Interlude: Email, Utilize, and Finding Your Voice

I recently read an article in Nature about email etiquette and how to write an email that your principal investigator (or anyone) will read. The article gives some great advice for how to craft concise, actionable emails and how to follow up on them.

I agree that we can be more mindful when sending emails (which is why I carefully craft this email every week). But I also think that we could be better about how we manage our inbox.

A few years ago, I overhauled how I manage email. After reading the book 21 Days to Inbox Zero (now a web article), I completely changed how I manage my inbox. The emails still get ahead of me now and then, and I don't follow all the strategies, but I have way more control of my inbox now. And I hope that some of the strategies might work for you too.

But when you get to Day 6 or 20, I hope you won't unsubscribe from this newsletter. I'm really grateful to have you here.

Let's get to the good stuff...

💌 Round-up

💻 From My Desk

How to Accurately Use “Utilize” in Your Writing
I believe that utilize is the most misused—and overused—word in scientific and medical writing. What's the more accurate (and readable) choice? Use.

👓 Reading

Nonhuman “Authors” and Implications for the Integrity of Scientific Publication and Medical Knowledge
"Transformative, disruptive technologies, like AI language models, create promise and opportunities as well as risks and threats for all involved in the scientific enterprise."

Ready, Set, Share!
"Across many fields of science, researchers’ support for sharing data has increased during the past decade, surveys show. But given the potential cost and complexity, many are apprehensive about the NIH policy, and other requirements to follow." In this article, Science offers guidance for researchers who need to comply with the new NIH requirements for sharing data.

🎧 Listening

Find Your Writing Voice —Write Medicine podcast with Alexandra Howson 
In this short episode, Ben Riggs describes his thoughts on voice in writing: "It's an unavoidable part of writing. So being cognizant of its unavoidability, I think, is important because I think writers need to ask themselves and editorial spaces need to be aware of what is the voice they're creating with the words they're writing, or editing, and is that the voice that they're anticipating or that that the reader needs."
 

📝 Challenge

This week, use the Find feature in Word to search for "utilize" in your writing. In every instance (yes, every instance), replace utilize with use.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Language, Inclusion, and Stories

Language is powerful. It has the power to influence, persuade, and motivate.

And inclusive language has the power to promote diversity, equity, inclusion, and belonging to create a more equitable society.

But a major challenge in our using inclusive language is our unawareness.

I have worked with many researchers and clinicians who are unaware of the language they use in their writing and clinical practice. And they may not realize how their language could unintentionally—even unconsciously—fuel bias.

And I, admittedly, was once among them.

But I've prioritized learning about inclusive language so that I could do better. And now I want to help you do better too.

So, I created an Inclusive Language Course that will help you enhance your awareness of the language you use and learn current recommendations for using bias-free language in your writing, clinical practice, and daily lives.

And if you enroll, 10% of your payment will be donated to the Health Equity Initiative.

I hope you'll check it out. And if you do, let me know what you think. I'm always grateful for your feedback, because it helps me to create better resources for you.

And now onto the weekly round-up...

💌 Round-up

👓 Reading

‘Nature’: Free Open-Access Publishing for 70+ Nations’ Research
"‘Nature’ and the Nature Research journals offer free open-access publication to researchers from lower income world markets."

🎧 Listening

Nurture Connection: Tell Them a Story
I had the pleasure of meeting Ben Riggs at the AMWA conference last year, and we had one of those conversations where you wonder how the past few hours just flew by. He's a brilliant storyteller. In this podcast, he shares his thoughts on the importance of context, simplicity, and humanity in writing; that accuracy does not mean exhaustiveness; and rewriting is about selection and not compression. This episode does not disappoint.

🧰 Tools

Squarespace
I've been making some much-needed updates to my website this year. I'll continue to refine the site over time, but Squarespace has made the development process a breeze. Their user-friendly platform, thorough support, and beautiful templates are impressive. If you need to create a website for your lab or business, I highly recommend you check out Squarespace.

💬 Quote

"Language is very powerful. Language does not just describe reality. Language creates the reality it describes." —Desmond Tutu, recipient of the Nobel Peace Prize (1984)
 

📝 Challenge

Open up the latest draft of the project you've been writing and review the text to ensure you used inclusive language.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Subtraction, Errors, and Manipulation

I recently discovered an article by Derek Sivers in which he describes the value of subtracting from our lives. "Life can be improved by adding, or by subtracting. The world pushes us to add, because that benefits them. But the secret is to focus on subtracting."

I think that this concept also applies to writing. Writing can be improved by adding, or by subtracting. Removing unnecessary details and complex language will put more focus on the core ideas.

I also think that the writing process can be improved by subtracting. If we remove distractions, like cell phones and unnecessary meetings, we make room for deep work and can allocate more time to the critical thinking needed to write well.

A lot can be gained by removing the unnecessary and reducing friction.

"A car will travel faster not only if you press the accelerator, but also if you remove the speed bumps." —James Clear

And now for this week's curated round-up...

💌 Round-up

💻 From My Desk

Reduce Redundancy to Enhance Understanding
Some authors use redundant terms or phrases that unnecessarily repeat words or meanings. Check out 40 common redundancies that you can "subtract" from your writing.

👓 Reading

Magazine published serious errors in first AI-generated health article
"...it contained persistent factual mistakes and mischaracterizations of medical science that provide readers with a profoundly warped understanding of health issues...[The magazine] seems to have fallen into the same trap: seeing that AI systems like ChatGPT can easily churn out confident-sounding content, and mistaking that conviction for accuracy."

Paper-mill detector put to the test in push to stamp out fake science
“Publishers are testing prototypes of automatic systems to flag submitted manuscripts bearing the hallmarks of paper mills — businesses that produce fake research papers.”

🧰 Tools

Numerical2
While we're on the topic of subtracting, I thought I'd share my favorite calculator app. I really like the functionality and customizability of this (free!) calculator. But what I love most is that I can see the history of my calculations so I can easily compare formulas and values.
 

