How to Prepare a Manuscript for Publication?

Delivered by: Dr. Qaisar Abbas Department of Computer Science, NTU Dated : 26/11/2012
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Outline

Why do we publish? What is a good manuscript? How to prepare a good manuscript for an international journal

Preparations before writing Construction of a manuscript Some technical details that need special attention Language Authorship Revision Review Process Conclusion 2

Why do we publish?
Researchers today are all under great pressure to publish MORE
(for funding, career success, etc. ) We are obliged to publish our results
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What is a good manuscript?

Submit to the right journal (scope, speed and prestige) Submit to one journal only Submit one article only to one journal Check the English! Pay attention to the structure Pay attention to journal requirements Be honest!
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What is a good manuscript?

Does the article fit the aims and scope of the journal? Is the research novel and does it add to the existing body of knowledge? Are the right conclusions drawn from the data presented? Is it of international relevance or unique features? Is it well-presented in proper English?

What is a good manuscript?

A good manuscript makes readers (especially reviewers and editors) grasp the scientific significance as EASILY as possible.

Writing a good manuscript is NOT easy! Be prepared to work hard on it!

How to prepare a good manuscript for an international journal?

Preparations before writing Construction of a manuscript Some technical details that need special attention Language Revision

How to prepare a good manuscript

In the following sections, you will learn how to raise your chances of getting accepted, including
Basic principles that should always be kept in mind What editors and reviewers love, and what they hate

How to prepare a good manuscript

REMEMBER: Appreciate your own work if you do not take care, why should the journal?

There is no secret recipe for success just some simple rules, dedication and hard work.
Editors and reviewers are all busy scientists, just like you make things easy to save their time!
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How to prepare a good manuscript Before start

1.

Think about WHY you want to publish your work. (Actually, you should check the originality of the idea at the very beginning of your research.) Have you done something new and interesting? Is there anything challenging in your work? Is the work related directly to a current hot topic? Have you provided solutions to some difficult problems? If all answers are yes, then start preparations for your manuscript
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How to prepare a good manuscript Before start

2. Decide on the type of the manuscript

Full articles/Original articles: the most important papers. Often substantial completed pieces of research that are of significance. Letters/Rapid Communications/Short communications: usually published for the quick and early communication of significant and original advances. Much shorter than full articles (usually strictly limited). Review papers/perspectives: summarizing recent developments on a specific topic. Highlighting important points that have previously been reported and introduce no new information. Often submitted on invitation.
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How to prepare a good manuscript Before start

3. Choose the target journal Choose one right journal for your work. DO NOT gamble by scattering your manuscript to many journals. Only submit once! You must get help from your supervisor or colleagues!!! The supervisor (who is probably the corresponding author) has responsibility for your work. Articles in your references will likely lead you to the right journal. Read recent publications (at least go through the abstracts) in each candidate journal. Find out the hot topics, the accepted types of articles, etc.
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How to prepare a good manuscript Before start

3. Choose the target journal Check ISI Web of knowledge
http://www.thomsonscientific.com/cgibin/jrnlst/jloptions.cgi?PC=D

Check Local Journal Ranking/Class Ranking:

http://thomsonreuters.com/products_services/science/science_produc ts/a-z/journal_citation_reports/

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How to prepare a good manuscript Before start

4. One more thing before typing your manuscript...

Read the Guide for Authors of the target journal! Again and again! Apply the Guide for Authors (GFA) to your manuscript, even to the first draft (text layout, paper citation, nomenclature, figures and table, etc.). It will save your time, and the editors. All editors hate wasting time on poorly prepared manuscripts. They may well think that the author shows no respect.
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How to prepare a good manuscript Construction

The general structure of a full article Title Make them easy for indexing and searching! Abstract (informative, attractive, effective) Keywords Main text (IMRAD) Introduction Journal space is precious. Make your Methods article as brief as possible. If clarity Results can be achieved in n words, never And use n+1. Discussions Acknowledgement Reference Supplementary materials

