Viable Proposals: Planning & Securing Buy-in Show viability, secure buy-in from all parties, and get your project or suggestions approved. (20 slides)

Three questions Focus: Who is the audience? Purpose: What does the document want from them? Strategy: How can it ensure understanding and enthusiastic acceptance?

Boundaries A call for proposals usually is accompanied by an RFP (requirements for proposal) which sets up ground rules so that everyone is bidding on exactly the same job with identical parameters. Follow the RFP exactly Ask questions as necessary.

Example: Set the scene It's easy to get confused about proposals, or at least the type of proposal you'll be writing here. Imagine that you have a terrific idea for installing some new technology where you work and you write up a document explaining how it works and why it's so great, showing the benefits, and then end by urging management to go for it.

Proposal yet? Is that a proposal? No, at least not in this context. It's more like a feasibility report, which studies the merits of a project and then recommends for or against it.

From feasability to proposal All it takes to make a feasability report into a proposal is the addition of elements that ask management for permission to proceed. Proposals must sell the projects they offer to do, but in all cases proposals must also sell the writer (or the writer's organization) as the one to do the project.

Effective Proposal Style State purpose at the beginning. Provide necessary background information. Use simple, clear language, avoiding cliches and unnecessary jargon. Short sentences that get to the point. Avoid hiding ideas in a thicket of unnecessary verbiage. Include all information necessary to the decision. Proposals are legal documents: Make costs, deadlines, and other specifics clear and specific.

Proposals are legal documents Unlike advertising, proposals must be absolutely true and accurate, as the author/firm will be held to the proposal'sdetails if and when the the document is accepted.

Propose a solution The proposal clearly defines a problem and suggests an effective solution with very specific details regarding Deadlines Costs Items to be included Items to be excluded

Understand your audience Do not be over confident that your solution will be approved. Understand your audience. Read the project requirements very carefully. As you write and revise, look at the proposal and solution from the reader's point of view. What makes your proposal compelling given the reasons the organization had for calling for project proposals in the first place?

Research your solution Provide concrete examples & facts including costs, scheduling, and a clear sense of the finished product. Try to keep your opinions out of the proposal. Opinions are not facts, and most readers will not support them.

Research Research other articles and proposals on your topic. You can always include this information in your own proposal. A bibliography is a strength, not a weakness, as it shows that you have very carefully researched the issue on the client's behalf.

Solution orientation Your proposal should prove that your solution works. Make sure that your solution is possible. Include an analysis of your plan and possible results of your solution. Try a pre-test of your solution to see if it works. You may need to revise your solution before submitting your proposal.

Ensure financial & temporal feasability Think about the finances of the company or person to whom you are writing the proposal. Make sure that they can afford the solution you are proposing. Explain why your solution would be worth their time and money. Consider the time constraints as well. Remember that your project will need to come in on time and within budget...or you won't get paid properly and very well might get sued.

Attractive proposals get read Your finished proposal should look attractive. The finished proposal should be as perfect as you can get it. This includes the overall appearance as well as the content and its ascription of sources. Wordy, cluttered proposals get tossed.

Example 1: Cover letter/memo The content is the same, whether the proposal is addressed to someone outside your organization (letter) or inside (memo). Only the layout changes.

Example 2: Note the clear, open layout. Never forget that this is a legal document.

Simplicity works best: Example 3 Simplicity works best: The details should not be hidden in the presentation. You will want to check them off as you complete them, and the other party will do the same.

Simplicity works best: Example 4 Simplicity works best: The details should not be hidden in the presentation. You will want to check them off as you complete them, and the other party will do the same.

Chapter 10 The End