Academic Multitasking Amid Competing Responsibilities: Finding Time to Publish

 

By Lilian H. Hill

 

In today's fast-paced academic environment, juggling multiple responsibilities while maintaining a consistent publication record can be an uphill battle. Between teaching, administrative duties, mentorship, and personal commitments, finding time to conduct research and publish can seem nearly impossible. It is easy to feel overwhelmed, as in the popular meme in the image below.

For tenure-track faculty, the pressure to publish is intense. A strong publication record is often essential for securing tenure and promotion. Faculty on the tenure-track must manage a multitude of other duties—teaching, grading, committee work, and the daily challenges of adjusting to a new role—which can easily cause writing responsibilities to be postponed and neglected. The fact that the tenure-track career years coincide with prime child-bearing years for female faculty members compounds the problem (Mason et al., 2013). These days, teaching-track faculty members also report pressure to publish while carrying a higher teaching load.

With strategic planning and effective time management, it is possible to balance these demands successfully. Here are some tips and insights on how to manage academic multitasking and ensure your research efforts do not fall by the wayside.

Examine Tenure Requirements

Understanding what “counts” for tenure and/or promotion will ensure that your efforts are beneficial. Activities, including grants and publications, considered important for tenure are discipline specific. It is important to become informed to structure your time most effectively. It can be discouraging to receive a negative annual or three-year review and learn that you have invested time in tasks that do not further your career.

 

Prioritize Your Tasks

Once you familiarize yourself with what activities are valued, identify your primary academic goals. Determine what is most important to you—publishing papers, securing research funding, or advancing a specific project. Pursue a single research agenda so your efforts will yield positive results.

 

Divide large goals into smaller, manageable tasks. This makes them less intimidating and easier to tackle. Set clear, achievable deadlines for each task. Many people use a whiteboard to keep these priorities visible.

 

Master Time Management

Allocate specific time slots for different activities throughout your day. Dedicate uninterrupted periods to writing and research. Treat these blocks as non-negotiable appointments. Avoid multitasking, where you switch back and forth among different types of tasks. Research on brain development and concentration indicates that dividing attention between multiple tasks reduces productivity, decreases efficiency, and increases the likelihood of making mistakes (Pace, 2017).

 

Aim to write every day, even if only for brief periods of time. Consistent writing helps maintain momentum and keeps you engaged with your work. Keep a notebook with you so you can jot ideas wherever you are.

 

Several strategies are helpful:

·      Learn what time you do your best writing and avoid scheduling other activities.

·      Put appointments for writing and research in your calendar and protect that time.

·      Set designated times to respond to emails and turn off the notifications so that you are not tempted to look at emails as they arrive.

·      Write in places other than your office on campus. In your office, you can be easily interrupted. A reserved library carrell can be a terrific location.

·      If you must be in your office, learn to write with your door closed.

 

Learn to Write in Short Periods of Time

Many academics believe they can only write when they have several hours of dedicated time. However, this kind of time is scarce in the academic environment. With teaching, advising, reporting, and administrative responsibilities, interruptions are pervasive. Once you are engaged in a writing project, it will be on your mind. Learn to use small time periods to further the project. In 15-20 minutes, you can draft research questions, edit prior writing, or further a conceptual framework.

 

Efficient Writing Strategies

Start with a detailed outline of your paper. This provides a roadmap and helps organize your thoughts, ensuring a logical flow. Focus on getting your ideas down on paper without worrying about perfection. You can edit the work later once the initial draft is complete. Anne Lamott (1995) says that every writer writes awful first drafts (well, she uses another word you can imagine). Accomplished writers then revise as many times as needed. Schedule specific times for revising and editing your work. This allows you to polish your writing and improve clarity and coherence.

 

Leverage Technology

Use software like EndNote, Zotero, or Mendeley to manage citations and references efficiently, saving time and reducing errors. Tools like Google Docs, Overleaf, and Zoom facilitate real-time collaboration with co-authors, making it easier to integrate feedback and contributions.

 

Build Support Networks

Work with colleagues to share the load. Collaborating can bring in new perspectives and distribute the workload more evenly. If available, delegate tasks such as data collection or preliminary literature reviews to research assistants. This frees up your time for writing and critical analysis.

 

Integrate Research, Teaching, and Service

Align your research interests with your teaching. Design courses or assignments that complement your research, allowing you to advance your work while fulfilling teaching responsibilities. You can also seek service responsibilities congruent with your research agenda, although this is more difficult. Synergies among the major components of the academic job will increase your knowledge and make you more efficient.