Avoid We and Repetition of words in the whole manuscript

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How to prepare a good manuscript Construction

However, we often use the following order when writing: Methods, Results and Discussion Conclusions and Introduction Abstract and title

Finalize Results & Discussion before you write the introduction. If the discussion is insufficient, how can you objectively demonstrate the scientific significance of your work in the introduction?
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How to prepare a good manuscript Title

Each section has a definite purpose

1. Title what is the paper broadly about? Your opportunity to attract the readers attention. Reviewers will check whether the title is specific and whether it reflects the content of the manuscript. Editors hate titles that make no sense or fail to represent the subject matter adequately; So, keep it informative and concise; Avoid technical jargon and abbreviations if possible. Discuss with your co-authors.
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How to prepare a good manuscript Title

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How to prepare a good manuscript Abstract

2. Abstract tell the prospective readers what you did and what the important findings were.

This is the advertisement of your article. Make it interesting, and easy to be understood without reading the whole article (Avoid using jargon and uncommon abbreviations if possible.) You must be accurate! Use words which reflect the precise meaning A clear abstract will strongly influence whether or not your work is further considered; Keep it as BRIEF as possible!!! Spend Time at least two to three days. Use Indirect ways to write it.
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How to prepare a good manuscript Keywords

3. Keywords mainly used for indexing

It is the label of your manuscript. Avoid words with a broad meaning. Check the Guide for Authors! Usually 5 to 7 Keywords separated by comma Started from broader sense to narrow.

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How to prepare a good manuscript Introduction

4. Introduction to convince readers that you clearly

know why your work is useful

What is the problem? Are there any existing solutions? Which is the best? What is its main limitation? And what do you hope to achieve? Editors like to see that you have provided a perspective consistent with nature of the journal. You need to introduce the main scientific publications on which your work is based. However, they hate improper citations of too many references irrelevant to the work, or inappropriate judgments on your own achievements. They will think that you have no sense of purpose at all!

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Introduction

The 1/3 2/3 Rule from a reviewers perspective: 1/3 time to read your introduction and make a decision Remaining 2/3 time to find evidence for the decision A good introduction with a good Motivation is half of your success! What to cover in the introduction The research problem The motivation of your research on the research problem The claim of your contribution A summary of your evidence to support your claim The significance of your contribution
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How to prepare a good manuscript Introduction

Watch for the following: Never use more words than necessary. Never make this section into a history lesson. Long introductions put readers off. Introductions of Letters are even shorter. We all know that you are keen to present your new data. But do not forget that you need to give the whole picture at first. Do not mix introduction with results, discussion, and conclusion. Always keep them separate to ensure that the manuscript flows logically from one section to the next. Expressions such as novel, first time, first ever, paradigm changing are not preferred. Use them carefully.
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How to prepare a good manuscript Methods

5. Methods how was the problem studied

Include detailed information, so that a knowledgeable reader can reproduce the experiment. However, use references and Supporting Materials to indicate the previously published procedures. Do not repeat the details of established methods. Broad summaries are sufficient. Reviewers will criticize incomplete or incorrect descriptions (and may recommend rejection).
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How to prepare a good manuscript Results

6. Results What have you found? Only representative results should be presented. The results should be essential for discussion. Use Supporting Materials freely for data of secondary importance. Do not attempt to hide data in the hope of saving it for a later paper. You may lose evidence to reinforce your conclusion. Use sub-headings to keep results of the same type together easier to review and read. Number these subsections for the convenience of internal crossreferencing. Decide on a logical order of the data that tells a clear and easy way to understand story.
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How to prepare a good manuscript Results

A figure is worth a thousand words Illustrations, including figures and tables, are the most efficient way to present the results. Your data are the driving force of the paper . Therefore, your illustrations are critical!

