Identifying digital optimization areas in peer review and making Agile improvements
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The document discusses the application of agile principles to improve peer review processes in journal management, highlighting iterative improvements and actionable metrics. It includes case studies showcasing how various publishers have implemented agile updates to overcome challenges such as staff time limitations and chaotic task tracking. Key recommendations emphasize developing concrete goals, monitoring progress through data-driven metrics, and adopting a more flexible approach to editorial tasks.
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Traditionally, project management involved scoping a project and [...]
planning and execution happened sequentially, and left little room for
modifications or adjustments. Using Agile, you are encouraged to
think resources and time first in order to start making progress toward
your goals today.
- Agile Project Management: Tips & Tools for the Editorial Office,
American Journal Experts (AJE)](https://image.slidesharecdn.com/makingagilepeerreviewimprovements-191217221534/85/Identifying-digital-optimization-areas-in-peer-review-and-making-Agile-improvements-7-320.jpg)
Identifying digital optimization areas in peer review and making Agile improvements
- 1. Identifying digital optimization areas in peer review and making Agile improvements Brian Cody, Scholastica Co-Founder and CEO
- 2. ❏ Overview of Agile principles and how they apply to journal management ❏ Examples of Agile peer review process updates (case studies) ❏ Using actionable metrics to identify iterative improvements Learning objectives:
- 3. Iterative improvements Overview of Agile principles and how they apply to journal management
- 4. “TL;DR for Agile + journals: Solve a single problem, get the benefit now, iterate
- 5. “ Won't solve all your problems - and it won't solve people.
- 6. Agile project management origins: software development
- 7. “ Traditionally, project management involved scoping a project and [...] planning and execution happened sequentially, and left little room for modifications or adjustments. Using Agile, you are encouraged to think resources and time first in order to start making progress toward your goals today. - Agile Project Management: Tips & Tools for the Editorial Office, American Journal Experts (AJE)
- 8. “ Reducing time to delivery by developing in smaller incremental chunks and incorporating an ability to pivot is the cornerstone of Agile software development methodology. - https://riskspan.com/news-insight-blog/a-brief-introduction-to-agile-philos ophy/
- 9. Agile vs waterfall, team and individual psychology Agile ◎ Pro: "This is a clear improvement that gives benefit now!" ◎ Con: “But there's still all of these other problems we didn't solve!” Waterfall ◎ Pro: "We really need to figure out the full solution and details.” ◎ Con: "We’re never going to have time or buy-in to implement the full plan."
- 10. Think about a “life-changing” New Year’s resolution
- 11. Think about approaching that same resolution iteratively
- 12. DON’T: Determine all of the updates you’ll make to “improve efficiency” and exactly how you’ll make them. Get overwhelmed by all the complications and personality challenges Applying Agile principles to peer review audits and updates DO: Decide on improvement goals to iteratively work towards to become more efficient. Identify concrete benefits and ways to “ship” them to your team
- 13. Editorial teams putting Agile into action Examples of Agile peer review process updates
- 14. Publisher 1: Not enough staff time to do everything well Challenges: ◎ Staff time limited and journal is one of many project ◎ LOTS of manuscripts to assign/track across editors ◎ Manually organizing files and folders, Excel sheet tracking ◎ Tons of time spent organizing emails and making sure nothing missed
- 15. Solutions 1. Manuscript tagging system in place of Excel/folders 2. Automatic email organization This did NOT solve all of their challenges - but did free up SOME time. Agile improvements based on current time and resources
- 16. Publisher 2: Tracking assignments and tasks is chaotic Challenges: ◎ Editors spread across global time zones ◎ Managing editor had multiple task lists and Excel docs for tracking ◎ Multiple email threads for every manuscript ◎ Managing editor felt awkward “nudging” editors so frequently
- 17. Agile improvement based on current time and resources Solutions: Worked with Scholastica to develop a shared todo list system: ◎ Transparent task assignments (social pressure) ◎ Updating and communicating became one step, not two ◎ Software helped “nudge” editors Could use free team apps like HITASK to achieve similar end
- 18. Publisher 3: Too many tools/systems for publisher to manage well Challenges: ◎ Journals have different wants/needs, inherit software ◎ Scattered teams and levels of publisher support ◎ Publisher and peer review managers learning and supporting multiple systems
- 19. Agile improvement based on current time and resources Solutions: ◎ Gradual tool/system consolidation ◎ Identified smaller number of tools/systems that could work for different journal needs ◎ Approached transitions gradually working with small groups of journals Did NOT get down to one platform for everything - but did have fewer platforms to learn/support
- 20. Data-driven improvements Using actionable metrics to identify iterative improvements
- 21. “ Don’t make a policy change until you have carefully studied current data. I always say anecdote is the enemy of effective office management. - Jason Roberts, Senior Partner at Origin Editorial
- 22. Look for bottlenecks in your peer review process and try and identify one improvement that will clearly add value Some examples: ◎ Speeding up editor assignment/desk review process ◎ Reducing time spent on technical checks ◎ Streamlining editor/author/review communication Find a concrete problem
- 23. Determine your top efficiency areas to address Some examples: ◎ Recurring manual tasks ◎ Gaps in editor communication ◎ Frequent tool/task switching
- 24. 1. Identify one improvement that clearly adds value and work on that. Making Agile data-driven improvements 2. Determine actionable metrics you will track (data should help answer questions, not just result in a number). 3. Track progress on a regular basis and determine iterative next steps.
- 25. Make metrics transparent and visible daily, not just once a year
- 26. ❏ Overview of Agile principles and how they apply to journal management ❏ Examples of Agile peer review process updates (case studies) ❏ Using actionable metrics to identify iterative improvements Learning objectives: