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How to write a research plan: Step-by-step guide

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30 January 2024

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Today’s businesses and institutions rely on data and analytics to inform their product and service decisions. These metrics influence how organizations stay competitive and inspire innovation. However, gathering data and insights requires carefully constructed research, and every research project needs a roadmap. This is where a research plan comes into play.

Read this step-by-step guide for writing a detailed research plan that can apply to any project, whether it’s scientific, educational, or business-related.

• What is a research plan?

A research plan is a documented overview of a project in its entirety, from end to end. It details the research efforts, participants, and methods needed, along with any anticipated results. It also outlines the project’s goals and mission, creating layers of steps to achieve those goals within a specified timeline.

Without a research plan, you and your team are flying blind, potentially wasting time and resources to pursue research without structured guidance.

The principal investigator, or PI, is responsible for facilitating the research oversight. They will create the research plan and inform team members and stakeholders of every detail relating to the project. The PI will also use the research plan to inform decision-making throughout the project.

• Why do you need a research plan?

Create a research plan before starting any official research to maximize every effort in pursuing and collecting the research data. Crucially, the plan will model the activities needed at each phase of the research project .

Like any roadmap, a research plan serves as a valuable tool providing direction for those involved in the project—both internally and externally. It will keep you and your immediate team organized and task-focused while also providing necessary definitions and timelines so you can execute your project initiatives with full understanding and transparency.

External stakeholders appreciate a working research plan because it’s a great communication tool, documenting progress and changing dynamics as they arise. Any participants of your planned research sessions will be informed about the purpose of your study, while the exercises will be based on the key messaging outlined in the official plan.

Here are some of the benefits of creating a research plan document for every project:

Project organization and structure

Well-informed participants

All stakeholders and teams align in support of the project

Clearly defined project definitions and purposes

Distractions are eliminated, prioritizing task focus

Timely management of individual task schedules and roles

Costly reworks are avoided

• What should a research plan include?

The different aspects of your research plan will depend on the nature of the project. However, most official research plan documents will include the core elements below. Each aims to define the problem statement , devising an official plan for seeking a solution.

Specific project goals and individual objectives

Ideal strategies or methods for reaching those goals

Required resources

Descriptions of the target audience, sample sizes , demographics, and scopes

Key performance indicators (KPIs)

Project background

Research and testing support

Preliminary studies and progress reporting mechanisms

Cost estimates and change order processes

Depending on the research project’s size and scope, your research plan could be brief—perhaps only a few pages of documented plans. Alternatively, it could be a fully comprehensive report. Either way, it’s an essential first step in dictating your project’s facilitation in the most efficient and effective way.

• How to write a research plan for your project

When you start writing your research plan, aim to be detailed about each step, requirement, and idea. The more time you spend curating your research plan, the more precise your research execution efforts will be.

Account for every potential scenario, and be sure to address each and every aspect of the research.

Consider following this flow to develop a great research plan for your project:

Define your project’s purpose

Start by defining your project’s purpose. Identify what your project aims to accomplish and what you are researching. Remember to use clear language.

Thinking about the project’s purpose will help you set realistic goals and inform how you divide tasks and assign responsibilities. These individual tasks will be your stepping stones to reach your overarching goal.

Additionally, you’ll want to identify the specific problem, the usability metrics needed, and the intended solutions.

Know the following three things about your project’s purpose before you outline anything else:

What you’re doing

Why you’re doing it

What you expect from it

Identify individual objectives

With your overarching project objectives in place, you can identify any individual goals or steps needed to reach those objectives. Break them down into phases or steps. You can work backward from the project goal and identify every process required to facilitate it.

Be mindful to identify each unique task so that you can assign responsibilities to various team members. At this point in your research plan development, you’ll also want to assign priority to those smaller, more manageable steps and phases that require more immediate or dedicated attention.

Select research methods

Once you have outlined your goals, objectives, steps, and tasks, it’s time to drill down on selecting research methods . You’ll want to leverage specific research strategies and processes. When you know what methods will help you reach your goals, you and your teams will have direction to perform and execute your assigned tasks.

