Newsletter: Oct 2023

Welcome to the October 2023 chapter newsletter. 

CHAPTER NEWS 

  • Chapter Members attend the AMWA National Meeting
  • Chapter Members Looking for Work
  • Join our AMWA North Central LinkedIn Community! Link here. 

FEATURES 

  • North Central Chapter Meeting
  • Job Search Tips
  • Chapter Advisory Council Update

CHAPTER NEWS

Chapter Members Attending the AMWA National Meeting

By Michael Franklin, MS

Several members of the North Central Chapter will be attending this year’s annual AMWA meeting. Naomi Ruff and Susan Miller agreed to share the reasons they’re attending this year’s conference.

“This will be the first conference I’ll be attending in person since before the pandemic. I am very much looking forward to seeing old friends in person and to meeting new colleagues. I don’t have specific content that I’m looking for (for example, I am not taking any workshops), but I have always come away from the 17 national AMWA conferences I have previously attended with some trick or resource or other bit of information that helps me in my daily work.” Naomi L. Ruff, PhD, ELS at RuffDraft Communications LLC

“I last attended the AMWA National Meeting in 2016 when I had just started working as a freelancer and was living in Houston. I found the AMWA meeting to be a great place to network and meet people working in different medical writing fields. At this year’s meeting, I hope to grow my network, including meeting quality writers who could assist us with our projects. I love learning and hope to attend as many sessions as I can that can help me hone my writing skills and become a better writer.” Susan Miller, PhD at Projects In Knowledge/Kaplan, Inc.

Chapter members looking for work

The following AMWA North Central Chapter members are currently looking for work. See below for their names and details on what kinds of jobs they’re interested in. If you know of someone who’s hiring, please reach out!

  • Sarah Kuyack (skuyack@gmail.com)
    • Areas of interest: patient education, public health communication, website content, mental health, veterinary or human medicine
    • Employment type: full or part time, contract, freelance
  • Kristen Hutchison (kristen.hutchison1@gmail.com)
    • Area of interest: continuing medical education (CME), clinical research work, literature reviews, patient advocacy, and healthcare policy work

If you’d like to add your name to this list, please contact the Publications Committee Chair Michael Franklin at franklin.editing@gmail.com.

FEATURES

AMWA Chapter Meeting, Quang Restaurant, Part Deux

By Paul W. Mamula, PhD

The North Central Chapter’s Zoom meeting on August 30, 2023, featured 3 long-time AMWA members who provided their tips for effective writing: Nissa Mollema, Phillips (industry); June Oshiro, Mayo Clinic (academic); and Naomi Ruff, RuffDraft Communications LLC (freelance). (Members can read speaker profiles in the July 2023 Newsletter). Their presentations were a follow-up to our August 16 meeting that was held at Quang, a Vietnamese restaurant in Minneapolis. This article will be a short precis. The speakers will provide more in-depth articles in later issues, so please watch for them.

Making Lemonade Out of Lemons

For those who didn’t attend either event, a brief explanation is due. Because of a mix-up with Quang management, we were left without a meeting room, leaving us at one large table in the middle of a noisy restaurant. Although the food was good and all speakers had printouts available, the acoustics precluded any mini-lectures. We decided to make the August 16 meeting into a networking event and rescheduled the meeting as a virtual event. The dinner gave us time to connect and sample the Vietnamese cuisine. Thanks to quick thinking, we turned 1 meeting into 2. Turnout for both events was very good.

Industry Work: Nissa Mollema, PhD

Nissa Mollema is a Senior Clinical Development Scientist at Phillips and has held a variety of positions in small, medium, and large medical device companies. She notes that working and writing in industry has many differences compared with her previous experience in academia. In industry, it is common to spend quite a bit of time discussing and clarifying the big picture before beginning to write. Among the considerations are the audience (inside the company or external stakeholders), information (promotional or scientific), and document use (one-time use or multi-use publication requiring updating). One must ensure that the material is truthful, accurate, and balanced. Critical to the process is being a good storyteller. Sometimes this is contingent on the material; some material is derived from a template, whereas other material allows for creative flexibility.

The industrial process is different from other writing, because work is often done in groups or with collaboration with interested parties. The review process can be challenging, because of the multiple partners. Reviewers have their department and historical perspectives which can be a positive. One must also manage multiple drafts, a process that involves combining files and version control of documents. It also requires follow-up in that documents often have a procedure in place for review. For medical devices this can be formulaic and lengthy.

Finally, she notes that the medical writer brings many skills to the table, and the expertise can be a big plus for the writing team. Sharing your knowledge can be beneficial. For example, some advanced MS Word skills can speed up processes (and impress staff and supervisors). Prioritizing is critical for determining where to invest energy for the biggest impact for the project (and your personal advancement).

