Starter Kit for a More

Mindful Scientific Writing

by Ana Pineda, Ph.D.

 MINDFUL SCIENTIFIC WRITING I FOCUS AND WRITE

WELCOME

Do you often struggle to focus and Before that, I want to briefly introduce
write? myself… I am Ana Pineda, PhD, and I
worked as a scientist for more than 15
Does thinking about sitting to write your years first in Spain, and then in top
paper simply drains you? Feeling like a institutions in The Netherlands. There, I
punishment? wrote dozens of articles, supervised the
work of plenty of graduate students and
Do you feel you never have time to PhD researchers, and worked as an
write? editor in several journals, including the
highly-recognized Journal of Ecology.
Or when you finally have time, you write And I had myself ALL those struggles I
for 10 minutes and then you start mentioned above.
procrastinating? Ending up wondering
whether you’re good enough to be a And when we don’t feel happy with our
scientist? writing, we don’t feel happy with our
academic life.
If these situations resonated with you, I
want you to know two things: That’s the point where “I focus and
write” was born, to help scientists like
1) You’re not alone. All these are the you have a more creative, productive,
common struggles of hundreds of and happier academic life. And we do
scientists that have taken courses with that by following a “mindful approach”.
me inside “I focus and write”.
In this guide, I’ll share the strategies that
2) You can build a different approach to have made the biggest impact on the
your writing. Writing is a skill, which scientists I’ve worked with so that you
means you can learn it and will get can start making them part of your
better with practice. But it needs extra scientific writing system. And with them,
components we’ll go through in a you’ll start your Mindful Scientific Writing
moment. journey!

Ana
Let’s start!

© ALL RIGHTS RESERVED

 MINDFUL SCIENTIFIC WRITING I FOCUS AND WRITE

What is Mindful Scientific Writing?

From combining the years of research experience with the work inside “I focus and write”, I
am strongly convinced that to have a sustainable writing practice, you need to work on
three components:

1) PRODUCTIVITY SKILLS When instead of trial and error, you

I regularly ask my students and other implement writing strategies that work, not
scientists in Twitter (you can follow me only you’ll be more efficient, but also more
here!) what is stopping them from writing. confident about your writing. And I want
And not having time is one of the top 3. that for you!

Nobody has time to write. You need to 3) MINDSET

make that time. Ohhhh this is a big one. A forgotten
component in most courses and books
But also, you need to learn how to about scientific writing. Continuing the top
manage all the projects that as a scientist three, there is a group of obstacles that are
you’re part of: doing experiments, writing stopping scientists from focusing, writing,
articles, getting funding, supervising and finishing their work in general.
students…
Those obstacles are (among others!)
Time and project management are skills perfectionism, procrastination, fear of
that are well-studied, and there are plenty being judged, and impostor syndrome.
of evidence-based strategies to work
efficiently. The problem is that as scientists Your critical mind may be telling you that
we often lack this type of training. You’ll you need to do more experiments, read
learn now some of those strategies! more papers, or learn more English before
you can start writing. Or to compare
2) WRITING SKILLS yourself with all your colleagues to realize
“I want to write an interesting discussion;” you are not good enough to write or to be
“I want to write with confidence knowing a scientist.
what goes where;” “I want to clearly
structure my paper”. All these things are NOT TRUE. It’s your
mind trying to keep you safe from failing.
These are some of the wishes I often hear. And when those thoughts start coming,
And again, I want you to know that writing you need to kindly speak to your mind, tell
is a skill. And that means you can learn it. it that you’re safe, and keep taking action.
During my PhD I learned to write by Over and over. And with time and
reading other papers. It worked. But it was practice, the thoughts will come less often,
a long and frustrating experience. and will leave you faster!