📝 Challenge

Open up your calendar and look at your schedule for next week. What could you remove to free up space for something that is more important to you?

Thank you so much for reading.

Warmly,

Crystal

Interlude: Simplicity, Illusion, and Machines as Tools

I've been thinking a lot about simplicity in writing. Many of us have heard the mantra "keep it simple and straightforward." Yet, when it comes to scientific and medical writing, many authors use "keep it complex and confusing."

Part of this problem is rooted in the curse of knowledge, which means that we unintentionally assume that our readers know what we know. And this curse also applies to the language we use. We unintentionally assume that readers are fluent in the same "specialist" language that we use.

But another part of the problem lies in our egos. We want to "sound" smart, prestigious, or sophisticated. But complex language only gives us the illusion of these qualities.

The reality is that when we use complex language, readers will feel confused, bored, or frustrated. And they will associate those feelings with the work and with us as the authors. So, complex language creates the opposite of what we seek.

We can also greatly benefit from taking the time to explain things simply. Because explaining things simply also helps us clarify our thinking. In the words of one of the most renowned scientists, Albert Einstein, "If you can't explain it simply, you don't understand it well enough.”

So, throw out the jargon, long sentences, and big words to clarify your thinking, connect with readers, and showcase your knowledge.

And now onto this week's curated round up...

💌 Round-up

🎉 Featured

How to Develop Conscious Communication Skills
If you missed my podcast interview with Alex Howson on Write Medicine, you can now watch our conversation on YouTube. We talk about communication in relationship building, how to cultivate a communications mindset, and tools and practices to develop self-awareness in your work.

👓 Reading

Why Simple is Smart
“Complicated language and jargon offer writers the illusion of sophistication, but jargon can send a signal to some readers that the writer is dense or overcompensating.”

ChatGPT is fun, but not an author
“Machines play an important role, but as tools for the people posing the hypotheses, designing the experiments, and making sense of the results. Ultimately the product must come from—and be expressed by—the wonderful computer in our heads.”

💬 Quote

"The simpler you say it, the more eloquent it is." — August Wilson
 

📝 Challenge

This week, review your writing and substitute short words for long words to simplify the language and signal to readers that you want to connect with them and make their job easier.

Thank you so much for reading.

Warmly,

Crystal

Interlude: AI, Integrity, and Thinking

I've been getting a lot of questions about the future of writing and editing with the new AI tools that have become available. I see pros and cons to these tools. So, I thought I'd create a themed edition of this newsletter to share some of what I'm thinking about.

One big thing on my mind is integrity.

The aspect of integrity that many people are thinking about is plagiarism. And rightfully so.

But I think that the integrity also extends to the science itself. For example, an AI tool cannot review a publication and tell you whether you believe that the research had sound methods, a robust analysis, or valid interpretations. You only get that information from analyzing and interpreting the research in the context of your unique knowledge and thinking. And this thinking is what stimulates novel ideas that advance science.

In other words, AI tools can strip away valuable opportunities for you to think critically. And if you strip away your opportunities to think critically, you also strip away your opportunities to think uniquely. And your unique thinking is what you have to offer your field and the world.

And now onto the good stuff...

💌 Round-up

👓 Reading

Tools such as ChatGPT threaten transparent science; here are our ground rules for their use
“…researchers using LLM tools should document this use in the methods or acknowledgements sections. If a paper does not include these sections, the introduction or another appropriate section can be used to document the use of the LLM.”

Why AI won’t replace human editors – and AI agrees
From ChatGPT: "While I can assist with proofreading, editing and generating new content, I lack the human creativity, intuition and critical thinking that are necessary for professional copyediting...Additionally, copyediting is not just about checking grammar and syntax, but it also includes making sure that the text is written with a specific tone, style and audience in mind, which requires a human understanding of the context and the meaning behind the words."

🧰 Tools

GPTZero
Are you concerned that your students will use AI tools for assignments? Check out GPTZero, which will give you a holistic score that indicates how much of a document is written by AI.
 

📝 Challenge

Take a few minutes to think beyond the potential convenience of using AI technology for writing. How might these tools be harmful for advancing your thinking and career?

Thank you so much for reading.

Warmly,

Crystal

Interlude: Fonts, Authorship, and Apps

I recently read an article about a feud over a font type. The US State Department recently changed from using a traditional serif font to a more modern sans serif font. Apparently, this change "ruffled feathers" among staff. But this change will make the documents more accessible for people who use screen readers—and more readable for everyone.

I recommend this same change to scientific and medical authors. A sans serif font, such as Helvetica or Arial, will make your writing easier to read than a serif font, such as Times New Roman. But if a journal or funding agency specifically requests a serif font, then I write and edit in my preferred font and then change the font right before submission.

What's my favorite font? Helvetica. A graphic designer convinced me to switch to this font, and I've been a fan ever since. But Arial comes in at a close second.

I encourage you to also make the switch to using a sans serif font by default. And while you're changing the font, change the text from justified to left-aligned as well. Left-aligned text is much easier to read than justified text.

And now onto the good stuff...

💌 Round-up

💻 From My Desk

Spot the Difference Between Formally and Formerly
A member of the Redwood Ink community reached out to me about writing an article on the difference between the words "formerly" and "formally." I love to help and happily obliged. Do you have a topic in mind that you’d like me to write about? Hit reply and let me know!

👓 Reading

Unearned authorship pervades science
"Around 69% of researchers based in Europe and roughly 55% in the United States said that they were aware of co-authors being listed who hadn’t contributed sufficiently..."

Not sure if an author contributed sufficiently? Check out the recommendations from the ISMPP Authorship Task Force.

🧰 Tools

Papers
One of my clients recently introduced me to the Papers app. This app has powerful features to help you find, organize, read, annotate, cite, and share scholarly literature.
 