Research methods might include any of the following:

User interviews : this is a qualitative research method where researchers engage with participants in one-on-one or group conversations. The aim is to gather insights into their experiences, preferences, and opinions to uncover patterns, trends, and data.

Field studies : this approach allows for a contextual understanding of behaviors, interactions, and processes in real-world settings. It involves the researcher immersing themselves in the field, conducting observations, interviews, or experiments to gather in-depth insights.

Card sorting : participants categorize information by sorting content cards into groups based on their perceived similarities. You might use this process to gain insights into participants’ mental models and preferences when navigating or organizing information on websites, apps, or other systems.

Focus groups : use organized discussions among select groups of participants to provide relevant views and experiences about a particular topic.

Diary studies : ask participants to record their experiences, thoughts, and activities in a diary over a specified period. This method provides a deeper understanding of user experiences, uncovers patterns, and identifies areas for improvement.

Five-second testing: participants are shown a design, such as a web page or interface, for just five seconds. They then answer questions about their initial impressions and recall, allowing you to evaluate the design’s effectiveness.

Surveys : get feedback from participant groups with structured surveys. You can use online forms, telephone interviews, or paper questionnaires to reveal trends, patterns, and correlations.

Tree testing : tree testing involves researching web assets through the lens of findability and navigability. Participants are given a textual representation of the site’s hierarchy (the “tree”) and asked to locate specific information or complete tasks by selecting paths.

Usability testing : ask participants to interact with a product, website, or application to evaluate its ease of use. This method enables you to uncover areas for improvement in digital key feature functionality by observing participants using the product.

Live website testing: research and collect analytics that outlines the design, usability, and performance efficiencies of a website in real time.

There are no limits to the number of research methods you could use within your project. Just make sure your research methods help you determine the following:

What do you plan to do with the research findings?

What decisions will this research inform? How can your stakeholders leverage the research data and results?

Recruit participants and allocate tasks

Next, identify the participants needed to complete the research and the resources required to complete the tasks. Different people will be proficient at different tasks, and having a task allocation plan will allow everything to run smoothly.

Prepare a thorough project summary

Every well-designed research plan will feature a project summary. This official summary will guide your research alongside its communications or messaging. You’ll use the summary while recruiting participants and during stakeholder meetings. It can also be useful when conducting field studies.

Ensure this summary includes all the elements of your research project . Separate the steps into an easily explainable piece of text that includes the following:

An introduction: the message you’ll deliver to participants about the interview, pre-planned questioning, and testing tasks.

Interview questions: prepare questions you intend to ask participants as part of your research study, guiding the sessions from start to finish.

An exit message: draft messaging your teams will use to conclude testing or survey sessions. These should include the next steps and express gratitude for the participant’s time.

Create a realistic timeline

While your project might already have a deadline or a results timeline in place, you’ll need to consider the time needed to execute it effectively.

Realistically outline the time needed to properly execute each supporting phase of research and implementation. And, as you evaluate the necessary schedules, be sure to include additional time for achieving each milestone in case any changes or unexpected delays arise.

For this part of your research plan, you might find it helpful to create visuals to ensure your research team and stakeholders fully understand the information.

Determine how to present your results

A research plan must also describe how you intend to present your results. Depending on the nature of your project and its goals, you might dedicate one team member (the PI) or assume responsibility for communicating the findings yourself.

In this part of the research plan, you’ll articulate how you’ll share the results. Detail any materials you’ll use, such as:

Presentations and slides

A project report booklet

A project findings pamphlet

Documents with key takeaways and statistics

Graphic visuals to support your findings

• Format your research plan

As you create your research plan, you can enjoy a little creative freedom. A plan can assume many forms, so format it how you see fit. Determine the best layout based on your specific project, intended communications, and the preferences of your teams and stakeholders.

Find format inspiration among the following layouts:

Written outlines

Narrative storytelling

Visual mapping

Graphic timelines

Remember, the research plan format you choose will be subject to change and adaptation as your research and findings unfold. However, your final format should ideally outline questions, problems, opportunities, and expectations.