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Now that we’ve spoken about the three As a PhD, I only could write when I had big
components of Mindful Scientific Writing, blocks of time, even days! But then as
let’s start with some specific strategies! postdoc I rarely had those long periods to
just write. The result? I didn’t write! It took
me a while to build a new writing strategy
1. MAKE TIME TO WRITE
combining both snack and binge writing.
And this happens to many scientists out
Ok, you’ve accepted that writing is there.
important. But the problem is that often
does not seem urgent. To avoid the other Binge writing will always have a place in
“urgent things” taking up your writing time, our academic lives. More complex ideas
you need to schedule your writing and such as in the discussion, in a review
defend it fiercely. Because what gets paper, or in a grant proposal, often need a
scheduled, gets done! You can choose an longer time to develop. So whenever
electronic calendar (I am a big fan of possible, schedule longer blocks of writing
Google calendar), a traditional agenda, or too.
download my free weekly planner. It's
fully customizable and what I've used for How to put this into action: Download my
years! free weekly planner, or go to the planner
you already use. For the coming days,
The next step is to decide how frequently block every day as much writing time as
you’ll write, and my advice is to write daily possible. Ideally, during your “golden hours”
with compassion. Many creative and (when you’re most alert and motivated).
scientific writers praise they are most Look in the coming weeks and try to block
productive when writing in large blocks of a full day or even days for writing.
time, ideally days (known as binge writing).
But science does not back up this. In the It’s ok if you need to reschedule things that
amazing Twitter account of Hugh Kearns, are in your planner. Remember: as a
he states that those who write only 30 min scientist you’re a writer, so writing should
a day (snack or ninja writing) publish two be a priority.
more articles a year than those that wait
to have large blocks of time. To learn more: You may enjoy my blog
posts “The importance of scheduling
Snack writing has many advantages: you writing time every day”, “How to focus
become a quick starter, you can always and write when working from home”, or
make time for 30 min of writing, and the “3 reasons why writing should be a
writing you are creating accumulates. This priority for you as a scientist”.
is one of my beloved “small actions with
big impact”.

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2. SET CLEAR WRITING GOALS STEP ONE: Set SMART goals.

This is a specific methodology that will help
(the SMARTER way)
you achieve those goals (not only the
writing ones!). The key for the purpose of
One of the big mistakes I did myself this guide is the “S” from specific. For
throughout my whole career was to set example, a goal can be “Submit paper X to
very general goals. Journal of Ecology, before the summer”.

And then, I would not translate those into STEP TWO: Split goals into projects.
projects and those into tasks. That would
look like writing in my planner and to do- And one project can be “Write first draft of
lists, day after day, “Write paper”. paper X”. This project will be different from
“Revise with co-authors paper X”, and
A task that took months (and sometimes different than “Publish in Journal of Ecology
years) to cross out. paper X”.

As a scientist, you’re also a project When we don’t understand these projects

manager. And you can start applying as steps to reach our goals, the process
project management tools right now. can feel daunting.

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STEP THREE: Split each project into tasks.

Which are basically like mini-projects. For example, “Write first paragraph of
the introduction”, or “Edit the discussion”. The key difference is that tasks are
what you should write in your planner, and ideally will not take longer than 1
day. They can be even smaller tasks that will take you 2 hours or even 25
minutes!

Why is so important you plan tasks and not projects?

Because crossing out those tasks inside your planner will give you a boost of
motivation from seeing your progress. Not crossing out “write paper” for
months, will eat that motivation.
And we don’t want that!

How to put this into action:

Go to your planner, and for the next few days, specify the writing tasks you’ll
FINISH during the time you’ve blocked. Be very specific about the section, the
paragraph, will be an outline, a last edit…It’s normal if some tasks take you
longer than you had planned. You’ll get better at it! But be very aware of the
perfectionist inside you stopping you from finishing ;)

To learn more:

In the context of setting yearly goals, you can download this workbook
where I explain the SMARTER methodology. And you can always sign up to
watch instantly my online workshop “SMART goals for scientists”. If you’re
wondering in which section you should start writing your paper, you may
enjoy this blog article.

Click here to join me for the FREE masterclass “5 writing

mistakes we scientists make and how to fix them”

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3. PREPARE YOUR ENVIRONMENT

The key is to find a place with as little Or find a café where you don’t know
distraction as possible. For every anyone (ideally with plenty of natural light).
distraction, it takes us 23 min to go back to You can also try to hide in someone else
the point where we were. You can do desk…perfect for when you only have a
simple actions such as turn off notifications couple of hours!
on your computer and put your phone in
silence out of your view. This study showed Hiding in solitude.
that having it in a different room was even This is the Nirvana of most writers, but so
better than in your bag! If the temptation is difficult to achieve! So careful with getting
too big, I always recommend using an too attached to this strategy (like I was). If
internet blocker such as Freedom (yes, I you work from home (either yours or
bought it), or the free Forest app. someone else’s) you need to be very
disciplined with distractions. A great
The physical space we choose to write alternative when you only have a couple
can be very important for some of us, of hours is to find an empty room or a lab
especially if you’re sensitive to light, odours, in your workplace, there's always one!
etc. Here are some examples worth trying:
How to put this into action: the first
Your usual desk. simple, and effective thing you can do, is
If you have an office for yourself, don’t to remove all the notifications from your
hesitate to place a sign at the door (funny computer and phone (no sounds, no red
ideas here). If you share space, let badges). Then, be sure that during that
everybody around know you that you are writing time you’ve scheduled, your email
in “writing mode” and do not interrupt you. tab is closed and your phone as far as
And try using headphones with quiet possible! If you feel strong, try not to check
instrumental music (unless you want to your email until you’ve done some writing
have all kinds of party memories and start (I know, this is advanced!). Lastly, select the
singing along). I use playlists on Spotify. space where you’ll be writing the next few
days and have everything ready to start!
Hiding in a crowd.
I had great experiences of productive To learn more: No more learning for this
writing like this. Libraries are designed one. Just implementing! Stay strong, I
spaces for this purpose, so explore those know it can be difficult to defeat the
around you! media temptations :)

