Writing Journal Articles and Proposals – A Primer

Writing Journal Articles and Proposals – A Primer

Why publish?Why publish?12-2

How to get your article publishedHow to get your article published12-3

Think about WHY you want to publish your work.

� Is it new and interesting?� Is it a current hot topic?� Have you provided solutions to some difficult problems?� Are you ready to publish at this point?

If all answers are “yes”, then start preparations for your manuscript

Identify the right audienceIdentify the right audience12-4

Identify the audience

Verify their interest in the topic

Determine the range of interest – local versus international

Select the right journal for publication

Common problemsCommon problems12-5

� Submission of papers which are clearly out of scope� Failure to format the paper according to the Guide for Authors� Inappropriate (or no) suggested reviewers� Inadequate response to reviewers� Inadequate standard of English� Resubmission of rejected manuscripts without revision

What makes a good manuscriptWhat makes a good manuscript12-6

� Contains a clear, useful, and exciting message.

� Flows in a logical manner that the reader can follow.

� Is formatted to best showcase the material.

� Is written in a style that transmits the message clearly.

Words..are all that I have..Words..are all that I have..12-7

qThis is NOT a creative writing process.

qJournal space is precious.

qBe concise.

qIf clarity can be achieved in n words, never use n+1.

The general structureThe general structure12-8

Title - What’s in a name?Title - What’s in a name?12-9

AbstractAbstract12-10

IntroductionIntroduction12-11

Pitfalls of the introductionPitfalls of the introduction12-12

Methods SelectionMethods Selection12-13

ResultsResults12-14

ResultsResults12-15

DiscussionDiscussion12-16

More pitfalls to be aware of More pitfalls to be aware of 12-17

ConclusionsConclusions12-18

AcknowledgementsAcknowledgements12-19

ReferencesReferences12-20

Cover letter – Direct Talk!Cover letter – Direct Talk!12-21

Suggest potential reviewersSuggest potential reviewers12-22

Workflow of ReserachPublication

Workflow of ReserachPublication

12-23

Writing ProposalsWriting Proposals

OBJECTIVEOBJECTIVE

æTo buy a serviceæTo convince the reader of the existence of a situation and to take a course

of actionæTo convince your department of your need for a new technologyæTo provide you with funds (loan/grant)

TYPES OF PROPOSALSTYPES OF PROPOSALSæ Internal and External-according to the target audience

æSolicited and unsolicited-according to the source

æBusiness Proposal, Research Proposal, Technical Proposal- according to contents and objectives of the proposal

Internal ProposalInternal ProposalWritten to someone within your organization ex:The chairman of a company asks the personnel manager to develop a

training program for the new recruitsæNo need to include qualifications/bulky informationæCan be submitted in the form of manuscript/memo. æContent of an internal memo comprises of the problem, suggested solution,

the financial effect and how the suggested plan is better than the existing one

External ProposalExternal ProposalæWritten from one separate, independent organization or individual to

another such identity .æRecipients could be existing or prospective clients

ex:An independent consultant can propose to do a project for another firm / An advertising agency may propose to design a scheme for a nationwide ad campaign for a bank

Differences between Internal and External Proposals

Differences between Internal and External Proposals

Internal ExternalæAre the basis on which

decisions are taken within the organizationæAre the basis on which

contracts could be drawn upæAre not competing with other

proposalsæNot a legal binding

æAre prepared for recipients outside the organizationæMay often compete for

businessæIf accepted, external

proposal become legal binding

Solicited ProposalSolicited ProposalæResponse to some invitation by other companiesæCompanies invite proposals from goods/service providers to compete for

the business. Such invitations are called Request for Proposals (RFP)æRFP contains details about the project, its nature, specifications, a time

frame and an approximate costæRFPs are sent to various reputed companies and are also published in

newspapers and magazinesæAs a response to such invitations, business proposals are made

Unsolicited ProposalUnsolicited ProposalæGenerally promotional in natureæWhen you initiate a proposal yourselfæGenerally persuasive in nature and claim to solve an existing problem in a companyæ Form of detailed advertisement/brochure that introduces the company to

prospective customers showing variety of services it could provide , range of expertise it possesses and possibly earlier clientele

æ Can be internal/externalæ Ex: you perceive that some changes in the hiring policies of your company could

improve morale and performance of company’s employers-unsolicited internal æ Ex: a govt agency is attempting to improve working conditions and advertises the

availability of funds for rectifying common problems. The agency invites any qualified person to submit a grant proposal using agency’s guidelines.-external solicited document

æBusiness Proposal-If a proposal deals with any aspect of business , commerce or industry

æResearch Proposal-If it is concerned with a project requiring scientific enquiry or systematic investigation

æTechnical Proposal-When the objective of proposal is to modify or create something requiring technical knowledge and skills.