 

Seek Mentorship

Senior colleagues can share a wealth of practical information. Mentors can advise you about journals or publishers in your discipline, strategies for grant procurement, and teaching resources. They can provide valuable insights, feedback, and guidance to help you navigate challenges and improve your work. Remember that mentorship is a relationship, so choose mentors with whom you are compatible. Mentorship is also an exchange, so be mindful of what you can do for the mentor in return.

 

Practice Self-Care

Clearly define the boundaries between your work and personal life. Protect your personal time and ensure you have regular breaks to recharge. Incorporate activities that promote physical and mental well-being into your routine. Regular exercise, mindfulness practices, and hobbies can help manage stress and improve focus.

 

Take Advantage of Coaching

Individuals trained as professional coaches provide a safe space in which to discuss your career and life choices. A coach you employ will not have a vested interest in decisions you make in the same way that a mentor in the same university might have. Coaching can help you determine the path you want to take in your life and career and actions that will make that happen. In choosing a coach, inquire about their training and determine if they are certified. For the most benefit, choose a coach who has experience in the academic setting. For example, Lilian H. Hill retired from a successful academic career and is an Associate Certified Coach with the International Coaching Federation. She offers Coaching for Academics as one of the services of SCOC Consulting.

 

References

Lamott, A. (1995). Bird by bird: Some instructions on writing and life. Anchor Books.

Mason, M. A., Wolfinger, N. H., & Goulden, M. (2013). Do babies matter? Gender and family in the ivory tower. Rutgers University Press.

 Pace, K. L. (2017). The myth of multitasking: Research says it makes us less productive and increases mistakes. https://www.canr.msu.edu/news/the_myth_of_multitasking_research_says_it_makes_us_less_productive_and_incr

Essential Parts of Journal Articles: Titles, Abstracts, and Keywords

 

By Lilian H. Hill

Writing titles, abstracts, and keywords for academic writing serve as the first point of contact between your work and potential readers. Suppose you neglect or rush the craft of these important tools. In that case, your manuscripts may not raise the interest of journal editors who decide which manuscripts to publish or, once published, be seen by members of your intended audience. It should be obvious that grammatical and typographical errors in the title, abstract, and keywords can detract from their quality and may be perceived as carelessness or a lack of professionalism. Therefore, it is essential to avoid such errors (Tullu, 2019).

 

Authors may focus on writing the body of the manuscript and treat the title, abstract, and keywords as afterthoughts or nonessential. They can be difficult to write but need your full attention because titles, abstracts, and keywords help to summarize content (Tullu, 2019). Journal editors will view these parts to decide if the manuscript fits the journal’s scope before they read the body of the manuscript. Titles, abstracts, and keywords also attract readers' attention and increase discoverability, meaning the degree to which sources can be located in databases, search engines, or other information systems. By carefully crafting these elements, you can effectively communicate the significance of your research and increase its influence within the scholarly community.

 

Titles

An effective title should succinctly convey your paper's main idea or focus. It should give potential readers a sense of what to expect and why they should be interested in reading further. Incorporating relevant keywords into your title can help improve your publication’s visibility in databases and search engines. Consider including terms potential readers might use when searching for literature on your topic.

The editors of Nature Human Behavior counsel that titles should not overstate the significance of research findings and should specify the human sub-population studied so that readers will not erroneously conclude that the results are generalizable to all populations (Writing More Informative, 2023). They state, “In choosing which details to include and which to omit from the title and abstract, it is important not to create a misleading impression about the generalizability or strength of evidence of a study” (para. 1).

 

Many authors include subtitles in their titles. The main part of the title establishes the general area of the work, while a subtitle can provide additional context or clarification to the main title, especially if the main title is broad. Subtitles help readers understand the specific focus or angle of the research. Subtitles serve as valuable tools for authors to optimize the effectiveness of their titles, making them more informative, engaging, and accessible to readers.

 

Titles that are broad or vague may fail to capture readers' attention. Aim for specificity by focusing on a particular aspect or specific angle of your research that makes it unique or noteworthy. Misleading or sensationalistic titles can erode trust and credibility. Likewise, avoid overly long or convoluted titles. Resist the temptation to be cute or funny. Avoid using the words “new,” “innovative,” or “modern” in your title because these terms do not wear well over time. For example, it can be humorous to find a book published in 1968 describing itself as “new” or “modern.”

 

Abstracts

Abstracts summarize your paper, including its purpose, methodology, results, and conclusions. They should condense the key points of your paper into a concise and coherent paragraph. The aim is to ensure that each word is meaningful and contributes to the overall succinctness and clarity of the abstract. Academic journals will specify the length of abstracts and the format they expect.

