And Then You Edit

So you've written a paper. Phew.

You diligently carved out time every day to sit down and pen a few lines of prose. You paced the floor, you muttered to yourself, you bounced ideas off your colleagues, you did your best to manipulate Microsoft Word into doing your bidding. But before you submit the paper, before you hand it over to someone else to read, you've got to edit it yourself.

After I finished writing my thesis for my masters I was exhausted. Hours were spent hunched over my keyboard pecking away. Candles were burned at both ends. Cliches were tossed about. But read my own thesis?

"I know my thesis like the back of my hand! Why would I need to read it?"

Well...I tend to write like I talk. I think most people do this, it's fairly common in the age of social media/internet. Unfortunately, the writing-like-you-talk style of writing is not ideal when it comes to things like papers for publication...or my thesis. So of course I needed to read my thesis but I honestly didn't do that great of a job reading through it. It's tough to read your own work when you feel like you have it all memorized.

When I saw this article on the Chronicle of Higher Education's website about editing yourself I was psyched. "Perhaps I can find some tips for the paper I'm having a tough time crafting," I thought. And I did but not as many as I had hoped for. The two main tips from the article are in italics below, emphasis mine.

All I can do is urge [you] to pay attention to well-written works in [your] own field, to read not just for content, but also for the nuances of style, and to steal the tools and tricks that good writers use.

I recently read a great journal article about microbial desalination cells whose text seems to follow such a logical manner I can't help but admire it. I could probably do something similar for my topic.

If you don't remember the basics—like what a semicolon does—you might want to remind yourself. If you don't know the difference between further and farther, lay and lie, figure it out (or go lie down until you do). If you are prone to comma splices (as I am), be aware of that and make conscientious choices. Those are not trivial issues. If we don't take the form seriously, the content of the message won't get delivered. There's no point in writing if you're not going to be understood.

Over the weekend I reviewed a paper that was full of mistakes. On one hand the writer of that paper was an English as a second language person and an undergraduate student. I'm not saying that ESL or undergraduate students don't know how to write, I'm saying that I think it's harder to write a paper in that situation. On the other hand a lot of the mistakes were formatting ones (e.g. "Figure 1.title of figure here" vs "Figure 2. The blah blah shows blah.") which I would consider mistakes that anyone could catch regardless of language or years in school.

I've been using Guide to Technical Editing: Discussion, Dictionary, and Exercises as my go-to style guide but that's simply because it was the book that the "Writing and Editing for Technical Publishing" class I took last year used. This article recommends The Elements of Style (4th Edition) plus Style: Toward Clarity and Grace (Chicago Guides to Writing, Editing, and Publishing), and a four-and-a-half star Amazon rating can't be too far off. The article goes on to name other reference books for writing and editing such as Economical Writing, Second Edition and On Writing: 10th Anniversary Edition: A Memoir of the Craft.

These five books aren't the only ones out there. Are there any must-have style guides that you use?

How to Write Less Badly

One thing I've always thought I do well, or at least sufficiently, is write. Contrary to most engineering types I've met, I like to read and write. Lab reports? Class papers? Inter-office memos? No problem, easy. All those things abound during the first years of engineering classwork but start to trail off as one does more math, equations, and technical drawings. I'm a bit out of practice now I think.

I was cruising around the website, The Chronicle of Higher Education, and stumbled upon this little gem: 10 Tips on How to Write Less Badly. This article really resonated with me because of my recent writing adventure: my master's thesis.

When it came to writing my thesis I had great ideas on how to make everything flow together and on what to write. Getting these ideas from my head into a word processor? That was more like pulling teeth. I had no idea how hard it was going to be! Or how long it was going to take. That experience made me go "yes!" when I read points four (give yourself time) and five (everyone's unwritten work is brilliant). Not to mention point number ten: edit your work, over and over. My goodness did my thesis need work on the editing front. I tend to write how I talk, which is not a very good way to write technical work. Reading and rereading helped me to catch the numerous errors I made.

The other suggestions that the article had, such as "write, then squeeze other things in" and "set goals based on output, not input," I thought were helpful. I'm soon going to try to turn my thesis into a paper I can publish, there are two grants I want to apply for, and my current adviser thinks I will have enough laboratory results to publish another paper by December. Whew. In other words, I have a lot of upcoming writing I need to be working on and if I start employing some of the tactics from this article, the whole process should be much less painful than my thesis was.