💭 Thoughts

To editors and reviewers, all drafts are first drafts.

📝 Challenge

Go into Word and change the default font to a sans serif font, such as Helvetica or Arial. Then you will automatically use that font whenever you create a new document.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Self-Investment, Novel, and Disruption

I recently finished an excellent book called The Magic of Thinking Big by David Schwarz. I pulled a lot of great insight from the book, but one excerpt really stood out to me.

"...the biggest and most rewarding kind of investment is self-investment, purchasing things that build mental power and proficiency."

I agree with this sentiment. Investing in education and personal growth is something that can't be taken away from you, as a car or house might. And expanding your knowledge and thinking is an investment that will pay dividends for many years to come.

Don't worry. This message isn't my ploy to get you to sign up for my masterclass (although I'd love to have you!). But I want to encourage to you pursue self-investment, whether that be picking up a new book on writing, learning to meditate, or cooking a new recipe. We can all benefit from developing and cultivating our minds in new ways.

Now onto the good stuff...this week's round-up.

💌 Round-up

🎉 Featured

Re-elected Board Member for the AMWA Northern California Chapter
I am delighted to share that I was re-elected as a Board Member and the Communications Committee Chair for the AMWA Northern California Chapter. I am so excited to continue helping the organization enhance its communications this year.
 

💻 From My Desk

The Declining Power of the Word “Novel” in Science
Many authors use the word novel hoping to highlight the novelty and significance of their work. And some authors believe this word helps to persuade readers. But the word novel is losing its power and even fueling distrust in science.
 

👓 Reading

The Consolidation-Disruption Index Is Alarming
"Science may have a deficit of disruption precisely because the industry doesn’t know how to navigate its crisis of plenty—too much knowledge to synthesize, and too many papers bolstering their authors’ reputation without expanding the frontier of science."

Abstracts written by ChatGPT fool scientists
"An artificial-intelligence (AI) chatbot can write such convincing fake research-paper abstracts that scientists are often unable to spot them....Researchers are divided over the implications for science."
 

📝 Challenge

Use the Find feature to identify the word novel in your writing. Then delete the word and review the text to ensure the language meaningfully highlights the novelty of the work.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Mindset, Opportunity, and Time Blocking

We've been getting a lot of rain in the Bay Area lately. I'll admit that I've felt disappointed that I can't run on the trails like I want to. But with the recurring droughts we've had, I'm grateful for every drop of rain we can get.

This gratitude mindset made me wonder...

What if we could shift our mindset on the dreaded Reviewer #2?

We may feel disappointed when Reviewer #2 rejects our manuscript or grant. But what if we shift our mindset to gratitude for Reviewer #2 helping us to make our work better?

What do you think?

Now onto my latest curated round-up...

💌 Round-up

🎉 Featured

Conscious Communication in CME Content Creation
I was thrilled to speak with Alex Howson on her fantastic podcast, Write Medicine. Check out the episode to hear our conversation on cultivating client and colleague relationships, expanding your communication and mindfulness skills, and taking advantage of tools to make your correspondence easier.

👓 Reading

Kid-edited journal pushes scientists for clear writing on complex topics
”…the goal is not just to publish science papers but also to make them accessible to young readers like the reviewers. In doing so, it takes direct aim at a long-standing problem in science — poor communication between professionals and the public.”
 

💭 Thoughts

Writing a great first draft robs you of a valuable opportunity.

The opportunity to refine your writing is an opportunity to refine your thinking.
 

📝 Challenge

Go into your calendar and block dedicated time for writing that repeats every week of this year. This time blocking will prioritize your writing and create a routine that helps you form a writing habit.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Resolutions, Ease, and Passive Voice

Happy New Year!

I'm doing something a little different this year. Rather than choosing a word to help me set an intention for the year, I'm choosing a question. 

How can this be easy?

As you know, I already use a similar philosophy to guide my writing and editing: make the reader's job easy. But this year, I want to apply this guiding question to all other areas of my life, from my business to my personal activities. But most importantly, I want to make things easier—and more enjoyable—for you. 

So, the first thing I'm doing is creating a little name for this newsletter so that you know what it is when it arrives in your inbox. I'm calling it Interlude.

Historically, an interlude is a pause in a play or other entertainment during which the audience can enjoy music or a short drama. So, in essence, an interlude is a break in a story when you can enjoy something else. I want this newsletter to be a break in your busy day when you can enjoy something different than the typical emails in your inbox. My hope is that you will grab a cup of coffee, tea, or other favorite beverage to pause and enjoy the Interlude.

So, let's get to it. Here is my latest round-up of tips, tools, and resources.

💌 Round-up

🎉 Featured

Invited Board Member for the AMWA Journal
I am delighted to share that I was recently invited to join the board of the AMWA Journal. I am looking forward to working with a fantastic team to develop insightful and informative issues in the upcoming year.

👓 Reading

Public Access to Scientific Research Findings and Principles of Biomedical Research—A New Policy for the JAMA Network
"Beginning in 2023, JAMA and all of the journals in the JAMA Network will adopt a new policy that permits authors of original research investigations to deposit their accepted manuscript in a public repository of their choosing immediately on the day that the manuscript is published by the JAMA Network."
 

💭 Thoughts

Writing with passive voice is a lot like cooking with salt.

You need a little to tie things together. But too much leads to indigestible writing.
 

📝 Challenge

This week, use the Editor function in word to find passive voice in your writing. Then ask yourself whether you are using it intentionally to enhance the writing or simply by habit.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Past-Year Reviews, Misused Words, and Deep Reading

The end of the year is near! In the final days of each year, I like to do a year-end review. For this process, I follow Tim Ferriss' advice on "past-year reviews," but I add my own twist.

