COMMUNICATION IN THE PROFESSIONS
Human Relation Versus Human Resources
• Maslow’s hierarchy of needs is a motivational theory
in psychology comprising a five-tier model of
human needs, often depicted as hierarchical levels
within a pyramid.
• The five levels of the hierarchy are physiological,
safety, love and belonging, esteem, and
selfactualization.
• Lower-level basic needs like food, water, and safety
must be met first before higher needs can be
fulfilled.
McGregor’s Theory is about managers and represents
the assumptions that they may have about organizational
functioning. The X manager is influenced by most
negative aspects of classical management theories, while
the Y manager follows the rules of the human relations
movement
HUMAN RELATION
• Focus: Human Relations theories emphasize
employee wellbeing, job satisfaction, and
interpersonal relationships within organizations.
• Goal: Managers strive to create a positive work
environment, improve morale, and reduce resistance
to formal authority.
• View of Employees: Employees are seen as
individuals with emotional needs. Satisfying these
needs leads to higher productivity.
• Communication: Emphasis on open
communication, teamwork, and understanding.
− Need for attention
− Social interaction
− Individual achievement
− If management pays attention to these, worker
productivity will increase
HUMAN RESOURCES
• Acknowledges contributions of the classical and
human relation approaches to organizing.
• Recognizes that individual labor is crucial in
meeting organizational goals
• Recognizes that everyone has feelings and needs
Emphasizes employees’ cognitive contributions
• Focus: Human Resources theories view employees
as valuable resources for the organization.
• Goal: Managers aim to maximize employee
potential and tap into their untapped resources.
• View of Employees: Employees possess not only
physical skills but also creative abilities.
Management should foster creativity and risk-taking.
• Communication: Constant, bi-directional
communication is essential. Decision-making
involves both management and workers.
Human Relations and Human Resources Basic
Components
1. A set of assumptions about people’s values and
capabilities.
2. Certain prescriptions as to the amount and kind of
participative policies and practices that managers
should follow, in keeping with their assumptions
about people.
3. A set of expectations with respect to the effects of
participation on subordinate morale and
performance.

What differentiates Human Relations from Human
Resources is the manager-employee relationship?
-A Human Relations manager strives to make employees
happier in order to receive a higher productivity from
them; while a Human Resources’ manager would see
employees as resources that contribute to the functioning
of an organization and needs of an individual.
What is Organizational Communication?
-the sending and receiving of messages among
interrelated individuals within a particular environment
or setting to achieve individual and common goals. It is
highly contextual and culturally dependent. Individuals
in organizations transmit messages through face-to face,
written, and mediated channels.
Internal-Facing Communication
an entire process within an organization. It includes how
information is shared up and down communication
channels, as well as laterally, in order to achieve the
organization's goals. Communication is shared in various
forms (verbal, written, and digitally), within teams and
company-wide.
External-Facing Communication
focuses on getting your brand message across to people
outside of your organization. That could be a big new
announcement, day-to-day social communication or
damage limitation following a product fault. In other
words, customers and potential investors
Cultural Approaches to Organizational
Communication
takes a humanistic look at an organization by
considering artifacts, values, and assumptions that occur
because of the interactions of organizational members.
1. Artifacts are the norms, standards, and customs you
see in organizational communication.
2. Values are those qualities, goals, and strategies that
upholds ideals within the members.
3. Assumptions are the beliefs that are often hidden
and hard to define.
Difference of Cultural Communications
1. Cross-cultural Communication is a field of study
investigating how people from differing cultural
backgrounds communicate, in similar and different
ways among themselves, and how they endeavor to
communicate across cultures
2. Intercultural Communication refers to the
communication between people from two different
cultures.
3. Multicultural Communication refers to
communication between people from different
cultural backgrounds. This term emphasizes cultural
diversity and involves people from varying
backgrounds, races, ethnicities, and religions.
Factors to be considered when communicating in a
Multicultural Organization
- Overcome language and cultural barriers
- Consider different cultural communication styles
- Plan projects around different time zones
- Allow prep time whenever your team needs it
- Be open to all cultures and their differences
- Organize a cross cultural training
- Avoid Stereotypes
- Practice empathy
- Deliver honest feedback
ORGANIZATIONAL SOCIALIZATION
-According to Daniel Feldman, organizational
socialization is "the process through which individuals
are transformed from outsiders to participating, effective
members of an organization."
-It is the process by which people learn about, adjust to,
and change the knowledge, skills, attitudes, expectations,
and behaviors needed for a new or changing
organizational role.
ORGANIZATIONAL MODEL
-A new theoretical model and recommendations for
future studies and organizational human resources and
management practices
THE SOCIALIZATION MODEL
-Feldman divides this process into three stages: getting
in (or anticipatory socialization), breaking in (or
accommodation), and settling in (often referred to as role
management), with process variables at each stage
indicating successful completion of events crucial to that
stage. The model also includes four outcome variables.
Stage 1: Anticipatory Socialization According to Michael Kramer, we can divide
The recruits, while still outsiders to the organization, organizational anticipatory socialization into two basic
anticipate the experiences they are about to encounter processes: recruiting and selection.
and begin to adapt themselves accordingly

Stage 2: Accommodation
"Breaking In". This stage begins the encounter with the
organization. Newcomers undergo initiation to their
tasks and to their workgroups with goals of changing and
reshaping inaccurate, unrealistic expectations.

Stage 3: Role Management

Feldman posts that in this stage the recruit attempts to
mediate two types of conflicts outside life conflicts and
2. Organizational Entry Assimilation
conflicting demands at work.
the process through which new employees integrate into
an organization
Outcomes
There are four outcomes in this model. General
satisfaction: Mutual influence (the degree to which the
recruit feels control over how work Is carried out;
Internal work motivation; and job involvement or
commitment to work.

3 Basic Stages of Organizational Socialization

Originally discussed and articulated by Frederic Jablin.

1. Anticipatory Socialization
2. Organizational Entry Assimilation
3. Organization Disengagement Exit
1. Anticipatory Socialization
-the period before an individual actually joins an
organization
Two Types of Anticipatory Socialization
A. Vocational Anticipatory Socialization
Focuses on the preparation and learning that individuals
undergo in anticipation of entering a certain profession
or career field.
3. Organizational Disengagement Exit
refers to a state where employees feel disconnected,
uninterested, and unmotivated in their work and the
organization as a whole.
GROUPTHINK
Groupthink is a psychological phenomenon in which
people strive for consensus within a group. In many
cases, people will set aside their own personal beliefs or
adopt the opinion of the rest of the group. People who
are opposed to the decision or opinion frequently remain
quiet to keep the uniformity in the crowd

Fredric Jablin explained that there are five influential
groups that affect our role anticipatory socialization:
family, media, peers, education, and previous
organizational experience.
B. Organizational Anticipatory Socialization
Is the process that a person seeks and gathers
information when looking for a new organization to join.
Refers to how people prepare themselves for admission
into a particular organization or workplace.
Signs of Groupthink
• Illusions of unanimous thinking - when member
think that they reached the consensus when everyone
comes to an agreement
• Illusion of morality - members believe that they are
unlikely to make wrong decisions
• Rationalization - is where members rationalize
threats to an emerging consensus.
• Shared stereotypes - when members dismiss
disconfirming information by discrediting its
sources. Self-censorship - member keep silent about
misgivings and minimize doubts
• Mindguarding - member protect a team from being CORRESPONDENCE
exposed to disturbing ideas Any written or digital communication exchanged by two
• Illusions of invulnerability - when members think or more parties
that teams past success will continue in the future. BUSINESS CORRESPONDENCE
• Direct Pressure - threating someone with different Written exchange of communication to support all
views business or office processes.
TYPES OF CORRESPONDENCE
FACTORS THAT CAUSE GROUPTHINK 1. Internal Correspondence
2. External Correspondence
Group Identity-When members of the group are similar Correspondence within the organization/office/
to one another. Members tend to think that their group is company:
strong or superior.
• Lends a meaning of definiteness to corporate
Low Knowledge- When they know that other members
policies.
are more smart, they are more likely to engage in
• Promotes understanding between the members and
groupthink.
departments
Leader Influence- Groupthink is more likely when
Correspondence with outsiders:
the leader has strong influence.
• Promotes image of the organization.
Stress- Members are placed under extreme stress and
• Clarifies its policies
moral dilemmas
• Keeps its legal entities intact
• Keeps its operations going
Groupthink Consequences and Potential Pitfalls
Purpose of Business Correspondence
• Blindness to potentially negative outcomes • Serving a notice
• Failure to listen to people with dissenting opinions
• Serving an order
• Lack of creativity
• Serving an instruction
• Lack of preparation to deal with negative outcomes Importance of Correspondence:
Overconfidence in decisions and inability to see
• Helps in maintaining a proper relationship.
other solutions
• Serves as evidence
• Resistance to new information or ideas
• Creates and maintains goodwill
• Not looking for things that might not yet be known
• Inexpensive and convenient
to the group
• Formal Communication
• Obedience to authority without question
• Helps in the expansion of business
Tips for avoiding groupthink
1. Encourage Different Views: Make it okay for
people to have different opinions.
2. Listen to Everyone: Everyone should have a chance
to speak up.
3. Question Ideas: Don't accept ideas without asking
questions or thinking them through.
4. Get Outside Input: Ask people from outside the
group for their opinions.
5. Rotate Leaders: Let different people lead
discussions to avoid one person's influence.
6. Look at All Options: Consider all possible choices
before making a decision.
7. Check Decisions: After deciding, review the choice
to see if it was the best one.
WHAT IS MEMO?
Documents sent within an organization “in house” to
pass along or request information, outline policies,
present short reports, and propose ideas.
HOW TO WRITE A MEMO?
• SUBJECT LINE: Write the focus and topic for
the subject line.
• INTRODUCTION: Write one or two clear
introductory sentences (What and Why)
• DISCUSSION: Respond with the reporter’s
questions. Make your information accessible by
applying highlighting techniques.
• CONCLUSION: Conclude with either a:
a. Complimentary Close- motivates readers and
leave them happy
b. Directive Close-tells readers exactly what you
want them to do next or provides dated action
ADDITIONAL TIPS
• Use parenthetical definitions for your audience.
• Use simple words, readable sentences, and
specific details.
• Write in informal, friendly tone.
• Use proper grammar.
WHAT IS E-MAIL?
Messages distributed by electronic means from one
computer user to one or more recipients via a network.
Although e-mails may have an informal feel, remember
that when used for business, it needs to convey
professionalism and respect.
HOW TO WRITE AN EMAIL?
• Recognize your audience
• Identify yourself
• Use the correct e-mail address
• Write an effective subject line.
• Keep the message brief
• Organize your e-mail
• Use highlighting techniques only when
necessary
• Proofread your e-mail
• Practice netiquette.
WHAT IS LETTER?
Brief messages sent to recipients that are often outside
the organization, printed on letterhead paper that
represents the business or organization and are generally
limited to one or two pages.
Forms of Letters
• Inquiry Letter
• Cover Letter
• Acknowledgment Letter
• Resignation Letter
• Complaints Letter
• Adjustment Letter
HOW TO WRITE A LETTER?
• Your language should be clear, concise, specific,
and respectful;
• Each word should contribute to your purpose;
• Each paragraph should focus on one idea;
• The parts of the letter should form a complete
message,
• Letter should be free of errors.
REMINDER!
• Think about the purpose and audience before
deciding on the correspondence type.
• Remember to always follow the 3 step writing
process: pre-write, write and re-write
• Ask your colleagues, or supervisors to assist
you.
Job Search Tips
• Identify your target role and companies.
• Set specific and achievable goals
• Learn in public and develop the personal brand.
• Apply, Reach out and follow up.
• Think creatively
• Prepare for interview.
• Make technology part of the job search plan.
• Salary negotiation.
• Networking-interacting and engaging with people
for mutual benefits.
• Write and rewrite resume and cover letter.
Resume
A resume is a document used by individuals to present
their background, skills, and accomplishments to
potential employers. It's essentially a summary of your
professional and educational experience, tailored to
highlight the qualifications that make you a strong
candidate for a particular job.
Writing resume
• Choose the Right Format
• List contact information
• Create a resume summary or objective
• Include work experience and achievements
• Include education
• List skills
• Add any additional relevant sections
Curriculum Vitae Dossier Contents
A curriculum vitae (CV) is a comprehensive document Cover Page (Download Template)
outlining your educational and professional history, Section 1: Distinctive Contributions and Achievements
typically used for academic or research positions. Section 2: Nomination Letter
Section 3: Teaching Statements
Writing Curriculum vitae Section 4: Student Perception of Teaching/Instruction
Its parts typically include: (SPOT/SPOI scores)
1. Personal Information Section 5: Letters of Recommendation and/or Peer
2. Education Evaluations of Teaching
3. Professional Experience Section 6: Additional Documentation Required
4. Skills appendix: SPOT form
5. Publications
6. Awards and Honors Portfolio
7. References Also called a "career portfolio," "job portfolio" or
"professional portfolio," a work portfolio is a way to
COVER LETTER display a comprehensive collection of your best work to
A cover letter is a one-page document you send with potential employers.
your resume that provides additional information about
skills and experiences related to the job you're pursuing. Some jobs that require a portfolio include;
Cover letters are a documented letter structured in • Modeling
paragraphs which explains in detail why you're the best • Writing
fit for the job and company. • Photographer
• Graphic Designer
Types of Cover Letter • Artist
• Application Cover Letter • Interior Designer
• Referral Cover Letter • Videographer
• Letter of Interest • Computer Programmer
• Value Proposition Letter
What is the meaning of “Interview”?
How to write a cover letter in 6 steps An interview is a conversation between two people, the
1. Start with your header interviewer and the interviewee. During an interview,
2. Include a greeting questions are asked by the interviewer to obtain
3. Write an opening paragraph information from the interviewee.
4. Add a second paragraph What is the meaning of “Job interview”?
5. Finish with a closing paragraph Job Interviews are a process a person has to go through
6. End with a professional signoff to get a job he wants. Job interviews are usually face-to-
face interviews and it includes some paperwork.
TEACHING DOSSIER Advantages
A teaching dossier is a combination of documents- • Deep and free response
narrative descriptions of teaching, sample teaching • Ability to probe, follow-up and clarify
materials and teaching evaluations-that highlight and misunderstandings
summarizes the educator's teaching experience. • Flexible and adaptable
Provides an overview of your teaching Disadvantages
• Experience • Costly
• Ideas • May be difficult to summarize responses
• Practices • Possible biases
• Reception by students/colleagues
CLASSIFICATION OF INTERVIEWS
Sometimes called a Teaching Portfolio ACCORDING TO STRUCTURE
• A personal narrative about your relationship to 1. Structured/ Direct Interview- Also called
teaching standardized interviews as they are pre-planned to a
high degree of accuracy and precision.
2. Unstructured/ Open-Ended/ Indirect Interview-
Not directed by questions or comments as to what
the candidate should be asked. No set format is
followed.
3. Semi-Structured Interview- General set of
questions are asked but the interview flow like a
conversation and topics are covered as they come up.
Interview Preparation
1. Reviewing the job description
2. Thoroughly researching the company
3. Thinking about what you will wear
4. Planning your journey to the interview
5. Preparing for questions you will be asked
6. Preparing your questions for the employer

ACCORDING TO PURPOSE ANSWERING INTERVIEW QUSTIONS

1. Stress Interviews- This type of interview is a very • Understand the Question
common interview method when selecting for a sales • Provide Relevant Examples
position. The interviewer adopts hostile behavior and • Use the STAR Method
deliberately puts the candidate on the defensive by • Be Honest and Authentic
trying to annoy, embarrass or frustrate him. • Tailor Your Answers
2. Appraisal / Assessment Interview- A discussion • Stay Positive
following a performance appraisal. The supervisor • Practice Active Listening
and employee discuss the employee's rating and
• Ask for Feedback
possible remedial actions to be taken.
3. Exit Interview- When an employee leaves the
company for any reason, an exit interview is
conducted.

CLASSIFICATION OF ADMINISTERING
INTERVIEW
1. One on One Interview- Single interviewer who
takes interview one by one. It can be structured,
unstructured, or semi-structured.
2. Sequential / Serial Interview- Applicant is
interviewed sequentially by several interviewers.
3. Panel / Committee Interview- A panel interview HOW TO CLOSE AN INTERVIEW
comprises more than two members interviewing a Express Gratitude
person for the hiring. Remember to maintain a confident and professional
demeanor throughout the closing process. Leaving a
DO'S AND DON'TS FOR AN INTERVIEW positive lasting impression can significantly impact the
DO’s interviewer's perception of you as a candidate.
1. Groom yourself well and show enthusiasm
2. Be polite, assertive and firm
3. Be genuine and truthful when you reply
4. Look into the eyes of the interviewer while talking to
him/her
DONT’s
1. Do not answer before the question has been
completed
2. Do not be rude or get into an argument with the
interviewer
3. Do not fiddle with your tie or pen
Designing Successful Documents and Visuals
4. Do not be unclear about your expectations from the
Document design is the process of choosing how to
job present all of the basic document elements so your
document's message is clear and effective.
The 5 Elements of Document Design
• Text/ Typefaces • Graphics • White Space
• Visuals • Color
 Principles of Document Design
Contrast-According to the principle of contrast,
different elements on a page should be formatted in
distinct ways. That is, if things are different, they should
be noticeably and obviously different.
Repetition-Repetition is the concept for providing visual
consistency across a document.
Alignment-Alignment provides structure for a page and
influences how a reader approaches the information
presented; it also influences the order in which
information is examined.
Proximity-The final principle of document design—
proximity—means making sure elements th-at are more
closely related to each other conceptually are more
closely positioned to each other on the page.
Characteristics of Successful Documents and Visuals:
• easy to read
• easy to understand
• simple yet concise
Page Layout-Each of your pages needs to coordinate
space and text pleasingly. Too much or too little of one
or the other can jeopardize the reader's acceptance of
your message. To design an effective page layout, pay
attention to the following elements.
− White Space-Part of a document that is blank
Academic writing, we use double-spacing to read
easily and for feedback.
In business writing, we use a single-spaced format with
an added line of white space between paragraphs.
− Margin-amount of white space left around the
written text of a page
-to define where a line of text begins and ends
− Line length-Most readers find a text line of 10 to 14
words, or 50 to 70 characters (depending on the type
size you choose),comfortable and pleasing to read.
-Excessively long lines that bump into the margins
signal that your work is difficult to read.
− Column-Document text can be organized in either
single-column or multi-column formats. -Memos,
letters, and reports are usually formatted without
columns, where as documents that intersperse text
and visuals (such as newsletters and magazines)
work better in multicolumn formats.
− Typography-is the art and technique of arranging
the letters and words so that the contents is
understandable, clear, and visually appealing to the
readers.
Why typography is important?
− Readability
− Hierarchy
− Brand Personality
− Visual Appeal
− Consistency
− Font-A font is a set of graphical characters or
symbols, including letters, numbers, and punctuation
marks, that share a consistent style and design.
− Typeface- Typeface refers to a set of one or more
fonts that share common design features. •Typeface
refers to a set of one or more fonts, along with
stylistic variations, such as bold, italic, and regular.
The important aspects of a typeface include:
− Style
− Weight
− Size
− X-height
− Character width
− Character spacing
− Font Size- In typography, font size refers to the size
of the characters in a text. It determines how big or
small the text appears. It's typically measured in
points (pt), with one point equal to 1/72 of an inch.
Justification and Alignment
Alignment
is how text flows in relation to the rest of the page (or
column, table cell, text box, etc.)
Importance
− Alignment is crucial in design because it helps create
a visually appealing and organized layout.
− Proper alignment improves readability, makes
content easier to scan, and enhances the overall user
experience.
− By aligning elements effectively, you can establish a
clear hierarchy, guide the user's attention, and create
a sense of order and professionalism
4 Main Alignments
1. Left-aligned text is text that is aligned with a left
edge.
2. Right-aligned text is text that is aligned with a right
edge.
3. Centered text is text that is centered between two
edges.
4. Justified text is text with straight edges on both sides
of the paragraph.
Justification
controls the spacing between words. A justified text
increases the space between words to fill the entire line
so that it is aligned with both the left and right edges.
Advantages
• It allows for alignment of text on both the left and
right margins.
• This creates a clean and professional look, especially
in documents, presentations, and web pages.
• By using the justify key, the text is evenly
distributed, enhancing readability and visual appeal.
• It also helps create a sense of structure and
organization in the content, making it easier for the
reader to follow along.
Disadvantages
• It can create uneven spacing and rivers of white
space that hinder readability.
Indentation
• In many documents, indenting is a good way to
distinguish the start of a new paragraph, especially
when there is no paragraph spacing.
• It adds structure to your document by allowing you
to separate information.
Most Common Types of Indents
1. First-Line Indents- indent only the first line of each
paragraph.
2. Hanging Indents- indent every line except for the
first line. It is commonly used in reference and
bibliography.
Why Indent?
• Large chunks of continuous text can be visually
overwhelming and intimidating to readers. To avoid
confusion, you can indent paragraphs, marking a
brief pause in the text while maintaining its flow.
Heading
• Headings clarify your organization and tell your
readers what to expect in each section.
• Use headings to break content into chunks that are
easier to digest and understand.
• Keep your headings brief and informative so that
you readers can use them as cues.
• Write in PARALLEL structure
Common Types of Heading
• NOUN PHRASES can cover a variety of topics.
• QUESTIONS can evoke reader interest.
• GERUNDS and -ing phrases can explain instructions
or solve problems.
• IMPERATIVE SENTENCES can give advice or
directions.
Guidelines for formatting heads and Subheads
− Insert white space between the sections to make
room for the head. Leave at least two additional
spaces above and below a head to set it off from a
previous section.
− Be consistent in the way you print each type of head-
that is, center each head or align it flush with the left
margin.
− Use larger type size for heads and subheads than for
text; major heads should be larger than subheads. If
your text is in 10-point type, your heads may be in
16-point type and your subheads in 12- or 14-point
type.
− To further differentiate heads from subheads, use all
capital letters, initial capital letters (capitalize the
first letter of each important word), boldface, or
italics.
− If you are using a color printer, consider using a
second color for major heads.
Using Colors
in workplace documents is a good way to enhance
readability, break up long segments of text, and tie
important ideas together.
Using Color Guidelines
• Estimate how color will look on the page
• Make text colors contrast sharply with background
colors
• Use no more than 2-3 colors on a page, unless there
are graphics
• Too many bright colors overwhelm the eye
• Select "cool" colors
• Use colors that respect international readers
Using Effective Visuals
• Use only when relevant to your purpose and
audience
• Use in conjunction with written wark
• Experiment with different visuals.
• Use easy-to-read visuals
• Consider how they will look on the page.
• Be prepared to revise and edit
• Take advantage of scanners.
Guidelines for Visuals
1. Define your visual's purpose
2. Note where you got the visual from.
3. Put the visual in the right spot.
4. Give a quick intro to the visual.
5. Explain what the visual shows.
GRAPHS AND CHARTS serve the purpose of visually
representing data to make it easier to understand and
analyze patterns, trends, and relationships. They are
commonly used in Business presentations, teachers’
visual aids, research data analysis and more
Types of Graphs & Charts
Pie Chart - are used to represent the percentage or
proportion of the whole.
Area Chart - are ideal for showing cumulative data
trends over time.
Other Types of Visuals
Diagram - use visual symbols and annotations to
explain concepts, processes, or systems
Photographs - capture real-world scenes or moments to
provide visual context or storytelling elements.
Tables - organize and present data in rows and columns
for easy comparison or reference.
Icon - are simplified graphical representations used to
symbolize concepts, actions, or objects in a compact and
recognizable form.
TimeLine - visually depict chronological sequences of
events, milestones, or historical periods.
Steps in Designing Successful Documents
1. Consider the purpose of the document
2. Develop a content outline
3. Design the document
4. Determine who your audience is
5. Write the content
6. Print the document
PROJECT PROPOSAL
• Document that use to convince a sponsor that a
project needs to be kicked-off.
• Describes in depth, how the project is going to
commenced.
• Present your idea to a client/stakeholder/decision
maker.
THE 5 TYPES OF FORMAL PROJECT
PROPOSALS
FORMAL PROJECT PROPOSALS
Detailed document that outlines the proposed work for a
project and is used to request funding or support from an
organization or funding agency
INFORMAL PROJECT PROPOSALS
Less formal proposal that may be used to pitch an idea
for a small or informal project, or to explore the
feasibility of a larger project before committing to a
more formal proposal
RENEWAL PROJECT PROPOSALS
Created and sent when your involvement in an ongoing
project has finished, contractually, but you want to
renew your existing contract and continue to work on the
project.
COMMUNICATION PROJECT PROPOSALS
Proposal that outlines a project related to communication
or media, such as a social media campaign, a public
relations initiative, or a marketing campaign.
SUPPLEMENTAL PROJECT PROPOSALS
Asks for an increase in support for a proposal that has
already been funded.
FORMAT OF THE PROJECT PROPOSALS (Main
parts)
1. ABSTRACT/EXECUTIVE SUMMARY
It is the important detailed summary or the overview of
what you are proposing. It is a condensed version of a
longer piece of writing that highlights the major points
covered, concisely describes the content and scope of the
writing
PARTS OF AN ABSTRACT
a) The Problem Statement -It is 1 to 2 paragraphs that
state the problem need to be addressed.
b) Project Objective -Plan to achieve by the end of
your project.
c) Solution -It is 1 to 2 paragraphs contain the short
detailed description of the project.
d) Implementing Organization -People or
organization that seek to implement the project.
e) Key Project Activities- The main project activities
f) The Total Project Budget -Explain the total
amount of money needed in the project
g) Funding Requirements - explains how much
money the project now needs, when is it needed, and
what the project plans to do with it.
h) Future Funding Plans-Outline of the plans or
funding of the project in the future
i) Organization and its Expertise-Name, history,
purpose, activities, and capacity to carry out the
proposal (one paragraph).
2, PROJECT JUSTIFICATION
One of the most important parts of the project proposals
that provide the rationale for the project. Explain why
we need to implement a particular solution to the
problem.
PARTS OF A PROJECT JUSTIFICATION
a) Problem Statement -Describes the current issue,
challenge, or need that the project aims to address..
b) Justification of the Problem-State why the issue is
a problem for the community or society as a whole
c) Statement of the Need- Two or three paragraphs to
inform the readers about the issues, and presents the
facts, and evidence that support the need for the
project
• CONTEXT - describe the social, economic,
political, and cultural background that affects the
project.
• THE PROPOSED INTERVENTION - state the
strategy choices for solving the problem and tell the
funder how it will lead to improvement.
• THE IMPLEMENTING ORGANIZATION –
describe in detail the organization that will be behind
the proposed project
3. PROJECT DESCRIPTION
Accurate description of the project in a way that is
interesting and compelling.
PARTS OF PROJECT DESCRIPTION
Objectives of the Project
tangible outcome or benefit of the project.
Methods
detailed description of the activities that will lead to
achieving the said objectives.
Staffing and Administration
Outline of the number of staff, their qualifications, and
what they will be doing towards the realization of the
laid down objectives.
Evaluation
methods that you will use to evaluate the success of the
project.
Sustainability
Explain how the project would stay sustainable.
4. TARGET GROUP
Describe in detail the size and characteristics of the
target groups such as their ages, ethnicity, and other
important demographics.
5. PROJECT IMPLEMENTATION
Describe the activities and resources that are required to
achieve the objectives of the project.
a) ACTIVITY PLAN - provide specific
information and explanations of each of the
planned project activities.
b) RESOURCE PLAN - the resource plan should
provide information on the means necessary to
undertake the project.
6, BUDGET
Provide a summary of direct and indirect expenses, a
revenue, for the completion of the project.
7. MONITORING AND EVALUATION
Define the indicators that will show the objectives of the
proposal have been met. The project proposal should
indicate:
a. How and when the project management team
will conduct activities to monitor the project's
progress:
b. Which methods will be used to monitor and
evaluate, and
c. Who will do the evaluation?
8. REPORTING
A report should outline the expected schedule of project
progress.
9. MANAGEMENT AND PERSONNEL
This typically include individuals involved in the
planning, execution, and monitoring of the project. This
may encompass:
1. Project Manager
2. Team Members
3. Stakeholders
4. Support Staff
10. CONCLUSION
The final pitch for the project.
SCHEDULING
Scheduling involves planning and organizing the timing
of messages or interactions to achieve specific goals.
Benefits of Scheduling
• Efficiency
• Ensuring Timely Delivery
• Avoiding Conflicts or Misunderstandings due to
Poor Timing.
TYPES OF INPUTS TO CREATE A PROJECT
SCHEDULE:
1. PERSONNEL AND PROJECT CALENDARS-
Understanding working days, shifts, and resource
availability will affect the project.
2. DESCRIPTION OF PROJECT SCOPE-
Determine key start and end dates major
assumptions behind the plan, and key constraints and
restrictions.
3. PROJECT RISKS- Make sure there's enough extra
time to deal with identified risks - and with
unidentified risks
4. LIST OF ACTIVITIES AND RESOURCE
REQUIREMENTS- Resource capabilities and
experience you have available affect the schedule
PROJECT MANAGER
Should be aware of deadlines and resource availability
issues that may make the schedule less flexible.