5.2 Workflow and Adoption Plan¶
What you will learn on this page
- How to define your AI-use boundary in the first 5 minutes
- Time-boxed workflows for 30 minutes, 60 minutes, and one week
- Section-specific workflows
- A phased adoption plan (Phase 1–4)
- Strategies by English proficiency level
- A complete schedule from drafting to submission
- How to measure adoption effects
Define your AI-use boundary (the first 5 minutes)¶
Define “what AI does” and “what you do” once at the beginning. This reduces hesitation later.
I am writing an academic paper in English.
I will use AI only for:
(1) organizing structure,
(2) paraphrase options,
(3) explanations of grammar and usage,
(4) checking logic,
(5) turning checks into a checklist.
Do not add content, generate facts or citations, or suggest anything that could lead to fabricated sources.
Please support me under these rules.
Save this in Custom Instructions or Projects
If you register this rule statement in ChatGPT’s Custom Instructions or Claude’s Projects, you will not need to type it every time. This alone prevents the “I accidentally delegated everything” failure.
Time-boxed workflow examples¶
A 30-minute workflow (minimum progress on a busy day)¶
Spend the first 10 minutes writing by yourself. Bullet points or Japanese are fine. This fixes content ownership on your side.
Spend the next 10 minutes asking AI for diagnosis only.
This is my draft. Do not add content.
From the perspectives of:
(1) logical leaps, (2) unclear demonstratives, (3) subject–predicate alignment,
(4) punctuation and connectors,
identify up to five issues.
For each, provide a short revision policy.
Do not rewrite the full text.
[Draft]
Use the final 10 minutes to revise by yourself. Limiting adoption to about two suggestions helps preserve learning benefits.
A 60-minute workflow (move a draft forward)¶
In the first 15 minutes, decide which IMRaD section you will work on and write a one-sentence “core claim” for that section.
I want to express the core claim of the next section in one English sentence.
I will write the core idea in Japanese. Convert it into clear English around CEFR B2.
Use a short subject and an early main verb.
Do not add new content.
[Japanese one sentence]
In the next 20 minutes, expand a paragraph around that core sentence. A safe approach is: have AI propose options, then you choose.
Use the final 25 minutes for quality: fix tense and causal language so reviewers do not misread your claims.
A one-week workflow (also aiming for skill growth)¶
| Day | Theme | Time | What you do | AI role |
|---|---|---|---|---|
| Mon | Write by yourself | 60 min | Write 200+ words yourself | Do not use |
| Tue | Diagnosis | 30 min | Confirm issues and revise yourself | Identify weaknesses only |
| Wed | One-sentence improvement | 30 min | Refine five core sentences | Provide three options |
| Thu | Phrase building | 30 min | Add three items to your personal phrase list | Suggest paraphrase options |
| Fri | Consistency | 45 min | Check Abstract vs main text consistency | Summarize and flag inconsistencies |
| Weekend | Read aloud | 20 min | Read aloud and fix unnatural sentences | Sentence-level support |
How to Write a Lot
Paul J. Silvia (a psychologist) published How to Write a Lot: A Practical Guide to Productive Academic Writing in 2007 and released a revised 2nd edition in 2019. His message is simple: productive writers are not “more talented,” they protect scheduled writing time. He warns that “waiting for inspiration,” “waiting until you have a large block of time,” and “binge writing” can increase anxiety and procrastination. Instead, he recommends building a regular writing habit, even if the sessions are short, and defending writing time as non-negotiable.
Section-specific workflows¶
The balance of AI use differs by section.
Introduction¶
1) Read prior studies yourself and take notes (do not delegate)
2) Clarify the gap and purpose in Japanese
3) Create an hourglass outline
4) Ask AI to diagnose structure (content addition prohibited)
5) Convert paragraph by paragraph (core sentence → options → expansion)
6) Check tense and citation format
Key point: selecting and interpreting literature is entirely your responsibility. Use AI only for structure and expression support.
For move structures and conventional expressions, see:
2.2 Checking Conventional Expressions with Corpora
For a hands-on Introduction workflow, see:
3.2 Writing the Introduction and Background
Methods¶
1) Write procedure notes as bullet points (Japanese is OK)
2) Confirm reproducibility information (participants, tools, procedure, analysis)
3) Convert section-by-section into English (past tense, mostly passive)
4) Ask AI to evaluate reproducibility (“Could someone replicate from this?”)
5) Verify numbers and versions yourself
Key point: accuracy is the top priority. AI can help convert language, but never let AI fill numbers or facts.
See:
3.3 Writing the Methods Section
Results¶
1) Run analyses and confirm outputs (match code and data)
2) Format statistical reporting (APA style)
3) Create figures/tables and confirm mentions in text
4) Ask AI for an “objectivity check” (no interpretation leakage)
5) Confirm no missing results by research question
Key point: never let AI generate numbers. Use it only to check reporting format.
See:
3.4 Writing Data Analysis, Results, and Discussion
Discussion¶
1) Summarize main findings in one sentence each
2) Organize consistency/inconsistency with prior work yourself
3) Ask AI to diagnose structure (summary → interpretation → comparison → implications → limitations)
4) Check alternative explanations
5) Check hedging balance
6) Write limitations and future directions
Key point: Discussion is where the author contribution is most visible. Use AI only for structure and expression checks.
See:
3.4 Writing Data Analysis, Results, and Discussion
Abstract (write it last)¶
1) Finish the full paper first
2) Summarize purpose, method, results, and conclusion in Japanese
3) Ask AI to convert it into English (state word limit)
4) Check consistency with the main text
5) Confirm the venue’s word limit and format
For Abstract moves, see:
2.2 Checking Conventional Expressions with Corpora
Phased AI adoption¶
Phase 1: Checking and proofreading (low risk)¶
Lowest risk and easiest to start. Grammar checks, spelling, and style consistency checks. You are only asking AI to “inspect” what you already wrote.
Phase 2: Expression improvement (medium risk)¶
Refine your own text: paraphrase options, style improvements, connector suggestions. Keep the rule “content is mine, expression is supported.”
Phase 3: Structure and logic support (medium to high risk)¶
Ask for structure and logic feedback: outline checks, logical leap detection, paragraph structure suggestions. You must judge whether suggestions are valid in your research context.
Phase 4: Draft support (high risk)¶
Involve AI in draft generation such as Japanese skeleton → English expansion.
Phase 4 cautions
At this phase, AI-use disclosure becomes essential. Do not use generated text as-is. Include a process where you revise and choose output with your own judgment. See:
4.3 Submission Preparation and Reviewer Response
A gradual adoption schedule¶
- First 1 to 2 weeks: Phase 1 only (use like a grammar tool)
- Next 2 to 4 weeks: add Phase 2 (practice choosing among options)
- After 1 to 2 months: add Phase 3 (integrate logic checks)
- After you are comfortable: add Phase 4 carefully (disclosure and logs become routine)
Strategies by English proficiency level¶
TOEIC 350 to 500 (beginner to lower-intermediate)¶
| Recommended phases | AI focus | Learning focus |
|---|---|---|
| Phase 1–2 | grammar checks, paraphrase options | always read the reason for each correction and collect patterns |
Caution: if output exceeds your understanding, do not adopt it. Start with improving 1 to 2 sentences, then expand to paragraph-level work.
Prompt: output matched to my level
TOEIC 500 to 650 (intermediate)¶
| Recommended phases | AI focus | Learning focus |
|---|---|---|
| Phase 1–3 | expression refinement, logic structure checks | strengthen the skill of choosing among options and grow a personal phrase list |
Caution: focus on “choosing among three options.” Learn section conventions intentionally.
TOEIC 650 to 700+ (upper-intermediate and above)¶
| Recommended phases | AI focus | Learning focus |
|---|---|---|
| Phase 1–4 | full use with voice preservation | compare AI output with your own phrasing and maintain specificity |
Caution: overreliance can erase your style. Periodically compare “written without AI” versus “written with AI support.”
An 8-week schedule to submission¶
A practical eight-week schedule for a first English paper submission.
| Week | Task | AI role | Related pages |
|---|---|---|---|
| Week 1 | choose topic, read literature, finalize RQs | suggest search directions only | 2.1, 2.2 |
| Week 2 | outline, write Methods | structure check, English conversion | 2.1, 3.3 |
| Week 3 | write Results, create figures/tables | check reporting formats | 3.4 |
| Week 4 | write Introduction | structure diagnosis, phrasing options | 3.2 |
| Week 5 | write Discussion | logic check, hedging balance | 3.4 |
| Week 6 | write Abstract and title, revise whole paper | consistency checks, remove wordiness | 3.1, 3.5 |
| Week 7 | grammar checks, reference maintenance, AI disclosure | grammar and format checks | 4.1, 4.2 |
| Week 8 | final checks, cover letter, submission | style-guide compliance checks | 4.3 |
Recommended drafting order
This order helps you build discussion grounded in data.Measuring adoption effects¶
Measuring effects objectively helps you revise your plan.
| Metric | How to measure | Target |
|---|---|---|
| Writing time | record time by section | 20 to 30% reduction |
| Dependence | estimate how much you can write without AI | dependence does not increase |
| Revision behavior | number of AI suggestions edited vs adopted | more editing suggests stronger judgment |
| Reviewer feedback | number of English-related comments | decreasing trend |
| Personal phrase list | number of phrases and reuse rate | increases and is actually used |
A periodic growth test¶
Regularly write one paragraph without AI and track improvements.
- Write a paragraph (150–200 words) without AI
- Ask AI to diagnose it
- Record the number and types of issues
- Compare with the same test from three months ago
If the number of issues decreases, your English ability is improving.
Common pitfalls and avoidance¶
| Stage | Pitfall | Avoidance |
|---|---|---|
| Preparation | start without a rule statement | save rules in Custom Instructions or Projects |
| Self-writing | let AI write first | always draft yourself, then request diagnosis |
| AI diagnosis | adopt every suggestion | limit adoption to 2 to 3 items and note why |
| Choosing options | select the “prettiest” sentence | prioritize accuracy over elegance |
| Polishing | paste AI output as-is | deliberately reinsert your own phrasing |
| Final checks | stop at grammar only | also verify citations, numbers, and style consistency |
| Submission | forget AI disclosure | include it in your checklist |