When I review my calendar, I also include the time I block to work on projects. That way, I not only review what people and activities nourish me, but also what projects motivate and inspire me. This process has helped me identify what drains me and what motivates me so that I can focus on what I am most passionate about—helping you to be the best writer you can be.

So at the end of this year, I encourage you to do a past-year review. And in the new year, commit to doing less of what drains you and more of what nourishes you.

"When you recover or discover something that nourishes your soul and brings joy, care enough about yourself to make room for it in your life." – Jean Shinoda Bolen

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

🎉 Featured

The 5 Most Commonly Misused Words in Medical Writing (According to an Editor)
I am delighted to share my latest publication in the AMWA Journal. In the article, I describe how ambiguous, inaccurate, or imprecise words encourage ambiguous, inaccurate, and imprecise thinking in readers. And I clarify how to effectively use the five words that I believe are the most commonly misused words in scientific and medical writing.
 

💻 From My Desk

10 Most-Read Scientific and Medical Writing Articles of 2022
At the end of each year, I like to do a year-end review to reflect on what went well and what could be improved. Part of this process involves reviewing which of my articles were most read during the past year. These 10 articles were the most read in 2022.
 

📆 Upcoming

Scientific Writing Masterclass – Starts January 30, 2023
Do you want to master the craft of writing in the new year? Join my masterclass to transform you writing into clear, concise, and compelling stories. Space is limited. Registration closes January 23, 2022, or when the class is full.

👓 Reading

These are the top 10 most passive-aggressive phrases you’re probably using in email
"Unfortunately, the human brain naturally skews toward the negative. Your message may come across as aggressive, condescending, or just plain rude, when that was never your intent."

Before you click “submit,” be your own first reviewer
"For various reasons...manuscripts may be rushed to submission while lacking consistency. This article provides a clear outline of the final round of checks for section consistency, subsection consistency, and overall coherence that a scientific manuscript should undergo before submission."

Retracted papers originating from paper mills: cross sectional study
"The rise of paper mills is a new ethical problem in research and, more specifically, in publication ethics. Not only does this issue entail the sale of authorship, but these types of papers have also been observed to contain fabricated and manipulated data and images, thus disseminating false results in scientific literature. "

🎧 Listening

This is your brain on 'deep reading.' It's pretty magnificent.
As our world has become more digitized, we consume information in different ways. And how we consume information affects how we process and retain that information. In this podcast, Maryanne Wolf talks about the act of reading, how our brains process information that we read digitally versus in print, and how the abundance of information we process is rewiring our brains.
 

💭 Thoughts

Editors are essentialists. They subtract everything that is not needed to add vitality to the ideas and the story.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Keywords, Feelings, and Conscious Writing

A couple of weeks ago, I attended my first in-person conference since the pandemic started. I had a fantastic time connecting with medical writers and editors from all over the country. And I came back energized with new knowledge and ideas that I can't wait to share with you when they're ready.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

🎉 Featured

Conscious Writing
I'm so delighted to share that the AMWA Journal invited me to be a regular contributor in a column I titled "Conscious Writing." In every issue, I will share tips to help medical writers and other authors bring awareness and intention to their craft. The winter issue comes out next month, so keep your eyes out for my first article in the series.
 

💻 From My Desk

How to Choose the Best Keywords for Your Research Manuscript
Keywords are important for indexing manuscripts and making them easier to retrieve with search engines. To help people find your article—and to make the greatest impact—follow these 7 tips for choosing the best keywords for your manuscript.
 

📆 Upcoming

Writing Journal Club – November 30, 2022, 11 am Pacific
Join fellow scientists, clinicians, and trainees as we explore the strengths and weaknesses of scientific and medical manuscripts.

👓 Reading

Science’s no-fee public-access policy will take effect in 2023
"The publisher of the prestigious journal Science will soon allow the authors of its research papers to make public an almost-final version of their manuscript in a repository of their choice immediately on publication, without paying any fees."

Journal seeks to upend scientific publishing by only reviewing—not accepting—manuscripts
"eLife—a nonprofit, selective, online-only journal that focuses on the life and medical sciences—announced it will cease accepting or rejecting manuscripts for publication, instead offering only peer reviews of manuscripts."

Authorship climate: A new tool for studying ethical issues in authorship
"We found that individuals who tend to have more power on science teams perceived authorship climate to be more positive than those who tend to have less power...Individuals with more marginalized identities also tended to perceive authorship climate more negatively than those with no marginalized identities."

🧰 Tools

TextExpander
TextExpander has been a huge timesaver for me. I tend to write similar emails to clients or the same comments in writing projects I am editing. To streamline the process, I created templated text for emails, comments, and more in TextExpander. I highly recommend this software if you find yourself writing the same things over and over again.

💬 Quote

“It’s more important to influence people than to impress them.” –Adrian Rogers
 

💭 Thoughts

Facts don’t persuade. They inform.

Feelings persuade. They spark emotions that influence thoughts and actions.

The best way to tap into those feelings is to tell a story.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Generosity, Presentations, and Short Words

I've been doing quite of bit of speaking and teaching this year. And you know what? I'm one of those weirdos who enjoys giving presentations.

Sure, I feel nervous being in front of everyone (even virtually). But I "rechannel" that feeling of nervousness to feelings of excitement and gratitude. I'm excited to share knowledge and grateful that the attendees are sharing their most valuable assets with me: their time, energy, and attention.

I recently read an article that said you can overcome your fear of public speaking by "speaking with a spirit of generosity" and focusing on "helping the audience." I think this spirit is what helps me "rechannel" my nervousness. I feel fulfilled by helping others and being generous in the ways that I can.

What do you do to overcome your fears of public speaking? Reply to this email and let me know. I'd love to learn your strategies.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

💻 From My Desk

How Short Words Add Clarity to Your Scientific and Medical Writing
Many authors use long words in their writing. Often they fear that using short, simple words will seem simplistic and offend readers. But short words are a key element of clear writing.