• Research plan example

Imagine you’ve been tasked with finding out how to get more customers to order takeout from an online food delivery platform. The goal is to improve satisfaction and retain existing customers. You set out to discover why more people aren’t ordering and what it is they do want to order or experience. 

You identify the need for a research project that helps you understand what drives customer loyalty . But before you jump in and start calling past customers, you need to develop a research plan—the roadmap that provides focus, clarity, and realistic details to the project.

Here’s an example outline of a research plan you might put together:

Project title

Project members involved in the research plan

Purpose of the project (provide a summary of the research plan’s intent)

Objective 1 (provide a short description for each objective)

Objective 2

Objective 3

Proposed timeline

Audience (detail the group you want to research, such as customers or non-customers)

Budget (how much you think it might cost to do the research)

Risk factors/contingencies (any potential risk factors that may impact the project’s success)

Remember, your research plan doesn’t have to reinvent the wheel—it just needs to fit your project’s unique needs and aims.

Customizing a research plan template

Some companies offer research plan templates to help get you started. However, it may make more sense to develop your own customized plan template. Be sure to include the core elements of a great research plan with your template layout, including the following:

Introductions to participants and stakeholders

Background problems and needs statement

Significance, ethics, and purpose

Research methods, questions, and designs

Preliminary beliefs and expectations

Implications and intended outcomes

Realistic timelines for each phase

Conclusion and presentations

How many pages should a research plan be?

Generally, a research plan can vary in length between 500 to 1,500 words. This is roughly three pages of content. More substantial projects will be 2,000 to 3,500 words, taking up four to seven pages of planning documents.

What is the difference between a research plan and a research proposal?

A research plan is a roadmap to success for research teams. A research proposal, on the other hand, is a dissertation aimed at convincing or earning the support of others. Both are relevant in creating a guide to follow to complete a project goal.

What are the seven steps to developing a research plan?

While each research project is different, it’s best to follow these seven general steps to create your research plan:

Defining the problem

Identifying goals

Choosing research methods

Recruiting participants

Preparing the brief or summary

Establishing task timelines

Defining how you will present the findings

Should you be using a customer insights hub?

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Do you analyze research data?

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Navigating research projects: An academic’s guide to effective project management (Part 1)

Effective project management is a vital skill for early career academics and researchers. Undertaking research projects requires careful planning, organisation, and coordination to ensure successful outcomes. Whether it is managing a team, creating project timelines, tracking budgets, reporting or disseminating findings, the ability to navigate these aspects of project management is crucial for academic and research success.

This article offers insights and practical advice on project management tailored specifically to early career academics and researchers. By delving into four key areas —identifying and managing research teams; project planning, monitoring and evaluation; budget management; and reporting and dissemination — this article aims to equip researchers and academics with a roadmap to effectively navigate the process.

In part 1 of this article, we will explore the importance of assembling and managing a research team. Building a team with diverse expertise and skills can enhance the quality and impact of research outcomes. We discuss strategies for identifying and recruiting team members and provide tips for effective team management, fostering collaboration, and addressing potential conflicts.

We then take a closer look at project planning, monitoring, and evaluation. Developing a clear project plan with well-defined objectives and milestones is crucial for staying on track. We will outline practical methods for creating project timelines, monitoring progress, and evaluating outcomes. Additionally, we will address how to adapt plans when facing challenges or unexpected circumstances.

Once you have successfully secured funding for your project, it is important to keep in mind the rules and regulations of the award and thoroughly understand the conditions outlined in the grant. These will guide how you successfully manage the project within these boundaries. Begin by thoroughly reading and comprehending the conditions of the grant. Take note of your responsibilities, and ethical considerations specified by the funder. Understanding your commitments to the funder will ensure that you adhere to their guidelines throughout the project's duration. This includes any reporting or accountability requirements and compliance with ethical standards.

Building your team

As you embark on this exciting journey, a crucial step in effectively managing your research endeavours is to identify and assemble a well-rounded research team. With the grant conditions in mind, it is time to appoint and manage your research team.