Abstracts include separate sentences or phrases devoted to each aspect of the paper (e.g., background, methods, results, and conclusions). This helps readers quickly locate information. Including details about the research population, sample size, and data analysis methods used is essential (Writing More Informative, 2023).

 

Abstracts should use clear and accessible language and avoid jargon or technical terms unfamiliar to non-specialist readers. Like titles, abstracts should accurately represent the content of your paper. Avoid exaggerating or overselling your findings and be honest about any limitations. Abstracts should be factual and engaging enough to interest readers and encourage them to read the full paper. Abstracts can highlight the significance of research findings but should avoid unsubstantiated claims about the implications of the work (Writing More Informative, 2023).

Keywords

When you submit an article for publication, you will provide keywords, typically between three and five. Keywords help indexers and search engines categorize and locate your article. Keywords also help target your intended audience by identifying the main topics or themes. Including relevant keywords ensures that your article is easily discoverable by researchers interested in your topic. Databases and search engines use keywords to index articles, allowing users to search for specific topics or themes. By choosing appropriate keywords, you increase the chances of your article showing up in relevant search results. This ensures that readers interested in your research area are more likely to find and engage with your work.

 

Putting it Together

Titles, abstracts, and keywords need to be consistent. Using the same keywords in the title and abstract is one way to accomplish this. Once your article is published, this will be important so that people searching for information will not only find your article but also that its content will match their search terms.

 

In summary, keywords, abstracts, and titles play important roles in published articles, helping increase discoverability, summarize content, and attract readers' attention. By carefully selecting and crafting these elements, authors can effectively communicate the significance of their research and increase its impact within the scholarly community.

 

References

Tullu, M. S. (2019). Writing the title and abstract for a research paper: Being concise, precise, and meticulous is the key. Saudi Journal of Anaesthesia, 13(Suppl 1):p S12-S17. https://doi.org/10.4103/sja.SJA_685_18

Writing more informative titles and abstracts. Nature Human Behavior, 7, 465 (2023). https://doi.org/10.1038/s41562-023-01596-8

 

Preparing a Manuscript for Publication

By Lilian H. Hill

 

When planning to publish articles, there are important steps to follow.

 

1.     Identify Suitable Journals: Look for well-regarded journals in your field and regularly publish articles related to your research topic. Consider the impact factor, indexing, audience reach, and publication frequency. For ideas, you can review articles you have been reading, consult with classmates, and consult your advisor and dissertation committee members.

 

2.     Examine the Submission Guidelines: Each journal has specific guidelines for manuscript submission. Pay close attention to these guidelines regarding formatting, word count, citation style, and submission process. You can read What Journal Editors Wish that Authors Knew for more information.

 

3.     Consider Co-authorship: Collaborating with other researchers can enhance the quality and impact of your work. Consider working with classmates, colleagues, mentors, or experts in your field. Working with others will give you courage and strengthen your work.

 

4.     Craft a Strong Manuscript: Ensure your manuscript is well-written, logically organized, and effectively communicates your ideas. Pay attention to clarity, coherence, and conciseness. Be sure you have cited pertinent sources, and if your ideas differ from the mainstream, you have explained why.

 

5.     Network and Seek Feedback: Attend conferences, workshops, and seminars to network with other researchers in your field. Seek feedback on your work from classmates, colleagues, and mentors to improve its quality before submission.

 

6.     Edit, edit, edit: Journal articles and reviewers are not in the business of being your editor. Ensure your manuscript is free from grammar, spelling, or factual errors. Be sure your citations and references match and the manuscript is clear, readable, and meets the expectations of your intended audience.

 

Submitting the Manuscript

Almost all journals now have online submission portals. The link to the portal is in the authors’ guidelines on the website of your chosen journal.

 

1.     It is important to carefully follow these guidelines regarding (a) identifying authors and their institutional affiliations; (b) formatting a title page, abstract, main manuscript, references, tables and figures, or other illustrations;(c) crafting a brief cover letter; and (d) document format. Most online submission platforms will convert your document into a portable document format (.pdf) that prevents alterations to your manuscript during the review process.

 

2.     Ensure that no personally identifying information is present in the main manuscript. If you cite yourself, you can substitute AUTHOR for your name. Likewise, it is wise to use a pseudonym for your research site. When your manuscript has been accepted for publication, these details will be added back during the copyediting process.

 

3.     Failure to follow the journal’s submission guidelines can result in a rejection decision, regardless of the quality of your ideas, research, and manuscript. This is not personal. Most journals receive many more submissions than they can publish. Part of the editor’s job is to screen all submissions to determine if they meet the guidelines, fit within the journal's scope, and do not exceed length limitations.