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How to prepare a good manuscript Results

Generally, tables give the actual experimental results. Graphs are often used for comparison of experimental results with those of previous works, or with calculated/theoretical values. No illustrations should duplicate the information described elsewhere in the manuscript.
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How to prepare a good manuscript Results

Illustrations should be used for ESSENTIAL data only. Comment from an Editor: Can't you describe the results of Fig. 13 in the text, since this figure does not show much information of interest? You should realize that space is valuable!! The legend of a figure should be brief. And it should contain sufficient explanatory details to make the figure understood easily without referring to the text. Indication from a reviewer: readers often look at the figures first and many times go no further.

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How to prepare a good manuscript Results

Appearances count! Un-crowded plots: 3 or 4 data sets per figure; well selected scales; appropriate axis label size; symbols clear to see and data sets easy to discriminate. Each photograph must have a scale marker of the professional quality on one corner. Use color ONLY when necessary. If different line styles can clarify the meaning, never use colors or other thrilling effects. Do not include long boring tables!

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How to prepare a good manuscript Discussion

7. Discussion What the results mean It is the most important section of your article. Here you get the chance to SELL your data! A huge numbers of manuscripts are rejected because the Discussion is weak. Make the Discussion corresponding to the Results. But do not reiterate the results. You need to compare the published results with yours. DO NOT ignore work in disagreement with yours confront it and convince the reader that you are correct or better.

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How to prepare a good manuscript Discussion

Check for the following:

How do these results relate to the original question or objectives outlined in the Introduction section? Do the data support your hypothesis? Are your results consistent with what other investigators have reported? Discuss weaknesses and discrepancies. If your results were unexpected, try to explain why Is there another way to interpret your results? What further research would be necessary to answer the questions raised by your results? Have you explained what is new without exaggerating?
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How to prepare a good manuscript Conclusion

8. Conclusion How the work advances the field from the present state of knowledge

Without a clear conclusion section reviewers and readers will find it difficult to judge the work, and whether or not it merits publication in the journal. DONT REPEAT THE ABSTRACT, or just list experimental results. Trivial statements of your results are unacceptable in this section. You should provide a clear scientific justification for your work in this section, and indicate uses and extensions if appropriate. Moreover, you can suggest future experiments and point out those that are underway.
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How to prepare a good manuscript References

9. References Typically, there are more mistakes in the references than any other part of the manuscript. It is one of the most annoying problems, and causes great headaches among editors
Cite the main scientific publications on which your work is based Do not over-inflate the manuscript with too many references it doesnt make a better manuscript! Avoid excessive self-citations Avoid excessive citations of publications from the same region. Use Consistent style according to Journal Paid attestation to write authors name, reference title and page numbers. Cite reputable journal papers according to year, number of citations.

Use Google Scholar for help.

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How to prepare a good manuscript References

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How to prepare a good manuscript References

Make the reference list and the in-text citation conform strictly to the style given in the Guide for Authors!!! Presentation in the correct format is the responsibility of the author, not the Editor! Checking the format is normally a large job for the editors. Make their work easier and they will appreciate the effort. Check the following: spelling of author names, year of publications Usages of et al. after 6 authors, and punctuations. 35

Reference manager

EndNote Web
www. zotero.org

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How to prepare a good manuscript Cover Letter

10. Cover letter your chance to speak to the Editor directly

Do not summarize your manuscript, or repeat the abstract, but mention what makes it special to the journal. This is also the place to remark special requirements, for instance Many editors wont reject a manuscript only because the cover letter is bad. However, a good cover letter may accelerate the editorial process of your paper.
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Some special technical aspects of the manuscript

Length of the manuscript: 25- 30 pages is the ideal length for a submitted manuscript, including ESSENTIAL data only. Title page Abstract 1 paragraph Introduction 1.5-2 ms pages Methods 2-4 ms pages Results and Discussion 10-12 ms pages Conclusions 1-2 ms pages Figures 6-8 Tables 1-3 References 20-50 papers Letters or short communications have a stricter limitation of the length. For example, 3000 words with no more than 5 illustrations.

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Additional aspects
Text layout: Keep consistent throughout the manuscript. Double line spacing and 12 font is preferred: make it convenient for reviewers to make annotations.

