How to Write a Cover Letter for a Project Management Job

Difficulty: Moderately Easy

Instructions

Step 1

** Cover letter basics **

Before we learn how to tailor a cover letter to project management, let me first discuss what a cover letter's purpose is and how it's organized.

A cover letter is designed to give the employer a quick overview of your background. It helps me make a quick "Yes or No" decision. If you fall into the yes pile, then I'll take a look at your resume. Your objective is to be here!

The basic structure of a cover letter is simple. It tells me:

a) What you're looking for--specific job or kind of work

b) Explains your overall background, education, and experience--not overly detailed!

c) Tells me how to contact you for an interview
Step 2

** What project managers do **

In order for you to write a great cover letter, you must have a clear understanding what project managers do. Simply put, they're in charge of making sure projects get done right, on schedule, on budget, and run smoothly.

TIP: They don't necessarily have to be experts or experienced in the type of project they're working on, but rather experts in getting things done!

Why? Because a project manager can always turn to someone who has the necessary expertise. And it's the project manager's job to find out who that person is.

Now this isn't always the case. For example, with construction projects that cost millions of dollars and involve people's safety, they generally require people with a construction background. Not always the case, but most times, yes.

But regardless, project managers excel in making sure the job gets done.
Step 3

** Needed skills **

Now that you understand what project managers basically do, we can begin discussion the skills they must have. And your cover letter should highlight these!

The first is great organization!

Notice how I didn't say something like "good." I said "great!" Why? Because project managers must often juggle multiple things at the same time and coordinate many people, resources, etc. So you must be extremely well organized and manage your time like a pro!

You must show an employer that you are extremely good at managing your own time, coordinating the activities of others, maintaining order, and keeping track of tasks and problems.
Step 4

** Problem solving **

The next skill you must have as a project manager is extremely good problem solving abilities and/or experience. Why? Because problems can and do arise at anytime! And a good project manager must be ready and able to deal with them whenever they occur.

TIP #1: Be prepared for interviews that test your problem solving abilities. In other words, you'll get a problem or series of problems and will be asked how you'd handle them.

TIP #2: Problem solving doesn't only mean you handle the problem itself. It also means you got to the problem fast enough, and resolved it in the right way and quickly.

Your cover letter must focus on how good you are, or think you are, at solving problems that may come up. And not only the big problems, but the little ones too!
Step 5

** Scheduling **

Many project managers will set the shifts or schedules people will work. Others will simply manage those who's schedules were set by someone else. Either way, you have to be able to coordinate all this. In other words, make sure you've got enough people working when they're needed and where needed.

This is where organization comes into play, especially if you're working on large projects involving hundreds or thousands of workers.

TIP: Always have a backup! People get sick, run late, forget, etc. And so you must have contingency plans to deal with these situations. Otherwise, you'll get burned!

In your cover letter, concentrate on how good you are, or will be at making sure people, suppliers, supervisors, and any other personnel and resources will be where they're supposed to be.

In other words, deliveries will arrive on-time to the right destination. Workers will know exactly where to go, when to be there, and when work starts and stops. You'll have enough people on hand to do the job at all times. Inspections will happen when they're supposed to. Etc.

Show the employer how much you excel, or feel you would, in making sure everything's scheduled to be where it's supposed to be and when!
Step 6

** Computers **

Project management today demands people who are computer literate. And that's because in today's high-tech world, there's so much to juggle and coordinate. You'll have to track people, resources, costs, problems, etc. In other words, you'll have a lot on your plate!

Keeping good track of all this on paper isn't very easy. Paper gets lost in the shuffle, thrown out, spilled on, etc. So it's not very efficient. And project managers must be efficient!

So computers are often used in projects because of their ability to store tons of info in one place, provide quick access to info, and make it easier to prepare various reports.

This means you must have, at the very least, basic computer skills! And this includes: MS Word, Excel, Internet, E-Mail, and Windows.

But many project managers today need more than these basics. They'll require a knowledge of MS Project. That's a software package that is specifically designed to coordinate and track projects. Some will use Excel in it's place, but Excel has limitations. MS Project overcomes these. On the flip side, MS Project is a more complex program and that requires a knowledge of some project management terminology and concepts.

Your cover letter must tell an employer that you have the necessary computer skills to do the job! And that you understand how they'll be used in the field.

Excel will be used as a database to keep track of things. For instance, I may enter the names of all my people into Excel. I'll have a spreadsheet that contains their names, phones, schedules, etc. I may have another spreadsheet where I input project costs--salaries, materials, etc.

MS Word will be used to write correspondance and various reports. For instance, I may have to do a monthly report that discusses how the project is going. This will include information about timelines, status, and problems.

E-Mail will be used to contact people--workers, suppliers, managers, etc. It may also be used to send certain forms or info back and forth.

Your cover leter needs to show an employer your understanding of how important computers are to the world of project management. And if you can pickup some MS Project training, then you'll be in a much better position!
Step 7

** Flexibility and Creativity **

Because anything can and does happen during the course of a project, a project manager must be extremely flexible. You have to be willing and able to deal with sudden changes and the unexpected. You also have to be willing to work around certain things that may be required by those above you or by the constraints of the project itself.

Plus, you have to show a certain level of creativity. For example, the standard ways of doing something aren't working or don't apply. Now you have to think "outside the box" in order to come up with a solution.

Your cover leter must highlight your understanding of this and how you'd fit right in. Something that shows me you're the kind of person who can adjust to and deal with any situation. A person who's able to come up with innovative or creative ways to get things done or solve problems. And someone who's willing to work around whatever is thrown at you!

Comments

luv2blog said

on 6/22/2008 I have people asking me all the time about their cover letters and resumes. Many would benefit from the advice you have here.

msoexpert said

on 6/21/2008 You're right, a lot of this info applies to cover letters in general. For instance, focusing on the needed skills. The only difference would be the exact skills you concentrate on.