10 Things to Avoid Saying in Your Research Presentation
To help you feel more prepared—and less nervous—during your next presentation, avoid saying these 10 phrases. You'll be well on your way to making a great impression on your audience.
 

📆 Upcoming

The Backbone of Manuscripts: Supporting Your Writing With Storytelling – November 5, 2022, 9 am Mountain Time
Are you attending the 2022 AMWA Medical Writing & Communications Conference in Denver, CO? If so, I hope to see you during my education session on storytelling as a key element of manuscripts.

👓 Reading

Atlas of the Heart, by Brené Brown
Although this book focuses on clarifying the language of emotions and the human experience, Brené emphasizes the importance of the words we use to communicate. I correlate much of what she says with how to write in a way that connects with readers.

An update to SPIRIT and CONSORT reporting guidelines to enhance transparency in randomized trials
"The SPIRIT and CONSORT checklists...are being updated to reflect recent advances and improve the assessment of healthcare interventions."

Analysis of Sex and Gender Reporting Policies in Preeminent Biomedical Journals
"There is a paucity of policies outlining appropriate collection and reporting of sex and gender variables, even among the most influential biomedical journals."

💬 Quote

“Don't use words too big for the subject. Don't say 'infinitely' when you mean 'very'; otherwise you'll have no word left when you want to talk about something really infinite.” —C.S. Lewis
 

💭 Thoughts

If you don’t have time to refine your writing, when do you have time to refine your thinking?

Thank you so much for reading.

Warmly,

Crystal

Interlude: Relationships, Reverse Outlines, and “Academic Year” Resolutions

Fall is in the air! On my morning walks with the little guy, I'm starting to feel the crisp air of the fall season. I love that feeling.

Fall also marks the start of the academic year. I know that many researchers like to set New "Academic Year" Resolutions, such as submitting more grant proposals or papers. Although I'm technically not on an academic calendar, I still see this time as a great opportunity to revisit my goals for the year and reinvigorate my energy to accomplish them.

What goals do you have for this academic year? Reply to this email to let me know. I'd love to hear from you.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

🎉 Featured

Building Meaningful Relationships and a Positive Reputation With Your Clients and Colleagues 
I'm so delighted that my presentation on building relationships at the Pacific Coast Conference was featured in AMWA NorCal's Pacemaker newsletter. If you'd like to see the presentation, the article tells you how you can get access to the recording.
 

💻 From My Desk

How to Find Problems in Your Draft with a Reverse Outline
Have you reviewed a document and thought that the organization was off, but you couldn’t pinpoint the problem? A great way to help you find the problem is to create a reverse outline.
 

📆 Upcoming

Enlighten Experts with Simple Language: The Power of Plain Language in Scientific Writing – September 26/28, 2022
I'm so excited to facilitate a workshop for the Master of Science in Clinical Investigation program at Vanderbilt University. We'll be discussing my favorite topic: the value of using simple language to enlighten expert readers.

Writing Journal Club – October 19, 2022, 11 am PT
Join me and fellow scientists, clinicians, and trainees as we explore the strengths and weaknesses of a scientific or medical manuscript.

👓 Reading

White House Pushes Journals to Drop Paywalls on Publicly Funded Research
"The policy, hailed by researchers as 'transformational,' will be fully in place by 2026 and make publicly financed research available immediately at no cost."

GRReaT expectations: are editable templates the future of manuscript writing?
"Authors may soon be able to use the GoodReports.org website to generate a manuscript template incorporating the recommended reportable items from the most appropriate set of EQUATOR reporting guidelines."

Clear Writing Q&A with Ben Riggs from Kettering Health
"In this engaging interview, Ben Riggs confronts the assumptions that lead to unclear communication and shows us the empathy that we should have for readers facing life-changing decisions."

🎧 Listening

Top 10 Tips for Writing Your Scientific Paper
In this podcast, the Editor-in-Chief of Radiology and a scientific editor share their top 10 tips for writing a scientific paper.
 

🖥️ Watching

How to Use Writing to Sharpen Your Thinking
In this 6-minute video, Tim Ferriss offers some great tips on how to use writing to improve your thinking, revise your drafts, and seek advice from others who review your writing. 
 

💭 Thoughts

Even the best writers need editors.

Olympians have coaches. CEOs have mentors. Presidents have advisors.

An editor will help you become the best writer you can be.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Persuasion, Plagiarism, and Perseverance

I hope that you are enjoying the final few weeks of summer.

I just got back from a short trip to my hometown. The drive takes a few hours, so I like to use the time to listen to some of my favorite podcasts. On this trip, I listened to an interview with Gary Klein on The Knowledge Project. In the interview, Gary shared insights on making better decisions. But what really stood out to me was his thoughts on how language is a means of communication and of miscommunication. He highlights how using words with ambiguous meanings can hinder understanding. I highly recommend listening to at least the first half of the podcast.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

💻 From My Desk

3 Pillars of Persuasive Writing That Motivate Readers
Writing persuasively involves carefully considering the three pillars of rhetoric—ethos, logos, and pathos—and the foundation that underlies them.

8 Powerful Patterns to Persuade Your Reviewers
Persuasive patterns can help you organize your arguments to build on what readers know and help them easily understand information.
 

📆 Upcoming

The Backbone of Manuscripts: Supporting Your Writing With Storytelling – November 5, 2022, 9 am Mountain Time
Mark your calendars for the 2022 AMWA Medical Writing & Communications Conference in Denver, CO! I will be speaking about how storytelling underlies the structure of manuscripts.

👓 Reading

Adjectives and adverbs in life sciences across 50 years: implications for emotions and readability in academic texts
"...between 1969 and 2019...an increasing number of adjectives and adverbs were used and the readability of scientific texts have decreased..." 

How to ACTUALLY Avoid Plagiarism
This article discusses the most common plagiarism mistakes and how to avoid them with The Cleanroom Technique.