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Additional aspects
Suggest potential reviewers Your suggestions will help the Editor to pass your manuscript to the review stage more efficiently. You can easily find potential reviewers and their contact details in various ways. The reviewers should represent at least two regions of the world. And they should not be your supervisor or close friends. Generally you are requested to provide 3-6 potential reviewers.
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Language

Attention! If the language prevents reviewers from understanding the scientific content of your work, the possibility of acceptance will be lowered greatly. At the minimum, you should provide the best English you can manage along with your high quality science. Please have a skilled writer or someone fluent in English help to check your manuscript before submission. Use WhiteSmoke to check grammar mistakes.

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Language long sentences

Direct and short sentences are preferred! Long sentences will not make the writing more professional. They only confuse readers. Nowadays, the average length of sentences in scientific writing is about 12-17 words. It is said that we read one sentence in one breath. Long sentences choke readers. your style when writing in English. One idea or piece of information per sentence is sufficient. Avoid multiple statements in one sentence.

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Language Repetition and Redundancy

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Authorship
Decided

as early as possible Should include persons who:

Can defend the intellectual content, including data and conclusions Must be willing to concede publicly any errors In the case of fraud be willing to state publicly the nature and extent, and account for its occurrence

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Authorship: Criteria
All

the following criteria should be met: Generate at least part of the intellectual content (conception or design, data analysis and interpretation) Drafting, reviewing or revising critically for important intellectual content Final approval of the version to be published
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Authorship: Order
Most of journals assume an order based on each authors importance to the study The first author is primarily responsible for collecting and analyzing data, and writing The last one, an established investigator, assumes the overall responsibility for the study The middle authors are listed according to their order of importance to the study
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Authorship: Responsibilities
The authors must comply with the following rules when submitting the manuscript for publication:

The manuscript is not under consideration elsewhere and the research will not be submitted elsewhere until a final decision has been made by the journal The manuscript is a trustful, original work without fabrication, fraud or plagiarism The authors have made an important scientific contribution and are familiar with the primary data The authors have read the manuscript and take responsibility for its content, and understand that if the paper, or part of it, is found to be faulty or fraudulent, they share responsibility
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Authorship: Conflict of Interest

1. All funding sources supporting the work and all institutional or corporate affiliations of the authors must be acknowledged 2. The authors must certify that they have no commercial association that might pose a conflict of interest in connection with the submitted paper

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Revision

Remember: editors and reviewers hate to see the same

mistake twice! If you want to submit the rejected manuscript to a different journal, begin as if you are going to write a new article. Please re-evaluate your work according to the comments from the reviewers. And you MUST read the Guide for Authors of the new journal, again and again Do not resubmit the rejected manuscript directly to another journal without any significant revision!!! It wont save any of your time and energy

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Revision Feedback
How to deal with Handling Editors: Be polite, but to the point Ask for a change, if a clearly biased or unfair case How to deal with conflicting review reports For journal submissions Try every effort to address every concern Provide a point-by-point statement of changes Use other reviewers comments to disagree with the negative ones For conference submissions Rebut if you think you have a reasonable chance to win Nothing to lose Get senior rebuttal authors

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Revision Feedback
How to deal with arrogant and ignorant reviewers If there is no chance to win them over, provide a gentle statement for the unreasonable criticisms that you are not addressing You should still try and resolve some of their comments Your attitude towards the reviewers comments is important all reviewers will read your statement of changes, and an accommodating approach is useful. Critical reviews are always expected from first-rate journals and conferences Dont get emotional with negative comments Be accommodating and persistent in journal submissions & Good luck

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Conclusion: what leads to Acceptance?

Attention to detail Check and double check your work Consider the reviews English must be as good as possible Presentation is important Take your time with revision Acknowledge those who have helped you New original and previously unpublished Critically evaluate your own manuscript Ethical rules must be obeyed

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More Information
Questions?

Thanks!

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