As the Principal Investigator (PI), you play a critical role in setting the direction of the research, overseeing the project's budget, managing team members, resolving conflicts, and handling administrative tasks. It is essential to understand your role as a PI (both as a leader and a manager) before clearly defining and assigning the roles and responsibilities of each team member to ensure efficient collaboration and a smooth workflow. 

Other members of the research team may include collaborators, co-investigators, postdoctoral researchers, graduate students and research assistants, amongst others. Each team member should have a clearly defined role that aligns with their expertise, under the correct supervision in the case of the researchers/students in training. This collaborative approach is particularly vital in today's research landscape, which often involves interdisciplinary and multi-disciplinary endeavours.

When assembling an academic research team, picking individuals with the right mix of expertise and experience can enhance the quality of research outcomes. The diversity of expertise ensures a comprehensive approach to problem-solving. Each team member brings unique knowledge and perspectives from their respective fields, enabling a multi-dimensional analysis of complex research questions. This cross-disciplinary collaboration leads to a deeper understanding of the topic and facilitates innovative solutions that may not be achievable within a single discipline.

Moreover, a team with varied experience levels creates a fertile ground for learning and mentorship. More experienced researchers can guide and mentor younger members, passing on valuable insights, research skills, and methodologies. Simultaneously, fresh perspectives from early-career researchers can challenge established ideas and stimulate novel lines of inquiry.

By combining diverse perspectives, promoting learning and mentorship, encouraging creativity, and ensuring robust methodologies, such teams can achieve more significant, impactful, and innovative results, ultimately advancing knowledge within their respective fields.

Effective communication is the cornerstone of successful collaboration. Establishing open and regular channels of communication ensures that ideas, progress, and challenges are shared among team members. Regular team meetings, email updates, and collaborative platforms can facilitate effective communication and foster a productive research environment.

Since consensus is essential in addressing larger and more complex problems, it is important to protect all parties involved and to negotiate a range of collaboration agreements that encompass the lifespan of the project. These might include, for example, defining student renumeration and supervision, rules for data sharing, intellectual property and authorship rights, as well as equipment usage to name just a few. Identifying and defining these collaboration agreements in advance will help mitigate potential conflict and ensure that all parties are aware of their rights and obligations.

Here are a few pointers for creating a successful, happy and productive research team:

• Foster a culture of mutual respect and trust. Encourage open dialogue, value diverse perspectives, and create an inclusive environment where everyone feels heard.
• Clearly communicate project goals, objectives, and timelines. Ensure that all team members are aligned with the research vision and understand their individual contributions.
• Establish effective project management strategies, including assigning tasks and setting deadlines. Utilise project management tools to track progress and monitor milestones.
• Encourage regular and constructive feedback. Create an environment where team members feel comfortable providing input, sharing concerns, and suggesting improvements.
• Celebrate achievements and milestones along the way. Recognise the efforts and contributions of team members to maintain morale and motivation.

Effective teamwork and successful collaboration will provide a platform for successful research outcomes. By appointing and managing a well-structured research team and promoting open communication, you’ll be off to the best possible start in your research project.

Project Planning, Monitoring, and Evaluation

Comprehensive project planning is paramount to ensure successful project execution. It begins with identifying the broad aims, which serve as the overarching goals of the project. These aims should be clearly defined and guide the establishment of research objectives. Objectives are the small steps undertaken along the project and consist of a list of specific activities that need to be accomplished to reach the aims. Each activity should be clearly outlined in a work plan, assigning a person responsible, specifying the timeline, budget, and required outputs/milestones.

Creating project timelines and milestones is crucial for effective project management. Utilising the right tools can greatly aid in this process. One such tool is the Gantt chart, which visually represents the project's timeline, its tasks, and their interdependencies. It enables researchers to plot each task and evaluate the feasibility of the timeline when expressed in the Gantt chart format. Additionally, the Gantt chart helps clarify roles, highlight deadlines and milestones, and compile progress reports. It is also a useful tool for monitoring and evaluation.