Factors Affecting the Use of Medical Articles for Citation and Academic Reference
Survey respondents indicated the the language of the article and availability on PubMed/Medline were more important than the country of origin, institution, and impact factor. Other important factors included year of publication, availability on Google/Google Scholar, open access, and free access.

🧰 Tools

Pexels
Are you looking for images and videos for your presentations? This website has become my go-to resource for free stock photos, royalty free images, and videos.

💬 Quote

"Persuasion is achieved by the speaker's personal character when the speech is so spoken as to make us think him credible." — Aristotle
 

💭 Thoughts

Rejection is an inevitable part of science.

Perseverance is the antidote.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Hyphens, Hollywood, and Awful Papers

When someone gives you advice, do you find that you—intentionally or unintentionally—do the opposite?

I believe that we all do this from time to time. I certainly do when I hear advice about skipping dessert (not a chance!) or cold plunging (no, thank you!).

But do you find that you resist advice for writing a manuscript? If so, check out this quick read on how to skillfully write an awful research paper. The author hoped to inspire you to do the opposite of their advice. It's an oldie but a goodie, and it's worth the entertaining read.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

💻 From My Desk

How to Use Hyphens to Create Connections and Clarity in Your Writing
Hyphens might be tiny punctuation marks, but they are powerful tools for adding clarity to your writing. Do you know when you should use hyphens in your writing?

When to Use Apostrophes in Formal Scientific Writing
Apostrophes are used often in everyday writing but rarely used in scientific and medical writing. But when used carefully, apostrophes can add simplicity and clarity to your writing. 
 

📆 Upcoming

Writing Journal Club – August 24, 2022, 11 am Pacific Time
Join fellow scientists, clinicians, and trainees as we explore the strengths and weaknesses of scientific and medical manuscripts.

The Backbone of Manuscripts: Supporting Your Writing With Storytelling – November 5, 2022, 9 am Mountain Time
Mark your calendars for the 2022 AMWA Medical Writing & Communications Conference in Denver, CO! I will be speaking about how storytelling is a foundational aspect of manuscripts.

👓 Reading

Many researchers were not compliant with their published data sharing statement: mixed-methods study
"Even when authors indicate in their manuscript that they will share data upon request, the compliance rate is the same as for authors who do not provide DAS [Data Availability Statement], suggesting that DAS may not be sufficient to ensure data sharing.

What Hollywood can teach researchers about scientific storytelling
"Stories invite others along with us on our research experiences, making science more accessible and engaging to diverse audiences....'There’s nothing in the world more powerful than a good story.'”

Ethical Considerations for the Inclusion of Patient-Reported Outcomes in Clinical Research
"The PRO ethics guidelines provide recommendations for ethical issues that should be addressed in PRO clinical research. Addressing ethical issues of PRO clinical research has the potential to ensure high-quality PRO data while minimizing participant risk, burden, and harm and protecting participant and researcher welfare."

🧰 Tools

List of Title Word Abbreviations
This website includes a list of all standardized abbreviations used for words in scientific and technical citations. When I'm not sure how to abbreviate the title of a journal, this website is my go-to resource.
 

💭 Thoughts

Rewriting is when the magic happens in the writing process.

Revising your writing is when you get to become a reader who has the power to change the writing.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Because, Reproducibility, and History

I've heard many people say that there is an element of sales in scientific and medical writing. That you need to sell your data and ideas.

I think there is some truth to that notion. Salesmanship involves persuading people to behave in a certain way. Similarly, in scientific and medical writing, you want to persuade your readers to think or behave in a certain way, whether that's to fund your proposal, publish your manuscript, or cite your work.

An important aspect of this persuasion is credibility. Credibility is foundational in science, and a key part of maintaining integrity in your work and in your field. And this combination—persuasion and credibility—is a powerful way to build trust and sell your data and ideas.

Do you notice an element of salesmanship in your work? Feel free to reply to this email. I'd love to know what you think.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

💻 From My Desk

The Persuasive Power of the Word Because
One of the most powerful ways to persuade your readers is to use one simple word: because.

12 Powerful Ways to Persuade Your Reviewers
These techniques will help you master the art of persuasive writing to influence and motivate your readers.
 

📆 Upcoming

Writing Journal Club – July 20, 2022, 11 am Pacific Time
Join me for discussions with fellow scientists, clinicians, and trainees as we explore the strengths and weaknesses of scientific and medical manuscripts.

The Backbone of Manuscripts: Supporting Your Writing With Storytelling – November 5, 2022, 9 am Mountain Time
Mark your calendars for the 2022 AMWA Medical Writing & Communications Conference in Denver, CO! I will be speaking about how storytelling is a foundational aspect of manuscripts.

👓 Reading

Funding: end ‘publish or perish’ for postdocs
"EMBO, which publishes and funds life-sciences research, is changing its criteria for postdoctoral fellowships to help early-career applicants to focus more on scientific progress than on accumulating publications."

Peer reviewers equally critique theory, method, and writing, with limited effect on the final content of accepted manuscripts
"The finding here that reviewers focused nearly equally on critiquing the methodological detail, theoretical basis, and communication style of manuscripts indicates that reviewers are aiming to achieve the principal function of peer review to detect flaws and deficiencies in the design and interpretation of studies and ensure the clarity and quality of their presentation."

NIH bid to tackle reproducibility crisis – is data sharing the answer?
"NIH policy requiring all grant applications to include a data management and sharing plan comes into effect in January 2023. The policy sets to improve reproducibility in biomedical research, reduce wasted resources, and help regain public trust in science, but some researchers worry about the associated logistical challenges."

Introducing the EMPIRE Index: A novel, value-based metric framework to measure the impact of medical publications
"The EMPIRE Index provides a richer assessment of publication value than standalone traditional and alternative metrics and may enable medical researchers to assess the impact of publications easily and to understand what characterizes impactful research."