The Academic Life: June Oshiro, PhD

June Oshiro is a biomedical editor and Consultant at the Mayo Clinic and offered several tips for juggling job and life. She urges writers to set realistic goals and manage expectations. Doing so requires collaborating with supervisors to reach mutually beneficial work plans. Of importance is being transparent about personal issues that may come up (eg, illnesses, care of children or parents). Using time-management techniques and partitioning work and personal time can help. Using tools such as the Pomodoro method or Forest app can help with work scheduling, while allocating a “worry time” to deal with personal issues can help separate tasks and allow one to focus.

Other time and task saving tips for writers include using software to read text aloud for proofreading, keeping a daily record with tasks to do, (eg, Bullet journal), using ChatGPT (as a thesaurus and reverse-lookup dictionary not as a writing or editing tool), and changing page size to avoid scrolling to read footnotes. Because individual work styles vary, writers will have to tailor what works best for them. Keep expectations realistic: seek to improve work by 1%.

The Freelance Life, Naomi Ruff, PhD

Naomi Ruff is president (and sole member) of RuffDraft Communications LLC. She has a PhD in Neuroscience and began freelancing in 2000, following her postdoctoral stint in Northern California. Her projects range from writing to copyediting on multiple life science and medical topics. She offered tips on business as a freelancer.

The first point she emphasized was to diversify one’s business. Working on diverse subject matter, mixing large and small projects, and working on different document types help to smooth workloads and maintain income flow. The variety and mix help to cope with stresses accompanying freelancing.

Above all, one needs to treat the business as a business. It is important to keep good records (invoicing, income, expenses), monitor time spent, and build lists of potential clients. Many programs are available for these tasks and will help keep business matters separate from personal matters, an important consideration at tax filing deadlines.

As a freelancer, one is responsible for everything, so being proactive about professional development is important. Useful steps are taking workshops or webinars; reading books, articles, and blogs; trying new software; and engaging colleagues. Much information is just a few pages, keystrokes, or phone calls away.

Also important is having a network of colleagues. These can be derived from workplace contacts, professional organization listings, or word-of-mouth contacts. These can help you create a referral list for different types of work when there are projects you can’t take, need advice about projects, or require graphics or statistical support. From the business perspective, it can be very helpful to hire an accountant and contract lawyer. Don’t be afraid to reach out; remember, no one is an expert at everything.

Naomi notes that one of the big advantages of being a freelancer is having the flexibility to maintain a good work-life balance. Doing so requires some fine-tuning when starting out, and once settled can be adjusted to deal with life events or personal health issues. With all these considerations, one must always be aware that at times one may have too much or too little work.

Job search tip

By Adam Fix

As some of you know, I’ve been job searching for the past few months and recently took a 1-year contract at Bio-Rad Laboratories. So, needless to say, I’ll be back on the hunt this time next year. To celebrate this semi-victory, I’ve assembled a list of tips and tricks for anyone embarking on their job search. For more advice, please check out the Ultimate Guide to Becoming a Medical Writer on the AMWA website.

  1. Connect with people on LinkedIn

Log in to LinkedIn and search for “medical writer” (or similar phrasings) in your area. Find people who have the jobs you’re looking for, ideally at the companies you’re targeting. Send them a Connect request with a brief message introducing yourself.

Besides “medical writer,” good keywords to search for might be:

  • Medical affairs
  • Scientific communication
  • Scientific affairs
  • Technical writing
  • Content writing

While you’re on LinkedIn, make sure your professional headshot and other aesthetic details of your profile are all up to date.

2. Join professional associations in your area

If you’re reading this, you’ve already done that! But other associations worth looking into (listed in the AMWA Ultimate Guide) might include:

  • Association of Health Care Journalists
  • Board of Editors in the Life Sciences
  • Council of Science Editors
  • Drug Information Association
  • Editorial Freelancers Association
  • International Society for Medical Publication Professionals
  • National Association of Science Writers
  • Regulatory Affairs Professionals Society
  • Society for Health Communication
  • Society for Technical Communication

3. Do at least one informational interview per week

Once you’ve connected with people on LinkedIn, ask them if they’d have time for a quick informational interview. If they agree, be sure to ask them these three questions:

  • What are the day-to-day responsibilities of your job?
  • What specific, concrete steps did you take to get your job?
  • What skills, experiences, certificates, or other qualifications would you recommend to help someone get a job like yours?

At the end of the interview, ask them to inform you of any new job openings at their company. Stay in touch on LinkedIn and keep the contact “warm,” so to speak.

I’ve done dozens of informational interviews over the years. Many were dead ends, but some proved invaluable. For example, a phone call with Kendra Hyland was what inspired me to attend an AMWA event and join this chapter back in 2020.

  1. Tailor your resume to the job

Find your dream job. Next, find the job description. Rewrite your resume such that it matches the language and keywords of the job ad as closely as possible.