 

4.     Once the editors determine that your manuscript is suitable for review, they will select 2-3 members of their editorial board to review it. It can take time for suitable reviewers to be found. Reviewers are usually asked to complete the review in a few weeks, and often, they will delay their work. In other words, it can take several months to receive a decision.

 

5.     Reviewers will recommend a decision of Accept, Conditional Accept, Revise and Resubmit (minor or major revisions), and Reject. Based on the reviewers’ recommendations, the editors will make and communicate the decision to you.

 

6.     While you hope for an Accept decision, receiving a Revise and Resubmit decision is more common. This is good news! It means that the reviewers and editors believe that your manuscript may merit publication after you make recommended revisions.

 

Once You Receive Feedback

1.     Address Peer Reviewer Comments: If your manuscript undergoes peer review, carefully address all comments and suggestions provided by the reviewers. Be open to feedback and revisions to improve the quality of your paper. Manuscripts are often strengthened by feedback.

a.     When you first receive feedback, you may be hesitant to read it. Let it sit for a day or two, but be sure to read it. Experienced authors may still have to gather their courage to read feedback, but once they read it, they take action to improve the manuscript.

b.     Your writing is not you! Once you have written and submitted a manuscript for publication, you may have to separate your ego from your writing.

 

2.     Protect Intellectual Property: Be mindful of intellectual property rights and ensure you have permission to use any copyrighted materials in your manuscript. Properly cite all sources and obtain necessary figures, tables, and other content permissions.

 

3.     Be Persistent: The publishing process can be lengthy and sometimes frustrating, especially if your manuscript faces rejection or requires major revisions. Stay persistent, learn from feedback, and keep refining your work.

 

4.     Celebrate Success: Celebrate each milestone in the publishing process, whether you submit your manuscript, receive positive feedback from reviewers, or see your paper published. Acknowledge your hard work and achievements along the way.

 

Remember that publishing as a senior graduate student is not just about adding lines to your Curriculum Vitae; it's about contributing to the collective knowledge of your field and establishing yourself as a credible researcher.

 

References

Hill, L. H., Rogers-Shaw, C. A., & Carr-Chellman, D. J. (2023). But, is it adult education? Disciplinary boundaries of adult education and higher education. Adult Learning, 34(2), 59–67. https://doi-org.lynx.lib.usm.edu/10.1177/10451595231159430

Rogers-Shaw, C., Hill, L. H., & Carr-Chellman, D. (2022, October 12). Academic journal success and the anonymous peer review process. American Association for Adult and Continuing Education 2022 Conference. Milwaukee, WI. ED: ED632235.

Publishing for Senior Graduate Students

 

 

By Lilian H. Hill

Publishing as a senior graduate student can be pivotal in pursuing an academic career. Publications allow you to contribute to academic knowledge and establish your scholarly credibility. However, it is easy to neglect writing due to the stress of coursework, qualifying or comprehensive exams, field or lab work, competing responsibilities, or disappointing research results. Many doctoral students experience the pressure of producing high-quality, meaningful publications even before submitting their dissertations for examination (Carson & Ferris, 2023). Mills-Finnerty (2023) indicates that “no matter how brilliant or hard working you are, without a record of productivity you risk stalling or derailing your academic career” (para. 1).

 

The expected qualifications for assistant professor and adjunct positions have increased over time. Many candidates now boast a minimum of 5 - 7 published academic articles or chapters, so those people graduating with few or no publications can be at a disadvantage. Even if your career goals do not involve academic positions, publications remain important and integral to graduate training (Mills-Finnerty, 2019). 

 

Why Graduate Students Should Publish

Publishing as a graduate student is important for several reasons:

 

1.     Contributing to Knowledge: Publishing allows graduate students to contribute new insights, findings, and perspectives to their field of study. It adds to the body of knowledge and helps advance the academic discipline.

 

2.     Establishing Credibility: Publishing demonstrates a graduate student's ability to conduct rigorous research, analyze data, and communicate findings effectively. It establishes credibility and expertise within the academic community.

 

3.     Career Advancement: Publishing papers can enhance a graduate student's academic and professional credentials, making them more competitive for postdoctoral positions, academic jobs, research grants, and other career opportunities.

4.     Networking and Collaboration: Publishing often involves collaboration with other researchers within and outside one's institution. This collaboration fosters networking opportunities and helps graduate students build relationships with colleagues in their field.

 

5.     Skill Development: Preparing and publishing a paper hones valuable skills such as critical thinking, writing, research design, data analysis, and communication. These skills are transferable and beneficial for a wide range of career paths.