Publish my Thesis? Huh?

My current advisor recently asked me a question I wasn't pleased to give an answer to.

Advisor: Did you publish your findings from your master's research?

Me: No, I never did.

Advisor: Hmm... I see.

I wish I had published my master's research. Unfortunately my master's is from a very non-research orientated school, it's more of a terminal masters, and I'm the first graduate from the program that's gone on to pursue doctoral work. The program isn't too old, I think it started in 2004 and I graduated in 2010. But my old advisor (who also happened to be the department head) was not concerned about publishing anything. I don't think he's published anything since he completed his doctorate in 1991. My advisor, committee members, and the director of the school library all said I should publish it. My problem was that everyone urged me to publish but no one would tell me how to, or offer to review it.

Taking matters into my own hands I took a course titled "Writing and Editing for Publication," a class through the technical communications department. The class was helpful...if I wanted to publish an article in Cosmo or Popular Mechanics. That wasn't really what I was after but I did learn some things that improved my grammar (e.g. proper use of effect and affect) and writing technique during the editing part of the course. Unfortunately this still left me without any idea how to take my 102 page thesis and turn it into a paper I could publish in a peer-reviewed journal. That was all last year.

After my current advisor asked me if I'd published my work two weeks ago I decided to consult the post-doctorate student I work with at work. As part of his post-doc he is required to publish a paper or three and has expressed an interest in having me work with him on said papers (we're in the same department and I've helped with his research). I'm very glad I asked him for advice!

I knew nothing about the process. He'd previously mentioned this journal called Nature, saying it was crème de la crème of peer reviewed journals. I was skeptical until I heard others from a different sphere talking about it too. Turns out every journal has an impact factor, which is apparently a "measure of the frequency with which the 'average article' in a journal has been cited in a given period of time. The higher the number, the better the journal.

Once you find your desired journal look at their author's guide and follow it to a T. If the guide says you need 5,000 words make sure you have 4,999. My co-worker said that most times you'll be accepted conditionally and the journal will only give you a few days to make the required changes. Checking your e-mail often is a must! He also said to try and find out what the turn around time is for each journal; turn around time being the time between when it's accepted and when it will actually appear out in circulation. For me trying to publish my thesis this doesn't matter. It's stored in my alma mater's library, that was good enough to them to give me a diploma.

The last issue that my co-worker talked to me about was authorship. Such as, where my name goes on the paper. For my thesis for example, my name would be the first listed and my "boss" would be the last name listed. Other people who helped me with the research or through consulting would appear as the middle names. That's fine for a typical paper but I think mine is a bit different. All the work I did was pretty much on my own with very little direction. My old advisor knew nothing about my topic until I started working on it. Aside from weekly meetings with my advisor where I gave him a progress report we had little contact. And the contact we did have was nothing like my research relationship that I have with my current advisor. He said that for junior engineers such as ourselves it is better to be the first author on papers and then slowly move into being the second, third, n+1, and finally into being the last author.

We both wound up staying later at work than we'd planned on account of my questioning him (and it was Friday no less!) but I'm very happy he offered advice and helped me out. I'd like to start taking the steps to find a paper and work on getting my thesis into a publishable form soon, and then work on submitting it over the upcoming holiday season.

RefWorks

One of the suggestions that I read about in "How to be a Good Graduate Student," the topic from two posts ago, was to set up an online bibliography. This guide, written by computer scientists, suggested using BibTex but I'm not used to code and the format doesn't look very user friendly for me.

Since I was at work when I was trying to figure out what format to use I decided to ask one of my coworkers what he used. He's a recent graduate from UIUC's WaterCAMPWS and a very smart guy. My co worker, who I'll call Mr. N, recommended RefWorks as an online bibliography and it sounds exactly like what I was looking for.

See, BibTex doesn't integrate well with Microsoft Word but RefWorks is designed for Word. Sounds like a match made just for me because Word and I are best friends forever. Seriously. I would consider myself an expert on that program after all the formatting and trials I went through writing my master's thesis.

I'm even more excited about it after finding out my university has a copy of it for use. Yay!

Today's mission: take the articles I've read and enter them into my RefWorks account.