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4. UNDERSTAND YOUR ENERGY

I always say that time is our most precious To give you some examples (see the
resource. It cannot be recovered. But if we image below), writing the discussion of a
don’t manage our energy, time is useless. paper is pivotal but it needs all my energy
The good news is, that energy can be (whereas I find the methods much easier),
recovered! But before that, I want you to so it is one of the first things in the day.
learn to understand your energy. Most of your meetings may not be so
pivotal but they will require energy and
First, identify the mental energy that the may stick in your head for a while
tasks you need to do will require and (especially if you are an introvert). For those
consume. Then check how pivotal they are tasks, you can either schedule them later in
to reaching your goals. Based on that, you the day or give yourself time to regain that
can prioritize those tasks! energy.

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Once you understand the energy that How to put this into action: awareness is
tasks will require from you, it’s time to the most important step. Check how
check the energy levels YOU have at that much energy you have throughout the
moment. day and month. Observe if you notice a
pattern. Pay attention to the different
Creativity, energy, and productivity are tasks you do and the energy they require.
cyclical. Every day we have one of those Based on that, start planning your weeks
cycles. And they can come over and over, and days! (you can grab here my free
matching projects, months, or seasons. weekly planner). And treat yourself with
compassion during low-energy moments.
And if you have a menstrual cycle,
productivity can also match your To learn more: If you’re interested in
menstrual cycle. This is something that has learning how to incorporate energy
changed the way I and many of my management into your productivity
students work, and I encourage you to system, together with time and project
approach it with an open mind! management, see my course Mindful
Productivity for Scientists. To read more
Here in the illustration below you have about how to plan your writing around
some examples of tasks that you may feel your menstrual cycle, this article is one of
in the different phases: the most-read ones!

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5. PRACTICE FREE WRITING

I love this quote from Louis L’Amour: “Start Think that this text will be only for you, so
writing, no matter what. The water does not don’t worry about how it looks. Like every
flow until the faucet is turned on”. skill, with practice, you´ll get better and
better at it, so it is also great to schedule it
When you sit and force yourself to write, whenever you are snack writing!
non-stop for 15 min (set an alarm!) it is like
turning on that faucet, the words just come After you’ve started writing, it helps to
and you probably write for much longer. leave a cliff-hanger before you stop. I
usually stopped at a paragraph or a
This is a great strategy when you feel section, but I got this idea from the
blocked, either to start or somewhere in amazing book about Scientific Writing by
between your writing. Free writing is not Stephen Heard. When you continue a bit
revising; if a word does not come just write longer and start the next paragraph or
XXX and continue, don’t look back, just section, it helps immensely to come back
write. Of course, at some point, you need to the point where you were.
to review and go back, but wait until the
inspiration, flow, or whatever it is, stops (or How to put this into action: Put an alarm,
the 15 min alarm rings!). switch off all your distractions, and write!
You want to avoid to edit what you are
writing, so changing the font colour to
white can help. Free writing works
wonderful right after a mindful break
(ideas below).

To learn more: Here, I highly recommend

you to check my Mindful Scientific
Writing course. You´ll learn this and many
other writing strategies to gain those
writing skills we all need!

