Week 2- Effective habits in medical writing

Habits define us. Because the work of a medical writer is often self-paced and investigative, habits define the quality of our product. We will fall to the level that our habits create.1 Employing one habit over another will determine whether our work is well-written and informed, or rushed and incoherent. Most medical writers have already established investigative habits that have served them well in their careers thus far. However, medical writers must prioritize habits that promote time management, self-care, and personal /professional boundaries to avoid the burnout we often encounter.2 Just as we developed good academic habits, we must also develop habits that promote balance and better writing. Many successful authors have written step-by-step guides to develop good writing habits. They are a great resource to help budding writers by mimicking those with more advanced skills. A great writer will ultimately tailor their writing habits to their personality, situation, and style. The following are the bedrock habits, designed to have individual aspirations and preferences built upon them. The specifics are for you to decide, but these baseline habits will help you grow as a medical writer.

Practice

One of the biggest pitfalls I fall victim to is equating knowledge with practice. Part of me believes that having more information and a greater understanding of the subject will somehow make me a better writer. I know I am not alone in this when it comes to medical writing. We put so much emphasis on understanding the science that we lose focus on how to communicate effectively. Reaching someone on an intellectual level with our words is like trying to reach someone on an emotional level with music.

I know many talented musicians. Despite being quite adept at what they do, they still practice constantly and continue to improve. Yet, if I devoted myself to studying everything about composition and theory, and knew every concerto to every rock ballad, I still would not be a musician. I could rent a great hall, sit in front of the piano, and explain every nuance of a piece I would like to perform, and not be able to do so. Playing the piano can only come from practice at playing the piano. Writing is the same. There is no substitute for sitting at my keyboard and making mistake after mistake. So this is me hammering out an off-key version of “Chopsticks” in a vain effort to make a point. I attempt the only universal habit endorsed by all masters in all subjects: practice.

Practice is a habit; habits are the fires where greatness is forged. Practice trains the brain to recognize cues; thus, we can work more efficiently by utilizing our subconscious brain.1 This is usually where the great work happens, and creativity comes into play. It is a great skill to harness and use to our advantage. Many writers advocate for a set place and time to signal to their brain that it is time to write.1,4,6,7 This is backed by the science of habit forming. The small signals, called cues, engage the subconscious and affect our behaviors with repetition. When the subconscious is engaged, it reduces the cognitive strain on the conscious mind and allows you to divert your attention to the task at hand.1,10 By creating a signal that it is time to write, your conscious mind isn’t thinking about writing; it can think about the content you wish to write about. 1,10

Many of the common excuses for writing are about the habit of writing. “I can’t find the time.” “I write better when I am motivated.” Many of these are moot points for the medical writer. The information is there for us to document, and writers' block doesn’t apply.6 Or does it? Struggling with the best way to present the data is still a daunting task on some days. On those days, it is good to take advice from other authors.

• Look at a fundamental aspect to explain, or through a one-inch picture frame.7 

• Turn the topic statement into a question to then answer.3 

• Ask trusted friends or colleagues for help.9 

• Or simply walk away for a while and disengage the conscious mind.10 

Strategies will vary, but continual practice will reveal what works best for you as a writer.

However, many authors project their writing philosophy as fact, not opinion. Opinions make for great advice and nothing more. I agree with William Zinsser, who says that writing is too personal for anyone to tell you exactly how to do it.8 This is probably why it is called a “process.” But when you haven’t yet discovered that process, listening to the advice of successful writers is a great place to start. Writing is accomplished one word at a time.4,7,9 It doesn’t need to be more complicated than that.

Be fearless

The willingness to make mistakes goes against our nature. In my career, I have trained many people who felt they needed to already understand a job they had never done. And when they did make a mistake, they felt bad about it. It is a strange mentality. Any trainer of new people knows that those who ask questions and make mistakes in the beginning become far better at their jobs than those who pretend to understand when they don’t.

Fear is a driving force, and the fear of making mistakes is behind most bad writing.4 The truth is that mistakes are inevitable with any lifelong ambition, such as writing.3 The mindset a writer adapts makes a difference. This mindset is the habit that must be trained, and often has to overwrite a perfectionist mentality within us. When the mind is fixed on the thought that a writer's talent is inate, or worse, that writing is easy. A medical professional may believe they are a naturally great writer, and bad writing will usually result.9 However, when a growth mindset is embraced, the writer believes they can learn and improve from failure. Good writing and resilience will follow in time.9,2 