For example, suppose the job description cites such key responsibilities as:

  • “Effectively communicate the appropriate level of detail based on the audience”
  • “Successfully negotiate project schedules, plans, and milestones”

Work similar phrases into your resume, ideally on the first page. Always lead with a verb, ideally one that accurately conveys an improvement of some kind you contributed to: developed, enhanced, optimized, overhauled, boosted, etc.

For style points, Canva has lots of free resume templates.

  1. Search for jobs daily

Do a little bit of job hunting every day. I made it my goal to apply to at least one job every day. During slow hiring periods, this was not always possible. But when possible, I checked LinkedIn every day and filled out at least one application. Every application raises your chances of success ever so slightly; the more the better.

  1. Practice your “why do you want this job?” speech

The single most common interview question is without a doubt “why do you want this job?” Sometimes it’s formulated differently — “tell us about yourself and what attracted you to this position” — but the principle is the same.

You must be ready to answer this question with confidence and conviction. The best way to do this is to practice your answer. Practice it, out loud, over and over again until you can get through the whole thing without rambling or stumbling.

  1. Practice your STAR stories

STAR stories are short story nuggets comprising a situation, task, action, and result. They’re how you answer those pesky “tell us about a time” interview questions:

  • Tell us about a big project you worked on. How did you organize tasks and keep everything on track?
  • Tell us about a time your manager was dissatisfied with you.
  • Tell us about a conflict you had with a coworker.
  • Tell us about a part of your job that you don’t enjoy as much.

One of the best hacks I learned for answering these questions is that your STAR story doesn’t have to be one story. Feel free to mix and match details from different aspects of your work, and weave them into a factually accurate, but composite, story drawn from many different accounts.

Always end with a strong “result” statement, like “our team completed the project on time and exceeded goals by 25%” or something similar.

  1. Make a list of questions to ask during an interview

This sounds like the easiest part of the interview, but it’s actually the hardest. Hiring managers want employees who understand the job and care about the right things; asking the wrong question can torpedo your chances faster than almost anything.

Here are questions I’ve had success with in the past:

  • What about my resume piqued your interest, what stuck out to you? May I ask why you wanted to speak with me today?
  • Walk me through a typical project. How does it begin? How does it progress? When does the project end?
  • What is your project management system? How do you organize tasks, track KPIs (key performance indicators), and keep everyone on schedule?
  • Tell me about a recent project or accomplishment with this team that you’re particularly proud of.
  • What do you find rewarding about working here? What does working at this company mean to you?

A rule of thumb is to have one question for every 15 minutes of the interview, plus one. For example, a half-hour phone screen requires at least three questions from you at the end.

 

Chapter Advisory Council Update

by LeAnn Stee, North Central Chapter Representative

Mission of the Chapter Advisory Council (CAC)

The CAC serves to maintain a connection between chapter leaders and the AMWA Board of Directors by advising the AMWA board on the organization’s strategic direction as it affects the chapters and acting as a sounding board about issues that have an impact on chapters and the national organization.

Third Quarterly Meeting of 2023

The AMWA CAC meeting was held on August 10, 2023 (Teams meeting).

Updates From the AMWA Board of Directors: Jen Minarcik

  1. AMWA Fiscal Year 2023-2024 Priorities:
    • Plan and promote the 2023 and 2024 AMWA Annual Conferences
    • Maintain value to attract and retain members
    • Develop and implement a diversity, equity, and inclusion (DEI) strategic plan
    • Conduct a compensation study
    • Support technology updates and office transition
    • Create and promote online learning programs
    • Enhance and expand certificate programs
  2. AMWA DEI Initiative
    • AMWA is working with a DEI consultant to develop a strategic plan that will include goals, a timeline, and key strategies
    • The strategic plan should be finalized by the end of the year
  3. AMWA Membership
    • Membership continues to increase. As of June 30, 2023 (end of fiscal year), there were 4,814 members (for the 2021-2022 fiscal year, the number was 4,520)

Updates From AMWA Headquarters: Sharon Ruckdeschel, director of membership and systems for AMWA

  1. Fall Chapter Activity and Financial Reports
  • Chapter activity and financial reports were due August 1, 2023
    • The annual financial report is due even though summary information is included in the activity report
    • The fiscal year for every chapter is July 1 through June 30
    • Submitting the report on time is important: deadlines are in the chapter agreement, support checks need to be distributed, and a Chapter Trends report needs to be compiled
  • Chapters will receive their support checks in early September. Chapter treasurers are encouraged to deposit them quickly
    1. 2023 Medical Writing and Communication Conference, October 25-28, 2023
  • Chapter dinners will be on Thursday, October 26
  • Chapter Officer Networking Session will be on October 28
  • A conference mobile app will be available
  • 481 people were registered as of August 7

The next CAC meeting will be held on Thursday, November 9, 2023

Questions, comments or new additions to the newsletter? Please contact the Publications Committee Chair. And remember, you can also read this newsletter on the chapter website. You can find previous newsletters on the website as well.

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October 1, 2023 · Filed under Newsletters