abstracting services topic lists) Consult citation indexes and Dissertation Abstracts To suggest organization, try clustering (concept maps) Learn to use keyword search terms and apply Boolean logic To assess balance, develop an issue tree Plan an effective search strategy To develop the paper's framework, consider an outline Handle search results wisely Deal with matters of authorship 59 Exercise 2—1. Search strategy and Boolean logic Exercise 3-1. Organizing ideas Use the Internet wisely and well 33 Discuss authorship before starting the first draft Know how the Internet is structured Agree on the order of authors'names Understand Web addresses Let authorship guide collaboration, and vice versa Know what Gopher is Understand matters of copyright 62 Appreciate FTP Determine whether published material is copyrighted Be aware of telnet Understand "fair use" Learn the differences between subject directories and search Understand how copyright affects your own publication engines Follow standard structure 63 Use broad and inclusive terms to search subject directories Introduction - What is the problem and why should anyone Prefer narrowly defined and unusual terms with search care? engines Materials and Methods - How was the evidence Take advantage of advanced search features obtained? Keep your eyes and mind open to new services .Results - What was found or seen? Keep the Internet in perspective Discussion and Conclusion - What do these findings mean? Use email as a time-saving resource 40 The title - What is the paper about? Pay attention to details in email addresses References - Who did what? Be civil, circumspect, and courteous Abstracts and Summaries are different entities Make your messages easy to read Attend to the title page, keywords, acknowledgments, Substitute for italics, if necessary and the rest Use word processing to write more efficiently 43 Exercise 3-2. Title choices Use automatic formatting to save time and ensure consistency Approach writing in a way that builds momentum - and keeps it 69 Create tables without the hassle of setting tabs Start in the place that makes sense for you Use special features to handle mathematics Minimize distractions any way you can Use hidden text for notes Keep the text simple, but somewhat organized s: viii Contents Contents IX When really pressed for time, spend more time on the first Use traditional drawings to focus on essentials draft, not less Exercise 4—1. Table and figure format choices Write around missing information Recognize the signs of bogging down 5 REVISING STRUCTURE AND STYLE 99-118 Deal constructively with writer's block 3 Structural changes come first 100 Is the title accurate, succinct, and effective? 4 SUPPORTING THE TEXT WITH TABLES AND FIGURES 74-98 i Does the abstract represent all the content within the Choose visual aids wisely and use them well 74 allowed length? Is this illustration really necessary? j Does the introductory material set the stage adequately but Choose the illustration that best fits the purpose concisely? Suit the illustration to the audience fcj.J Is the rest of the text in the right sequence? Check journal requirements Is all of the text really needed? Make each illustration independent but integral M'3 Is any needed content missing? Label illustrations carefully and completely Do data in the text agree with data in the tables? Use tables to present complex data or parallel descriptions 78 3 Are the correct references included? Word tables and numerical tables have their place Exercise 5-1. Revising the first draft Understand how tables are constructed Should any of the tables or illustrations be omitted? Understand basic printers' terms Restructured? Combined? Use space efficiently Revise for clarity 104 Draft concise table titles Consider person and point of view Exercise 5-2. Person and point of view Help readers make comparisons by organizing tables logically Pay attention to factors that influence readability Avoid grossly oversized tables Strive for sentences of about 20 words Watch the details! Limit average paragraph length 85 Know when and how to include figures Present ideas in expected word order Decide when a figure is appropriate Exercise 5-3. Readability Make figures both independent and indispensable 1 Uncouple long strings of nouns and adjectives Prepare attractive figures, but beware of "glitziness" Exercise 5-4. Strings of pearls Pay attention to size and scale Remove unnecessary hedging Write and position legends carefully Exercise 5-5. Hedging 87 Use graphs to promote understanding of numerical results Revise for brevity Keep line graphs simple 114 Beware of verbiage Limit logarithmic and scatter graphs to professional Remove empty fillers audiences Omit "hiccups" and other needless repetition Reveal general relationships with bar graphs Shorten modifying phrases and clauses Illustrate the relationship of parts to a whole with '" 1 Condense figure legends divided-circle graphs Exercise 5-6. Revising for brevity Let pictographs show numerical relationships in a visually a symbolic manner Keep graphs visually honest 6 CHECKING GRAMMAR AND NUMBER USE 119-140 92 Use documentary illustrations effectively Check for grammatical correctness 120 Obtain the best documentation possible Decide whether active or passive voice is appropriate Compose the illustration to help the reader Use the active voice unless you have good reason to use Use explanatory artwork