Classification According to Contents and Objectives of the Proposal

CHARACTERISTICSCHARACTERISTICSAIDAæAttention-is caught towards what is being proposedæ Interest-is created by pointing out how the plan would be executedæDesire- to accept by highlighting the benefits or advantages that would

accrueæAction-An impulse for action is induced by persuasive reasoning

STRUCTURE (structure of solicited proposal is determined by the person or organization inviting it. In Unsolicited proposal there is choice in respect of elements to be included and in their sequencing. )

STRUCTURE (structure of solicited proposal is determined by the person or organization inviting it. In Unsolicited proposal there is choice in respect of elements to be included and in their sequencing. )

1.Title Pageæ Cover of the proposalæ Contains-title, name & designation of proposer, name of the

organization to which he belongs to, month & yr of submission2.Table of Contents-given only when the proposal is long running into

15 or more pages

STRUCTURE (contd..)STRUCTURE (contd..)3. Executive summary-æ Summary of entire proposalü Problemü Solution (what will take place/how many people will benefit/where it will operate/for

how long/who will staff it)ü Funding requirementsü Organization & its expertise4. Statement of the Problem-æ Enables the reader to learn more about the issuesæ Presents the facts and evidence that support the need for the projectæ Establishes that your organization understands the problem and can reasonably

address them

STRUCTURE (contd..)STRUCTURE (contd..)5. Objectives-æTo what extent your proposal is going to solve the problem or effect the

change should be clearly specifiedæMay be listed in terms of long term and short term goals

STRUCTURE (contd..)STRUCTURE (contd..)6. Technical Plan-æDescribe In technical terms how the proposal would solve the problemæDiscuss theoretical principles / analytical or experimental methods to be

followedæEquipment/instruments/materials needed and how you are going to utilize

them to execute the proposed project.æ In case of production of a new instrument, component or part of a machine,

highlight technical/operational advantages that would accrue from it.

STRUCTURE (contd..)STRUCTURE (contd..)7. Management PlanæDescribes how you will accomplish the proposed taskæ Indicates plan of action (division of work/time required for completion),

facilities required/personnel who will execute the projectæPlan of action should specify how work will be divided, who will be

responsible for each division and time requiredæProvide a brief description of qualifications , achievements and experience

of personnel involved in execution

STRUCTURE (contd..)STRUCTURE (contd..)8. Cost Estimate-æ Kingpin in the proposalæ Solicited-cost data required would be already indicated, only supply informationæ Unsolicited-show all the items of anticipated expenditureæ Estimate should be realistic & completeæ Include the amount required for the following items-materials/equipment/computer

time/lab testing/salaries of personnel /travel/office/contingencies/infrastructural facilities (land, building, water, electricity..)

æ 9. Conclusion (optional)-state briefly the significance of the project and highlight once again the benefits

Proposal Layout & DesignProposal Layout & DesignæTimes Romanæ10-12 point typeæUse of color whenever possibleæUse of graphics

Simple Proposal FormulaSimple Proposal Formula

æWho (will do the work/is responsible or to be contacted)æWhat (needs to be done or delivered/cost)æWhere (will the work be done/will it be delivered)æHow (will it be managed/long will it take/will the work benefit the customer)æWhen (will you start/will the project be complete/is payment due)æWhy (should the customer selected the proposal)

Tips for Effective ProposalTips for Effective ProposalæSpecify the scope clearly.æBe realistic in your estimate of time, money and personnel required.æEstablish your credentials for accomplishing the task.æHighlight the benefits that would accrue to the customer.æKeep the proposal short and precise.æUse plain language.æEnsure that the presentation and layout are neat and attractive.

RFP response - SampleRFP response - Sample12-43

Tools!Tools!12-44