🎧 Listening

The History of English Podcast
This podcast explores the roots of the English language. If you want to know about the history and development of English, this podcast is for you!
 

🖥️ Watching

How Five Simple Words Can Get You Want You Want - TEDx talk by Janine Driver
This video inspired my blog post on the persuasive power of "because." I think that Janine does an amazing job of describing why we need to pay attention to the words we use.

💬 Quote

“A well-known principle of human behavior says that when we ask someone to do us a favor we will be more successful if we provide a reason. People simply like to have reasons for what they do.” ― Robert B. Cialdini
 

💭 Thoughts

Don’t choose the sophisticated message to try to sound smart. Choose the straightforward message that can be easily understood.

Strive to enlighten readers, not to impress them.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Abbreviations, Text Recycling, and Writing Journal Club

I recently wrapped up the first offering of my Scientific Writing Masterclass. I got some great feedback from the participants, many of whom said that they want to work through even more examples. So, I decided to start a virtual Writing Journal Club.

And you're invited!

Each month, you can join fellow scientists, clinicians, and trainees in live discussions that explore the strengths and weaknesses of a scientific or medical manuscript.

As a member of the Redwood Ink community, you get early access to register before I open up registration to the public on Friday. Space is limited, so register early!

💌 Round-up

💻 From My Desk

How to Define Abbreviations in Scientific and Medical Writing
Do you know when to define abbreviations? These general guidelines will help you know when and how to define abbreviations in your writing.

Why You Need a Writing Journal Club and How to Create One
A writing journal club is a spin on the classic journal club. But rather than review the science, you review the writing to help you hone your writing skills.
 

📆 Upcoming

Simple Language for Expert Readers: Debunking Misconceptions for Easier and Faster Reviews – June 8, 2022, 9 am Pacific Time
I am delighted to speak for DIA Global about the value of using simple language when writing regulatory documents for expert readers. All are welcome to attend. Follow me on LinkedIn to get updated on when registration opens.

Writing Journal Club – June 22, 2022, 11 am Pacific Time
Join me for discussions with fellow scientists, clinicians, and trainees as we explore the strengths and weaknesses of scientific and medical manuscripts.

👓 Reading

Building Consensus on Author Selection Practices for Industry-sponsored Research: Recommendations From an Expert Task Force of Medical Publication Professionals
Are you unsure of whether a potential author meets the first criterion in the ICMJE guidelines for authorship? This article clarifies what is considered a substantial intellectual contribution.

Top 10 Tips for Writing Your Scientific Paper: The Radiology Scientific Style Guide
This article offers great tips for writing any clinical manuscript. I really appreciate the authors' rationale for why we make mistakes in our own papers.
#1 - It is very difficult for an author to critique their own writing.
#2 - Expert researchers and clinicians are not trained writers. 

A Model Text Recycling Policy for Publishers
This article describes the challenges of "text recycling" and shares a model policy for text recycling that scientific publications can use in the publication process.

How to Stop Writing Mediocre Words: 186 Better Ways to Say “Great”
Words are a powerful tool for persuasive writing. If you over-use "great" (or similar words) in your writing, this list of synonyms is for you.

🧰 Tools

Notion
I rediscovered Notion earlier this year. The software is a really powerful and highly customizable tool for managing tasks, projects, clients, and more. I used it to create an intranet (or external brain) that helps me manage all aspects of my business.

💬 Quote

“Find a group of people who challenge and inspire you, spend a lot of time with them, and it will change your life forever.” ― Amy Poehler
 

💭 Thoughts

The best way to describe complexity is, paradoxically, with simplicity. 

Thank you so much for reading.

Warmly,

Crystal

Interlude: Strong Verbs, Zombie Nouns, and the Power of Simple

I'm currently enjoying the sound and smell of rain outside my window. I live in California and am grateful for every drop we get.

When it's gloomy out, I like to focus on a task that brings me joy. Lately, I've been focusing on my Scientific Writing Masterclass. I'm so delighted to be teaching again. It fuels my soul. And I'm really looking forward to creating more courses to help you overcome your writing challenges.

Do you want to learn about something in particular? Please reply to this email to let me know. Your thoughts will help me to create something that will work well for you.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

🎉 Featured

Growing Your Career as an Editor
At the 2021 AMWA Conference, I joined two in-house editors in a panel discussion about tips and tricks for navigating the world of editors. This article summarizes our discussion. Access requires an AMWA membership.
 

💻 From My Desk

Craft Compelling Aims with Strong Verbs
Compelling aims spark your reviewers’ curiosity and excitement with strong verbs that add clarity and energy to your writing.

Comprise vs Consists
Comprise and consists have similar definitions, but only one of these terms is followed by the word of.
 

📆 Upcoming

Build Meaningful Relationships and a Positive Reputation with Your Clients and Colleagues – May 6
I'm looking forward to talking about strategies that help to strengthen your working relationships at the 2022 AMWA NorCal Pacific Coast Conference. All are welcome to attend. Register

Enlighten Experts with Simple Language and Easy Reading – Save the date! May 12, 3 pm PT
I'm delighted to speak for the AMWA Florida Chapter about the value of using simple language for expert readers. Open to anyone who wants to attend.

👓 Reading

Novelist Cormac McCarthy’s tips on how to write a great science paper
"McCarthy’s most important tip is to keep it simple while telling a coherent, compelling story." The article offers 17 great nuggets of advice for writing a great science paper.

Analysis of 567,758 randomized controlled trials published over 30 years reveals trends in phrases used to discuss results that do not reach statistical significance
If you describe nonsignificant results as "trends," "approaching significance," or similar, this article highlights some important things to consider in this practice.

The big idea: should we get rid of the scientific paper?
This article suggests shifting from traditional manuscripts to mini-websites that openly report the details of a study. Although these websites would need some form of oversight, I think the model is an interesting concept.

