ACEING ACADEMIA #2: Avoid using unexplained acronyms (and abbreviations and initialisms)

The ACE in ACEingAcademia? It stands for Avoiding Common Errors. In the case of this current series, specifically errors in communication that can negatively impact the competitiveness of a grant proposal.

The next tip might seem like a small thing, but it affects the clarity of a proposal (or paper).

Avoid using unexplained acronyms (and abbreviations and initialisms).

Make sure you write out an acronym the first time you use it in a document.

Even better, write it out in full the first time you use it in an abstract or summary AND the first time it’s used in the body of a paper or proposal. This is because the abstract/summary is often published separately from the primary document (or, in the case of a grant, the summary may be published but the proposal itself is not).

You can probably get away with not writing it out if an acronym is incredibly common in your field, such as DNA, but otherwise, it’s best to spell out the term to make sure you and your reviewer are on the same page.

Why is this a problem?

As I mentioned regarding the Curse of Knowledge, your reviewer may not be from the same discipline. Their ABC or XYZ may have a very different meaning than the one that’s second nature to you. If you want to make sure your reader interprets your message like you intend, you have to tell them what they need to know. It’s that simple.

What can else can help you with acronyms, beyond spelling them out?

1️⃣ MAKE A LIST, CHECK IT TWICE: This helps you keep track of your acronyms and ensure they’re introduced. You don’t necessarily need to include the list in the document, but a glossary is helpful if you’re writing a PhD thesis.

2️⃣ BE CONSISTENT: Once you’ve introduced the acronym, make sure you consistently use it throughout the remainder of the document, rather than switching back and forth between the phrase itself and its abbreviation.

3️⃣ CHECK THAT IT’S NEEDED: While acronyms and other abbreviations are a helpful way to save space, they may not be necessary. If you only use the phrase once or twice, will it make more sense to leave it written out? One exception to this is conferences: they’re often better known by their abbreviation.

I’ll be honest: it’s unlikely that failure to write out an acronym is going to completely scupper a proposal’s chance at funding or a paper’s ability to get published. But increasing competitiveness is about reducing the reader’s confusion: this is a simple way to ensure your grant proposal (or paper) is as clear as possible.