What CME Experts Want Writers to Know: Lessons from AMWA 2025
At the 2025 AMWA Annual Conference in Phoenix, three experienced CME professionals, Morgan Leafe, MD, MHA; Janet Manfre; and Núria Negrão, PhD, invited attendees into a frank conversation about how writers can strengthen their working relationships with clients. Their discussion blended practical advice with personal experience, offering a realistic look at what helps a project succeed from start to finish.
Understanding the Client Beyond the Initial Brief
The presenters began by acknowledging something familiar to many writers: clients often bring enthusiasm but not always a fully defined project scope. Morgan explained how she approaches these early conversations with a curated set of questions that help uncover goals, expectations, and preferred communication styles. Núria encouraged writers to step back and consider the broader purpose of any assignment. Understanding an organization’s mission and educational objective helps writers make informed choices about structure and content. Janet added that writers should not assume one client’s processes resemble another’s. She recommends asking for examples of formats, styles, or approaches that have worked well in the past. These small steps help prevent misalignment before it begins and allow writers to support clients more effectively.
Creating Clear Agreements That Protect Everyone’s Work
The conversation then turned to contracts, which serve as the foundation for a stable working relationship. Morgan noted that some clients do not provide a formal agreement, so she created her own template and continues to refine it as new situations arise. Occasional legal review, she added, helps ensure that the language is accurate and protective.
Several aspects of contracts often surprise writers who are early in their freelance careers.
Indemnification provisions may appear one-sided. Morgan encouraged attendees to ask for mutual indemnification and to be aware that some clients require business insurance.
Exclusivity clauses can limit a freelancer’s ability to take on other assignments, which Janet advised writers to consider carefully.
Intellectual property terms affect ownership of the final work. Morgan’s agreements specify that copyright transfers to the client only after full payment. Núria keeps ownership of certain methods she brings to her work, including specialized approaches to AI prompting.
The presenters emphasized that contracts should establish clarity, reduce misunderstandings, and help writers safeguard their time and contributions.
Staying Grounded When Projects Shift
Even well-planned projects can change once the work begins. Scope creep is all too common. The presenters discussed ways writers can continue to manage the project while maintaining productive relationships. Núria observed that the true scope often becomes clear only after the first draft is delivered. She encouraged writers to document any changes as they arise, including how they affect timelines, deliverables, and workload.
Feedback can present another hurdle. Janet urged writers not to interpret comments personally and to redirect conflicting instructions back to the project owner for resolution. Morgan encouraged curiosity, even when feedback seems positive but vague. Asking clients what is working well helps maintain clear communication and reduces the likelihood of surprises during revisions.
Payment follow-up can be uncomfortable, but it is part of freelance work. This is one reason there is a contract. Núria typically reaches out to the project lead, while Janet sometimes contacts Accounts Payable directly. Both approaches aim to maintain goodwill while ensuring writers are compensated for their work.
These examples illustrated that successful project management is as much about communication and expectation-setting as it is about writing itself.
Conclusion
The session concluded with a shared message. When writers invest time in understanding their clients, clarifying expectations, and maintaining open lines of communication, challenges become easier to navigate. Whether the issue is scope changes, feedback confusion, or delayed payments, strong relationships and clear documentation provide a reliable path forward. The presenters offered practical guidance that can help CME writers support their clients more effectively and protect the value of their own expertise.
About the author: Helen Wilfehrt is the owner of Wilfehrt Consulting LLC. She is a freelance biomedical writer and scientific and medical communications specialist, with clinical and HEOR experience. She is an ISMPP Certified Medical Publication Professional (CMPP). She earned her PhD in cellular and integrative biology from Northwestern University and her BS in biomedical engineering from the Johns Hopkins University.