Other project management tools such as Asana and Trello can be utilised to manage and monitor the project. These platforms provide features for task assignments, progress tracking, and collaborative communication among team members. Moreover, tools like Microsoft Teams, Google Drive, Dropbox, OneDrive, and even Whatsapp can assist in managing project resources and facilitating communication within the research team. However, while digital tools are valuable, it is important to balance their use with face-to-face interactions, as personal connections and relationships among team members are essential for effective collaboration and teamwork.

Regular monitoring ensures that expectations are being met and allows for timely adjustments when necessary. Developing a monitoring and evaluation plan is critical, as it provides a framework for assessing project progress and impact. One useful tool for this purpose is a Logical Framework (Logframe). It helps create a plan that answers important questions, such as what the project hopes to achieve, what specific objectives are designed to achieve that, what indicators of success are used, and how data will be collected and analysed.

In addition to the Logframe, employing SMART (Specific, Measurable, Achievable, Realistic, and Timed) techniques for evaluation is essential. Evaluating project outcomes against these criteria helps ensure that the goals and objectives are clearly defined, quantifiable, attainable, realistic, and time bound.

Risk management is another essential aspect of project planning. Identifying potential risks and developing a risk management plan will help mitigate any negative impacts on the project's progress. This involves anticipating possible challenges, such as resource constraints, technical issues, or adverse circumstances, and creating contingency plans to address them effectively. By proactively managing risks, researchers can minimise disruptions and maintain project momentum.

In summary, comprehensive project planning, effective timeline creation, utilisation of appropriate tools, monitoring and evaluation, and risk management are all vital components of successful research project management. By implementing these strategies, researchers can enhance project efficiency, track progress effectively, ensure accountability, and increase the likelihood of achieving research goals and objectives.

Part 2 of this article will consider in more detail budget planning and management, which is a crucial aspect of any research project before discussing the importance of regular reporting and dissemination of research progress. 

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Home » How To Write A Research Proposal – Step-by-Step [Template]

How To Write A Research Proposal – Step-by-Step [Template]

Table of Contents

A research proposal is a formal document that outlines the purpose, scope, methodology, and significance of a proposed study. It serves as a roadmap for the research project and is essential for securing approval, funding, or academic support. Writing a clear and compelling research proposal is crucial, whether for academic research, grants, or professional projects. This article provides a step-by-step guide and a template for creating an effective research proposal.

How To Write a Research Proposal

Step-by-Step Guide to Writing a Research Proposal

1. Title Page

The title page should include:

• The title of the proposal (concise and descriptive).
• The researcher’s name and affiliation.
• The date of submission.
• The name of the supervisor, institution, or funding organization (if applicable).

2. Abstract

Write a brief summary of the research proposal, highlighting:

• The research problem or question.
• The objectives of the study.
• A concise overview of the methodology.
• The significance of the research.

The abstract should be approximately 150–250 words.

3. Introduction

The introduction sets the context for the study and captures the reader’s interest. Include:

• Background Information: Explain the broader context of the research area.
• Research Problem: Define the specific issue or gap in knowledge the research will address.
• Objectives: Clearly outline what the research aims to achieve.
• Research Questions: Present the central questions the study seeks to answer.
• Significance: Highlight the importance and potential impact of the study.

4. Literature Review

Summarize existing research relevant to your topic, demonstrating your understanding of the field.

• Identify Gaps: Highlight gaps or limitations in current knowledge.
• Theoretical Framework: Discuss theories or models that underpin the study.
• Connection to Research: Explain how your research builds on or diverges from existing studies.

5. Research Methodology

Provide a detailed description of how you plan to conduct the research. Include:

• Research Design: Specify whether the study is qualitative, quantitative, or mixed-methods.
• Population and Sampling: Define the target population and sampling methods.
• Data Collection Methods: Describe the tools (e.g., surveys, interviews, experiments) and procedures for gathering data.
• Data Analysis Techniques: Explain how the data will be analyzed (e.g., statistical methods, thematic analysis).
• Ethical Considerations: Address ethical issues, such as informed consent and confidentiality.