Nature is trialling transparent peer review — the early results are encouraging
I like the idea of publishing peer-review exchanges for manuscripts. I think that the practice promotes transparency about the peer-review process, especially for that manuscript.

How to Rehearse for an Important Presentation
"...rehearsing is the single best use of time before a critical presentation. More preparation means less panic and more confidence."
 

🖥️ Watching

Beware of nominalizations (AKA zombie nouns) - Helen Sword
I recently revisited this video about nominalizations (or abstract nouns). I really like the creativity of the story and design.

🧰 Tools

RODE NT-USB Microphone
When I decided to create online courses, I invested in this microphone. My students say that the sound quality is exceptional and puts them at ease while listening to my presentations.

💬 Quote

“Verbs are the most important of all your tools.” —William Zinsser, On Writing Well
 

💭 Thoughts

Short sentences with short words make powerful points. Simple is powerful.

Thank you so much for reading.

Warmly,

Crystal

Interlude: Parallel Structure, Diversity, and Cues

One of my core values is to help others. And this value is a pillar of my business at Redwood Ink.

This newsletter is an extension of that value. I want to share the best resources to help you communicate your hard work in a meaningful way.

To share even more resources, I am also posting tips and insights on LinkedIn. If you're interested in following my posts, head over to my profile. I'd love to have a conversation about your joys and challenges with writing.

Now onto my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.💌 Round-up

🎉 Featured

Prewriting, Writing, Rewriting: Three Steps to Drafting a Compelling Grant Proposal
I had a great time talking about developing grant proposals for the Center for Research, Artistic, and Scholarly Excellence at the Univerity of San Francisco. Now I am looking forward to working with each of the attendees in one-on-one coaching sessions.
 

💻 From My Desk

How to Create Clear Patterns with Parallel Structure
Parallel structure ensures that information follows the same grammatical pattern in a sentence. This structure makes the information easier to understand and remember.

Make Sure to Choose the Right Word: Assure vs Ensure vs Insure
The verbs assure, ensure, and insure all relate to “making sure” of something. But these verbs have distinct meanings that can affect how readers interpret your writing.
 

📆 Upcoming

Scientific Writing Masterclass - Summer 2022
I'm getting great feedback from the participants in the course. If you're interested in joining the next offering, simply reply to this email. I'd love to hear from you.

👓 Reading

Writing up your clinical trial report for a scientific journal: the REPORT trial guide for effective and transparent research reporting without spin
"The REPORT guide...is intended to supplement established first choice reporting tools, such as Consolidated Standards of Reporting Trials (CONSORT), by adding tacit knowledge...about reporting topics."

The giant plan to track diversity in research journals
"Efforts to chart and reduce bias in scholarly publishing will ask authors, reviewers and editors to disclose their race or ethnicity."

Editors publishing in their own journals: A systematic review of prevalence and a discussion of normative aspects
"Journal guidelines should include clear information about the handling procedure for submissions authored by editors."

🎧 Listening

Cues - On Charisma with Vanessa Van Edwards
"We all have patterns for when we...are at our most confident and natural. Tracking those and taking advantage of them to give yourself more comfort and ease in your communications can immediately increase your charisma."

🧰 Tools

Word Histories
Do you ever wonder about the history behind phrases, such as "one fell swoop"? This website is packed with little-known facts about common phrases.

💬 Quote

"Your passion for words and sentence structure should equal a painter’s passion for color and brushstroke." — Andrew McAleer

Thank you so much for reading.

Warmly,

Crystal

Interlude: Persuasive Patterns, Modifiers, and Jargon

Here's my latest curated round-up of the best tips, tools, and resources on scientific and medical writing.

💌 Round-up

💻 From My Desk

8 Powerful Patterns to Persuade Your Reviewers
Persuasive writing is a powerful approach to communicating information and motivating readers. With some language patterns in your toolbelt, you can craft persuasive arguments that influence your readers and compel them to take action.

How the Location of Modifier Words Ensures Clarity in Your Writing
Modifiers can add emphasis or important details to your writing. But misplaced modifiers can cause confusion by conveying a different (and sometimes humorous) meaning. To ensure clarity in your writing, put modifiers next (or as close as possible) to the word or phrase they modify.
 

📆 Upcoming

The Anatomy of a Grant Proposal
In a few weeks, I'm heading to the University of San Francisco to speak about the anatomy of a grant proposal. I'm looking forward to meeting with the faculty in the Center for Research, Artistic, and Scholarly Excellence and hearing about their exciting research projects.

Scientific Writing Masterclass - Summer 2022
The Scientific Writing Masterclass is underway! If you are interested in joining the next group of participants, add your email to the mailing list or simply reply to this email with "Interested" in the subject line.

👓 Reading

Online archives where scientists post their research spark information revolution
This article does a great job of summarizing the peer-review process. It also covers the pros and cons of pre-print servers, including why posting a study on a preprint server is appealing, whether preprint articles should be trusted, and what nonscientists need to consider when covering preprint articles.

Publishing of COVID-19 preprints in peer-reviewed journals, preprinting trends, public discussion and quality issues
"COVID-19-related preprints were more publicly discussed and favored for publishing in peer-reviewed journals, typically with a shorter peer-review process, which might have possible repercussions on the quality of journal-published articles."

Patient-driven innovations reported in peer-reviewed journals: a scoping review
"Peer-reviewed publications on patient-driven innovations are increasing and we see an important opportunity for researchers and clinicians to support patient innovators’ research while being mindful of taking over the work of the innovators themselves."

🧰 Tools

De-Jargonizer
Jargon is a top predictor of readability (and has been correlated with imposter syndrome). To ensure your writing is accessible, especially for a general audience, check out this free tool to identify jargon in your writing.

💬 Quote

“Persuasion occurs when trust and confidence meet belief, risk tolerance, and safety.” — Jeffrey Gitomer
 

Thank you so much for reading.

Warmly,

Crystal