Rewrite

Now, published mistakes are in no way acceptable in medical writing. We all know that it can be dangerous. However, mistakes, especially ones that concern grammar and syntax, should be expected in a first draft. No matter the kind of written communication, rewriting will be part of it. It should be factored into the time and energy a project will take.8 Most great writers have terrible first drafts from getting their thoughts on the page, and then editing those thoughts later.7 Many writers employ their own “cardinal sins of grammar” in their first draft, knowing they will be edited out.4 Editing and rewriting are essential parts of medical writing. Time gaps between completion and submission are ideal. Even when the deadline eliminates that possibility, other helpful habits include utilizing checklists and reading your work aloud.2

Read

No matter what the field, the best writers are avid readers.3 Reading brings a new sense of clarity to the writing process.4 In medical writing, reading is multi-layered and requires more than reading journals, articles, and colleagues' work. Success requires continuous commitment to learning and adapting to the complex changes across many industries that affect our world.2,5 We need to go deeper. Read as well as attend webinars, courses, conferences, and workshops. We must maintain certifications, obtain new ones, stay informed on the latest developments, and receive specialized training. Many of us found this field because we enjoy the intellectual thrill of discovery through research.6 Why not apply those same passions to the craft itself? It is a privilege to stay relevant in such an exciting field. The most extraordinary thing about medical writing is the endless learning opportunities.2 The more we consume the work of others, the better our work will be.

Evaluate your progress

Setting aside time to reflect and review is an essential habit in any line of work.1 Tracking your efforts and goals lets you take account of your progress. This information can build good habits, increase pride in your work, and help define personal boundaries.6 Healthcare’s SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound) are an excellent format for the medical writer’s goals.2 This will vary depending on your niche, of course. A freelancer may want to attract 10 new clients this quarter, whereas a corporately employed regulatory writer may wish to produce 2% more clinical evaluation reports weekly.

Working towards a personal goal is great motivation in an often monotonous group of tasks. The simple joy of marking something off a daily checklist, or a reward for meeting a quarterly goal, can push efforts further than before.6,1 Professional reviews are not only helpful for career growth, but also for personal fulfillment.2 

Find pleasure

Even if you read and grow in the knowledge of your field. Even if you have a strict writing schedule. Even if you have a growth mindset and constantly learn from your mistakes. And yes, even if you consistently review your progress and reward yourself appropriately. You will not be successful if you cannot find pleasure in your work. This mindset must be trained, just as any other habit. Your attitude shapes who you are as a writer, and it is comprised of self-esteem and self-discipline.8 Both self-discipline and self-esteem are necessary to help overcome a lack of motivation. It happens to everyone. Work can become routine and mundane. The biggest obstacle to your career is not failure but boredom.1 You do not have to be miserable to be productive, but rather find a creative way to find pleasure in the process.9 I think Anne Lamott put it best in her book Bird by Bird

You can make the work a chore, or you can have a good time. You can do it the way you used to clear the dinner dishes when you were thirteen, or you can do it as a Japanese person would perform a tea ceremony, with a level of concentration and care in which you can lose yourself, and so in which you can find yourself.7

The most successful academics write because they want to, not because they have to.9 In medical writing, that line is harder to find. Of course, we HAVE to write. It’s our job, and we do our best to do it well. In most cases, we must finish projects on time and follow a specific format. Isn’t that enough? If you find joy in the process, of course it is. But if you're trudging through getting words on the page, it will come through to the audience in the end.9 If there is no joy in the writing, it is often not very good writing.4 It is hard to believe anyone could read and relay the latest FDA regulations concerning good manufacturing practices and find joy, but it can be done. Shifting perspectives can do a world of good for how your audience perceives your writing.

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I hope some of these tips resonate with you and help you on your journey. If you are interested in developing better habits in your medical writing career, I strongly suggest consulting the books listed in the references. I am providing a surface-level view of a vast ocean of knowledge. Dive deep, and happy writing!

References:

1.  Clear J. Atomic Habits. Manjul Publishing House Pvt Ltd; 2020.

2.  Nazzal AM. From Doctor to Writer.; 2024.

3.  Pinker S. The Sense of Style: The Thinking Person’s Guide to Writing in the 21st Century. Penguin Books; 2015.

4.  King S. Stephen King on Writing a Memoir on the Craft. SIMON AND SCHUSTER; 2000.

5.  Clemow DB, Wagner B, Marshallsay C, et al. Medical writing competency model — section 2: Knowledge, skills, abilities, and behaviors. Therapeutic Innovation & Regulatory Science. 2018;52(1):78-88. doi:10.1177/2168479017723680

6.  Silvia PJ. How to Write a Lot: A Practical Guide to Productive Academic Writing. American Psychological Association; 2019.

7.  Lamott A. Bird by Bird: Some Instruction on Writing and Life. Random House; 1994.

8.  Zinsser W. On Writing Well. Harper Paperbacks; 2016.

9.  Sword H. Air & Light & Time & Space: How Successful Academics Write. Harvard University Press; 2018.

10. Kahneman D. Thinking, Fast and Slow. Penguin Books; 2024.