6. Expected Results

Discuss the anticipated outcomes of the research.

• Predictions: Provide a hypothesis or expected findings based on existing knowledge.
• Contribution to Knowledge: Highlight how the findings will advance the field or solve the research problem.

7. Timeline

Create a timeline for completing the research, including key milestones.

• Month 1-2: Literature review and proposal finalization.
• Month 3-4: Data collection.
• Month 5-6: Data analysis and report writing.

8. Budget (if applicable)

Detail the financial resources required for the research. Include:

• Equipment costs.
• Participant incentives.
• Travel and accommodation expenses.
• Software or licensing fees.

9. References

Include a comprehensive list of all sources cited in the proposal. Use a citation style appropriate for your discipline (e.g., APA, MLA, Chicago).

10. Appendices (optional)

Attach supplementary materials, such as:

• Questionnaires or survey instruments.
• Data collection templates.
• Ethical approval forms.

Research Proposal Template

• Title of Proposal
• Researcher’s Name and Affiliation
• Date of Submission
• Supervisor/Institution

1. Introduction

• Background Information
• Research Problem
• Research Questions
• Significance

2. Literature Review

• Summary of Existing Research
• Gaps in Knowledge
• Theoretical Framework

3. Research Methodology

• Research Design
• Population and Sampling
• Data Collection Methods
• Data Analysis Techniques
• Ethical Considerations

4. Expected Results

5. timeline, 6. budget (if applicable), 7. references, 8. appendices (optional), tips for writing a strong research proposal.

• Be Clear and Concise: Avoid jargon and write in straightforward language.
• Align Objectives with Methods: Ensure your research design supports your objectives.
• Justify the Research: Highlight its importance and potential impact.
• Proofread Thoroughly: Check for grammatical errors and formatting inconsistencies.
• Seek Feedback: Share your draft with peers or supervisors for constructive input.

Writing a research proposal is a critical step in planning and securing support for your research project. By following the step-by-step guide and using the provided template, you can create a well-structured and compelling proposal. A strong research proposal not only demonstrates your understanding of the topic but also conveys the feasibility and significance of your study, laying the foundation for successful research.

• Creswell, J. W., & Poth, C. N. (2018). Research Design: Qualitative, Quantitative, and Mixed Methods Approaches . Sage Publications.
• Punch, K. F. (2016). Developing Effective Research Proposals . Sage Publications.
• Babbie, E. (2020). The Practice of Social Research . Cengage Learning.
• University of Southern California Libraries (2023). Research Guides: Writing a Research Proposal .
• Locke, L. F., Spirduso, W. W., & Silverman, S. J. (2013). Proposals That Work: A Guide for Planning Dissertations and Grant Proposals . Sage Publications.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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How to undertake a research project and write a scientific paper

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Honorary Reader in Surgery, University of East Anglia, Norwich Research Park, Norwich NR4 7TJ, UK E: [email protected]

Accepted 2012 Feb 14.

This is an open-access article distributed under the terms of the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.

Research and publishing are essential aspects of lifelong learning in a surgical career. Many surgeons, especially those in training, ask for guidance on how they might start a simple project that may lead to a publication. This short paper offers some practical guidelines on the subject.

Keywords: Research Techniques, Research Activities, Publications, Journal Article

How to get started with a project

How to get started varies depending on whether the project is suggested by a trainer or educational supervisor. Projects suggested by a senior are always offered as an encouragement to a trainee, who should be careful not to respond in a negative way by ignoring the suggestion, coming up with a string of excuses or doing the project badly! Here are some simple steps that may contribute to an organised start on the project. You need a protocol but first you must be clear about what the project will involve.

Undertake a literature search on the suggested topic.

Read all the papers from the last ten years and summarise them on a single page of A4.

Make a note of how many similar series have been produced, their size, the length of follow-up and any special aspects of the subject that have already been addressed.

List aspects of the topic that have not been well covered, perhaps morbidity or surgery for rare indications, or long-term outcomes.

Discuss your thoughts on the subject with your colleagues.

