Conquering the Challenges of Scientific Publications with Automated Solutions
In pharmaceutical scientific publishing, planning, implementing, and managing content creation and review can be highly time-consuming. Individuals typically utilize such software as Microsoft Excel, Outlook, and SharePoint to make collaboration easier. But once again, these programs have a lot of limitations, which render them inefficient, time-consuming, and error prone. In this article, we’ll explore the challenges commonly faced by scientific publication teams and how automation offers a more effective solution to overcome these hurdles.
Challenges in Scientific Publications Using Outlook and SharePoint
Scientific publications are normally managed by complex, multi-faceted operations, such as scheduling, teamwork, document storing, and emailing. Typically, the pharmaceutical business utilizes planning instruments such as Microsoft Excel, document management instruments such as SharePoint, and emailing tools such as Outlook. These are popular instruments but with a chain of problems making them complex in managing publication projects.
1. Limitations of Microsoft Excel as a Planning Instrument
Microsoft Excel is frequently used for planning projects in scientific articles. But it is not a very useful tool to manage complex, dependent tasks. The primary issue with it is that values within an Excel document are easily alterable, meaning modifications to part of a plan could not automatically adjust the entire rest of a schedule. Also, there are no automatic reminders for future tasks, overdue tasks, or pending actions. This lack of automation forces project managers and team members to continuously monitor their schedules, leading to the risk of forgetting and missing deadlines. Furthermore, it fails to meet compliance standards, preventing the organization from being fully prepared for audits
2. Issues with Email Communication in Outlook
Outlook is typically employed to handle email correspondence in scientific journals, yet it also comes with its share of issues. With so many email threads around, it’s very hard to monitor conversations and keep vital information from being misplaced. Because Outlook doesn’t have native filters to sort messages based on activity type or content, it becomes close to impossible to access relevant emails concerning publication tasks quickly. This lack of organization can lead to confusion, delays, and miscommunication within teams.
3. Unproductive Document Storage and Collaboration with SharePoint
SharePoint is also widely used as a collaborative document repository, like for publication materials. Its ability to do this is not deep, however. SharePoint collaboration tools are not necessarily rich enough to handle the nuances of scientific publication workflows. Team members can have issues sharing documents, posting comments, or organizing revisions in a linear and effective manner. This generates isolated knowledge and clogs document approval processes.
How automated solutions address these Challenges
Automated solutions offer an end-to-end solution to the pharmaceutical scientific publication teams’ challenges. By offering cutting-edge features and functionalities, it automates the process from planning to execution to ensure that publication work is managed efficiently and effectively.
1. Automated Task and Scheduling Management
Among the most significant features, its ability to auto-generate schedules based on project requirements. This aspect provides for automatic adjustments to the timeline every time changes are introduced, keeping all related activities updated accordingly. The Publication Manager has the authority to decide whether these adjustments should be made automatically or manually. The system should provide automated reminders for future activities, keeping project managers and team members on track without having to keep a watchful eye on schedules all the time.
2. Streamlined Email Communication System
The automated systems should offer a complete email correspondence system that enables publication teams to manage all communication on the project level. The system should centralize communication for publication projects, unlike Outlook, which works as a standard general email system. Pre-determined email templates can be created for communication with internal teams and external stakeholders in an efficient and quick manner. Any email responses are logged automatically and linked with the corresponding project, such that no information is lost, and communication is seamless.
3. Segregated and Centralized Document Storage
The automated system should provide document collaboration and storage to a new level by providing a segregated and organized system that stores documents centrally by individual projects. As a contrast to SharePoint, where everything is stored within a single repository, the system should store all the content related to publications separate and organized. There should be a designated storage space allocated for each project, team assignments, and emails, which ensure proper organization and easy access to material pertaining to them. Organizing this manner ensures that everything and documents remain contextual, promotes collaboration, and reduces the potential for errors.
Conclusion
The procedure of preparing and editing scientific publications in pharmaceutical firms becomes cumbersome using old software like Excel, Outlook, and SharePoint. SCIMAX PUBS transcends these obstacles with automation of most processes, ease communication, and improved handling of documents. By offering a specialized solution that is designed specifically to serve the unique needs of publication teams, SCIMAX PUBS allows pharmaceutical companies to maximize efficiency, reduce errors, and ensure their publication projects are completed on time and to the highest quality.
Publication teams can focus on what matters most—creating exceptional scientific content—while the software takes care of the complex logistics in the background with SCIMAX PUBS
Author
Sharath Anil
Associate Director – Product Management