 

Publishing as a graduate student is beneficial for individual career advancement and plays a crucial role in the broader academic community by driving innovation, collaboration, and intellectual progress.

 

References

Marson, J., & Ferris, K. (2023). How supervisors can support doctoral students to publish and not perish in academia. Encyclopedia, 3(4), 1358–1372. https://doi-org/10.3390/encyclopedia3040097

Mills-Finnerty, x. (2019, October 10). Is it really "publish or perish" for PhD students? Social Sciences division, Springer Nature. https://communities.springernature.com/posts/is-it-really-publish-or-perish-for-phd-students

First Steps to Publishing as a Doctoral Student

 

By Lilian H. Hill

As a new doctoral student, getting started with publishing can be an essential step in building your academic career and contributing to your field of study. Yet, the pathway to publishing can feel mysterious. You may think you have nothing to offer or do not know how to start. Nevertheless, it is best to get started early in your program. If you need an incentive, nothing is as exciting as seeing your name in print (Levasseur, 2006).

 

Do not be Intimidated

Your professors may have shared one of their publications as a class handout, and you were impressed. Journal articles can be long and employ the extensive vocabulary of the academic discipline you are learning. A published academic article is the polished product of multiple months or even years of effort.

 

Perhaps you viewed the curriculum vitae (CV) of one of your professors and have been intimidated. CVs can be many pages long and serve as a chronological record of an individual’s career, including their degrees and other credentials, publications, grants, teaching, and service activities. If you are more accustomed to the limitations of a 1–2-page résumé, the length of an accomplished professor’s CV can be overwhelming. You may have no idea how the professor created that extensive CV, but you can recognize that they have had years to acquire the accomplishments documented in the CV.

 

Remember several things:

·       You are just beginning to learn the ropes of publishing.

·       You have something to offer.

·       You do not have to learn about publishing alone.

 

Simple Ways to Begin

Here are simple ways to start publishing:

 

1.   Write reviews of academic books. Book reviews tend to be short, between 500 – 1200 words. Most academic journals have a section called resources or book reviews. The journal will have a book review editor who usually has a list of books they want reviewed. You can contact the editor by email to volunteer and request a book you can review. You can also suggest a book for review in the academic discipline. Reading published reviews in your selected journal to understand the format and style expectations is wise. Typically, book review editors will advise you about how to revise your review to be ready for publication.

 

2.   Present Your Research at Conferences. Presenting your research at academic conferences allows you to share your findings and provides opportunities to network with other researchers and potential collaborators. Some conferences also offer peer-reviewed proceedings or opportunities to publish extended abstracts.

 

3.   Submit to Student Conferences. Many academic disciplines have conferences or conference sections specifically for graduate students. These platforms provide a supportive environment for early-career researchers. You will meet students at other universities who share your research interests and may forge continuing relationships that benefit your career.

 

4.   Write Literature Reviews or Conceptual Papers. Literature reviews or conceptual papers can be a good starting point for publishing as they allow you to demonstrate your understanding of existing research and contribute new perspectives to the field. You may be able to adapt a class project that received positive feedback from the instructor. Be sure to follow the journal’s guidelines for authors. Not abiding by these guidelines can result in immediate rejection, no matter the quality of the submission.

 

5.   Consult with your advisor. Your advisor can provide guidance and support as you begin publishing. Before submitting your work for publication, seek feedback from your supervisor, mentors, or peers. They can provide valuable insights and suggestions for improving your manuscript. Professors may ask you to join them in a research project if you are lucky. Collaborating on research projects or co-authoring papers with faculty members is a valuable way to gain experience with the publishing process (Tennegard & Wegener, 2016).

 

Things to Know

Very few academic articles are accepted for publication on the first submission. The polished product you read in a journal is often the result of multiple rounds of revisions. Judicious editing and revision are part of the publishing process and result in better publications.

 

Publishing can be lengthy, so it is important to be persistent and patient. Do not be discouraged by rejections; use feedback from reviewers to improve your work for future submissions. Academic disciplines have multiple journals, so you can submit to a different journal if your first submission is rejected. Just do not make the mistake of submitting the same paper to multiple journals simultaneously.

 

Publishing as a doctoral student is a learning process, and each publication contributes to your development as a researcher. Stay proactive, seek collaboration and feedback opportunities, and continue refining your writing and research skills.

 

References

Levasseur, R. (2006). Student to scholar: Getting published as a doctoral student. Mindfire Press.

Tennegard, L., & Wegener, C. (2016). A survival kit for doctoral students and their supervisors. Travelling the landscape of research. SAGE.