With the strengths and weaknesses of the current literature clear in your own mind, summarise your thoughts in bullet points on a single side of A4 and arrange ten minutes to discuss them with the senior who suggested the topic.

The six steps listed above can be easily completed within a couple of weeks. Once you have discussed and agreed the aims of the project as well as how they can be achieved, you can write your protocol. It is also possible that having studied the literature you decide the suggested project is unlikely to add to our current knowledge and that another topic might be better studied.

A protocol and approval from your trust’s research and development (R&D) department as well as from the research ethics committee (REC) are needed before you begin a research project. If you are planning a service evaluation, REC approval may not be needed. When you have secured the approvals, the process of collecting the data begins.

Examining a case series, there may be hundreds of medical records that need to be studied and it is crucial to draw up a ‘proforma’ on which to record patient data. This should ideally fill no more than one or two sides of A4 and needs to include all the data that you have decided to collect for your particular study. It is crucial not to leave out a dataset you might later wish to look at but on the other hand it is also important not to collect too many data. Because of this fine balance, it is important to draw up a proforma and agree its composition with your supervisor and any co-workers on the project before starting to collect data from the medical records.

Data collection can be time consuming and it may be that several colleagues can work on this to speed the project along. Once all the data proformas are filled in, the data need to be entered into the database, spreadsheet or statistical package of your choice. It is best to use the software favoured by the department or colleagues in medical statistics.

Having looked at the data, discipline yourself to produce a succinct summary on one side of A4. Again, arrange a meeting with your supervisor and any other co-workers to discuss the findings, and give everyone the opportunity to comment and correct the summary. Once the findings are agreed, you are ready to write up the project.

Self-generated projects

Sometimes you will want to develop an idea of your own. It is even more important with a self-generated project to do a thorough literature search to make sure that your ideas will contribute to our knowledge. The discussion of a more ambitious project like a randomised trial should be with as many colleagues as possible, both for advice and also to garner support for your idea. Having produced a single side of A4 summarising your idea, identify a senior colleague who can advise you and proceed as described above.

As noted previously, REC approval is needed for any clinical research involving patients or their data. You will need to prepare an application on the Integrated Research Application System website ( https://www.myresearchproject.org.uk/ ). If you have never done this before, seek advice from your trust’s R&D department. REC approval is time consuming; the following comments may help:

Much of your initial work producing a summary of your idea will be helpful in completing the ethics committee form. It is crucial that submission to your local ethics committee is checked by all your co-workers.

Colleagues from medical statistics and any other parallel disciplines such as radiology or medical chemistry need to be involved right at the start of this formal submission so that all aspects of the study are academically correct. It is especially important to have expert statistical input because it is very demoralising to finish a trial only to be told that your study is woefully underpowered and cannot answer the question that it set out to address!

It is wise to present your idea to the committee in person as this can save time and iron out minor misunderstandings. These ‘glitches’ in an ethics submission can soak up months of precious time and a personal meeting with the REC can help to avoid them.

Many institutions also have research governance or internal review boards that must also pass a project after it has gained ethical approval. Their role is often to assess the financial and organisational impact of a study.

This process seldom takes less than 3 months and may take nearly 12 months. Do not be disheartened by this. If your study is worth doing, then it is worth persevering.

The recording of data using a concise proforma, entry into appropriate computer software and production of a summary of your findings are all conducted in the same way as in the first section of these guidelines.

Writing up a study

One of the most challenging aspects of surgical research is writing a paper. Putting together a manuscript for submission to a journal can be broken down into several simple and relatively self-contained steps:

Journal guidelines : All journals have a set of instructions for potential authors. The suggestions below are an overall guide to writing a paper but should be viewed in the context of the specific guidelines on submission to the journal you have chosen for your work.

Title : Keep this simple and concise.

Authorship : This topic may be a source of some problems. My own observation about authorship is that if you leave somebody out who feels they have contributed to your project, you can make an enemy for life! It is easy to forget colleagues, especially when a project has run for several years. Try, within the internationally agreed authorship guidelines, to include all colleagues who have contributed significantly to your study.

