When you work on a writing project with multiple collaborators, you need to make sure that everyone uses the same references and citations. This will help you avoid confusion, inconsistency, and plagiarism. In this article, you will learn some tips and tools to ensure that all collaborators use the same references in a writing project.
The first step is to define the reference style that you will use for your writing project. There are different styles, such as APA, MLA, Chicago, and Harvard, that have different rules for formatting references and citations. You should choose a style that suits your discipline, audience, and purpose. You should also communicate the style to all collaborators and provide them with a guide or a template to follow.
It is important to zone in on the version of the reference. APA 6 and 7 have differences. All the collaborators should ensure that they follow the same version when it comes to in-text citations and referencing.
The second step is to use a reference manager to store, organize, and insert your references and citations. A reference manager is a software or an online tool that helps you create and manage your references and citations. Some examples are Zotero, Mendeley, EndNote, and RefWorks. You can import references from databases, websites, or files, and export them to your word processor or other formats. You can also share your references with your collaborators and sync them across devices.
This is a really important thing to do in my research project. However, I am only satisfied with Mendeley Desktop, not Mendeley Reference Manager (the previous version is really ideal for me with a vast amount of referencing style). Nowadays, Zotero may be a good option. However, it still does not reach the expectation that is given to Mendeley (still, personal preference)
I have utilized Citationsy and found it to be extremely user-friendly. It is free as long as the references are limited to 20. The paid option allows for collaboration and unlimited referencing, facilitating the creation of unique project folders for team members to use. This ensures that team members are aware of the specific style and version employed, such as APA 6 or 7.
The third step is to use a collaborative platform to write and edit your document together with your collaborators. A collaborative platform is a software or an online tool that allows you to work on a document simultaneously and see each other's changes in real time. Some examples are Google Docs, Microsoft Word Online, and Dropbox Paper. You can also comment, chat, and track revisions on the platform. You should use a platform that is compatible with your reference manager and your reference style.
The fourth step is to check the references and citations for accuracy, completeness, and consistency. You should make sure that all references and citations are relevant, reliable, and up to date. You should also make sure that they follow the rules of your reference style and that they match the sources that you have used. You can use tools such as Grammarly, ProWritingAid, or BibMe to check and correct your references and citations.
The fifth step is to review the document for clarity, coherence, and quality. You should read the document carefully and check for any errors, gaps, or inconsistencies in the content, structure, and language. You should also ask for feedback from your collaborators and other readers who can offer a different perspective. You can use tools such as Hemingway, Readable, or Slick Write to improve your readability and style.
Basically, there is no perfect way to do this except by manual checking since some collaborators do not insert all of the required information to the references, which can be solved with thorough review of the document (can be matched with the journal guidelines)
The final step is to finalize the document and prepare it for submission or publication. You should make sure that the document meets the requirements and expectations of your target audience and purpose. You should also format the document according to the guidelines and standards of your discipline or field. You should proofread the document one last time and save it in the appropriate format and file name.