Client Background & Challenge
Following a successful project supporting journals for a large publisher, PA EDitorial was onboarded to support a high-profile medical title that was struggling with a recent migration to a new submission platform and a lack of engagement from the editorial board in identifying suitable reviewers.
The Solution We Implemented
Initially, support was provided by PA EDitorial team members with subject-specific expertise to screen a defined subset of manuscripts. This targeted approach guaranteed that early-stage editorial decisions were informed by relevant disciplinary knowledge, contributing to the overall quality and consistency of the review process and ensuring only high-quality papers were sent out for peer review.
However, as the collaboration progressed, it became clear that the journal would benefit from broader support across additional areas of the editorial workflow. In response to this changing need, and following in-depth discussions with the publisher, a comprehensive manuscript tracking system was developed. This detailed tracker allows the team to monitor the status of each manuscript in real time, flag potential issues early, and ensure that appropriate actions are taken in a timely manner.
The PA EDitorial team now plays an integral role in managing the editorial pipeline by working directly from this tracker. They focus on key intervention points, such as identifying papers requiring editorial or reviewer attention, ensuring timely follow-ups and escalating stalled cases through predefined channels. This structured, proactive approach has improved workflow transparency, reduced delays and enhanced overall efficiency within the journal’s editorial operations.
The PA EDitorial team currently perform the following tasks:
- Send reminders to editors, reviewers and authors.
- Monitor stalled papers using a defined escalation route.
- Triage papers for scope, plagiarism, previous publication and papermill suspicions.
- Source two reviewers per manuscript.
- Issue decision letters following the editor’s recommendation.
Ongoing Project Success
PA EDitorial was recently entrusted by the Editor-in-Chief with the responsibility of triaging the full cohort of submitted manuscripts in subject areas that had previously fallen outside the original scope of the project. After a collaborative discussion, the publisher endorsed this expanded role, recognising the value it would bring to the journal’s editorial workflow. The triage process is designed to promote greater consistency in manuscript handling, proactively identify and address potential issues at the initial submission stage and ultimately improve the efficiency of editorial operations.
Reviewer selection support provided by PA EDitorial has also played a pivotal role in streamlining the editorial process by significantly reducing the time burden on editors. By identifying and recommending qualified, relevant peer reviewers, PA EDitorial has enabled editors to focus more of their efforts on evaluating content quality and making informed editorial decisions. This targeted support has enhanced workflow efficiency and contributed to faster turnaround times, benefiting the overall manuscript review process and the journal’s reputation for timely, rigorous peer review.
By preparing and issuing decision letters based on the editor’s recommendation, PA EDitorial ensures consistency in messaging, reduces the administrative workload for editors, and helps prevent delays in the publishing workflow. This task also minimises the risk of errors or omissions in communication, reinforcing the professionalism and responsiveness of the journal.
PA EDitorial’s editor, author and reviewer reminder process plays a crucial role in keeping peer review on track. By proactively sending reminders at key points, such as pending reviewer invitations, overdue reviews, revision deadlines and pending editor decisions, PA EDitorial helps maintain momentum and prevents unnecessary delays. These reminders support accountability among all stakeholders and contribute to more predictable turnaround times, which are critical for author satisfaction and the journal’s reputation.
Regularly tracking the status of manuscripts and identifying stalled papers allows PA EDitorial to intervene before delays become systemic issues. Establishing a clear escalation route ensures that unresolved issues, such as unresponsive reviewers or inactive editors, are addressed promptly and efficiently. This proactive oversight not only improves overall workflow transparency and responsiveness but also safeguards the journal’s publication timelines and ensures that manuscripts continue to progress through the pipeline in a timely manner.
Key Outcomes & Takeaways
This case highlights PA EDitorial’s proven ability to deliver tailored, adaptive solutions that develop in response to the changing needs and operational challenges of academic journals. Through close collaboration and a deep understanding of editorial workflows, PA EDitorial has provided and sustained flexible support that has been instrumental in streamlining journal operations.
This contribution has been formally acknowledged by both the journal editors and the publisher, who have noted a marked improvement in the overall efficiency and consistency of journal management.
Over a two-year period, there was a 50% reduction in the time from submission to first decision. As a result, editors have been able to shift their focus back to the core academic responsibilities – reviewing, curating, and advancing high-quality scholarly content – while relying on PA EDitorial to manage operational and administrative complexities with confidence.