The order of authorship may also cause problems. It is generally agreed that the main researcher who also produced the first draft of the paper is the first author. The second author has usually been the second main contributor to the project. The last author is the senior person supervising the work. Between these positions come all other authors who fulfil the guidelines for authorship. If in any doubt about who should or should not be in the authorship, discuss it with your senior author.

All papers have a corresponding author responsible for answering queries after submission of the manuscript. It is best if he or she is a permanent member of the department as queries may arrive several years after a paper is published.

Abstract : This is usually 200–250 words and should be written in the style of the journal. Generally, this includes sections on background, methods, results and conclusions.

Introduction : This should introduce the reader to the subject covered in the study and explain why this particular study has been undertaken. It should be kept to two or three paragraphs. The first paragraph sets the scene and summarises the current literature. The second paragraph should justify why this particular study or series of cases has been put together.

Patients and methods : The most frequent mistake in this section is to include results as well as patient details. It is important to stick to describing the study population, how they were collected and, crucially, how any analyses were undertaken. Always describe what statistical tests were used and justify why they were appropriate.

Results : These should be presented concisely with as few tables or figures as possible. Use a logical sequence and follow the same sequence in the methods and discussion sections.

• What are the main findings of your work? State clearly what you can conclude from your observations, taking care not to overestimate what you can conclude.
• Why are these findings valid (sample size, methods etc)? Explain what leads you to conclude that your findings may be relied on. Also make sure you highlight any potential weaknesses in your data and consider other potential confounding variables that might invalidate your conclusions.
• How do your observations compare with other work in the same area? Discuss how results from your work compare with other papers on the same subject, either explaining similarities or examining differences.
• Any other business? Are there any unexpected side observations that merit separate discussion? This might include unexpected complications in a trial or a unique subset of patients in a clinical series.
• Restate your main findings and suggest what further work might be helpful in providing more information on the topic of your project.

References : Make sure these are presented in the style of the journal you have selected.

Publication of the paper

This can be the biggest hurdle you have to clear! Some basic rules will help to make this easier. First, never submit a paper without all authors having read it and agreed to the content. Second, never submit a paper to more than one journal at a time. Finally, remember that submission is not the end of your paper but just the beginning.

Selection of the right journal is important. On the basis of their impact factor, journals may be divided into four divisions. Think of it like the football league! The premier division contains journals with impact factors greater than 10, the second division those with impact factors from 5 to 10, the third division with impact factors from 1 to 5 and, finally, the fourth division with impact factors less than 1. Just as with football, journals may be promoted or relegated so it is wise to check online for a journal’s current impact factor.

Discuss with your co-workers what your target journal should be. It is acceptable to aim just higher than you think your paper ranks but obviously pointless sending a small case series to one of the premiership journals. A second consideration is which articles have appeared in your target journal over the last 12 months. If there have been one or more papers on the same subject as your work, it may be better to select an equally ranked journal that has not had a paper on your topic for several years.

Peer review is the process used by journals to select papers for publication. Many papers are rejected immediately but those deemed of potential interest are sent out for peer review. This process usually takes 3–4 months (although some journals such as the Annals of The Royal College of Surgeons of England have a much quicker turnaround). There are four potential outcomes:

Accept without corrections – this is very rare!

Minor corrections needed followed by resubmission for publication

Major corrections needed and resubmission invited but without any promise to publish

Major criticisms and rejection (for most major journals this is the single largest category of outcomes)

When you receive the reviewer’s comments don’t take them personally! The best way to regard the reviewer’s criticisms is as helpful suggestions to improve your paper. It is crucial to deal with each of the reviewer’s comments carefully, systematically and politely. If possible, respond to the comments within a few days of receiving them.

If your paper has been rejected, then the reviewer’s comments are an excellent set of suggestions to improve the manuscript for submission to another journal. This should probably be in one division lower than your first submission. Again, there is no reason to delay resubmission to another journal more than a few days. Make sure that all possible advice on rewriting and correcting your paper is taken and your work will almost certainly get published eventually!

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