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6. HAVE A MINDFUL PRACTICE

THROUGHOUT THE DAY

The #1 enemy of creativity is stress. Being a “Diaphragmatic breathing” is especially

scientist is a creative career. Maybe not effective to relax and increase attention.
the first one that comes to your mind, but This is a type of breath where we visualize
you need that creativity daily! But I work bringing the air to your lower abdomen (2-
daily with scientists that live in a stressed 3 fingers below the belly button), letting
state. Practicing mindfulness throughout the lower belly expand. By doing this we
your day will help you calm your nervous move the diaphragm and stimulate the
system and improve focus and creativity! vagus nerve (which is key in the
parasympathetic nervous system),
Here I want to recommend you 3 practices connecting body and mind.
for their efficacy and simplicity.
Mindful walks are perfect for when you
Meditation is the first one. During feel blocked in your writing. I recommend
meditation, we are aware of our thoughts you start walking paying attention to your
and we let them go without judgment. This environment, your breathing, and the
helps to let our self-limiting and negative movement of your body. Then, on the way
thoughts leave our minds, so we can focus back to your desk, you can start telling
on the writing (or on whatever you want!). mentally what you’d like to write. Once
If you’re curious, I published this article in you arrive at your desk, write those
Nature on some simple steps to build a thoughts while you practice the free
simple meditation routine as a scientist. writing strategy you read above.
Similar to writing, meditation is a skill so
you’ll get better with practice!
How to put this into action: download
Breathing on the other hand, is the main the app Insight timer to your phone, and
tool we have to connect our mind and there, start with their course to start
body. By paying attention to the air going meditating. You can also get here my
in and out of our bodies, and extending the “meditation box” where we can practice
seconds we inhale and especially exhale, together these three practices
we can calm the mind.
To learn more: If you’d like to read more,
have a look at my article in Nature (yes,
I’m super proud!) or this article in the blog
with extra ideas on mindful practices.

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7. KEEP WORKING ON YOUR MINDSET

Scientists are thinkers. And over thinkers. How to put this into action: write in your
That means we’re constantly looking notebook a vertical line in the middle. On
around us, comparing ourselves with the left, list the not-so-nice things you tell
others. Revising everything we do and to yourself when you’re writing (I would tell
thinking far too critically about whether it myself things like “I am a terrible writer”,
passes the perfection levels we often set. “My boss will fire me when he realizes I
know nothing”…etc.). On the right, write
But also, most scientists were good what you’d tell your best friend when they
students. Who were not used to failure. would share those thoughts with you.
Who found the reward in the result instead There you got a list of sentences to tell
of the process. yourself (answer back) whenever those
thoughts pop up (awareness). The last
The above, together with the special thing…breathe deeply 3 times and keep
challenges of academia, means that most moving forward
scientists, like most high achievers, share
common mindset blocks that are stopping To learn more: If you need a boost in
you from finishing your work in an efficient motivation, you may enjoy this article. If
way and sharing it! the reason you are having more of those
mindset blocks than usually is a rejection,
You can work on those mindset blocks. check this article. You got this.
And I recommend you to follow a mindful
approach:
1) Awareness, where you identify your
limiting thoughts.
2) Answer back, and build an argument of
why they are not true.
3) Keep moving forward… sending the
imperfect draft to your co-authors, saying
no to requests for which you don’t have
time, giving the talk that scares you so
much.

And every time you do these hard things,

you’ll practice the courage muscle. Your
confidence will grow. And so, your mindful
productivity.

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Conclusions

And Action Points

So now, let’s start writing. Most people And very important, do a short
that struggle with writing find “starting” meditation before you go home today, it
the most challenging part. As a Chinese can be as simple as 1 min breathing
proverb says, “The best time to plant a deeply with full attention to the air
tree was 20 years ago. The second best coming in and out. Remember, action
time is now”. creates momentum and momentum
creates results! I wish you happy
So just open a word document, set a scientific writing.
timer for 15 min, and practice free
writing! Then be sure to schedule a
writing slot every day of this and coming
week and indicate where you will do it. Click here to join me for the FREE

masterclass “5 writing mistakes we

scientists make and how to fix them”

About the Author

Meet Ana Pineda
Ana Pineda, Ph.D., is a scientist, certified yoga instructor, and
founder of “I focus and write”, an all-in-one resource to help
scientists write their papers, get things done, and have a
productive, creative, and happy academic life. Her blog, free
masterclasses, and online programs combine her passion for a
new mindful approach to academic life with more than 15
years of research experience at top European Institutions, such
as Wageningen University and the Netherlands Institute of
Ecology.

Ana’s work has been published in the journal Nature, and she
has given talks for Oxford University and the British Ecological
Society. Ana now lives in The Netherlands, where you can find
her walking on the beach, doing yoga, or eating
pannenkoeken with her husband and two children. Find her
online on Twitter or at www.ifocusandwrite.com

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