Academic English iii May 14, 2015

Today - Proposals (cont.)

Organizing Internal Proposals Main Sections: The Purpose The Problem The Solution or Plan The Conclusion

Memo format Clear subject Clearly states why proposal is being sent Takes into account organization’s mission Identifies problem by giving reader essential background information based on research Provides easy-to-read table

Divides problem into parts- volume, financial, personnel, customer service Emphasizes the cost if nothing is done Cites important research Verifies that the problem is widespread Relates solution to individual parts of the problem Bullet points make recommendations easy to read and follow

Shows problem can be solved and stresses how Photo shows location has room for additional ATM Documents that work can be done on time and highlights advantage of doing it now Itemizes costs

Interprets cost for reader Prove change is cost-effective, citing specific financial evidence Ends by stressing benefits for reader and bank as a whole Finishes by thanking reader

The Purpose Begin purpose with a brief statement of why you are writing to your supervisor (the reader): “I/We propose…” - State immediately why you think a specific change is necessary now. - Then, define the problem and emphasize that your plan (if approved) will solve that problem.

The Problem Prove that a problem exists: Document its importance for your boss and organization. - The more you show (with evidence) how the problem affects management's work, the more persuasive you will be.

The Problem Avoid vague generalizations: “We’re losing money each day with this piece of equipment.” “Costs continue to increase.” “Numerous complaints have come in.” “If something isn’t done soon, more problems will result.” “Our building will explode!!”

The Problem Provide quantifiable details about the problem: - The amount of money or time the company is losing per day, week, or month. The number of accidents that occur each year due to an unsafe procedure. Documenting these details allows you to show (in the next section) how your plan offers an efficient, workable solution.

The Problem Indicate how many employees (or work hours) are involved. How many customers are inconvenienced or endangered by a procedure.  See the table in our sample.

The Problem Verify how widespread or frequent the problem is by citing specific occasions.  In this sample: provides evidence from the Watson-Perry, Inc. survey AND from interviews with Rachel Harris-Kyoto.

The Problem Relate the problem to the organization’s image, corporate mission, or influence. Show exactly how and where the problem lessens your organization’s effectiveness or hurts its image.  In the sample: Indicates how the problem hurt’s the company’s image.

The Solution or Plan Describe how you will make your proposed change (or implement your plan) and demonstrate the likelihood of success. - The reader will again expect factual evidence.

The Solution or Plan Be specific. Supply details to answer: Is the plan doable, possible? - Can it be accomplished here? Is it cost-effective? - Will it really save/earn us money in the long run?

The Solution or Plan Provide factual evidence you have gathered as a result of your research. i.e., if you propose that your firm buy a new piece of equipment, locate the most efficient and cost-effective model available (like our example). Supply dealer’s name, costs, installation time, necessary service and training contracts, warranties. Describe how the firm can use the equipment to obtain better or quicker results in the future. Document specific tasks the new equipment can perform more efficiently than the models you use now.

The Solution or Plan If the proposal is to change a procedure, it must address: How does the new procedure work? How many employees or customers will be affected? When will it go into operation (begin)? How much will it cost us to change procedures or add new equipment, services, or staff? What delays or losses in business might be expected while we switch procedures? What employees, equipment, or locations are already available to accomplish the change?

The Solution or Plan Remember: COSTS will be one of the most important thing on the mind of the decision-making reader. Make sure to provide a careful and accurate budget. ALSO: Make the costs attractive by emphasizing how inexpensive they are compared to the cost of NOT making the change.

The Solution or Plan Link costs to savings and other benefits.  In this sample : States that the initial cost, though higher than that for a new employee, actually saves money in the long run.

The Solution or Plan Mention alternative solutions (before the reader does), and discuss their disadvantages or why your proposed solution is superior.  In this sample: Shows why installing an ATM is better than hiring a fifth bank teller.

The Conclusion Should be short (one paragraph, two at the very most). Remind readers that: a) the problem is ongoing and serious. b) the reason for change is justified and will benefit your organization. c) action needs to be taken and by a specified time. d) Re-emphasize the most important advantages.

The Conclusion Our sample: - Stresses the savings the bank will see by following the proposed plan. - Also mentions increase in customer satisfaction.

The Conclusion End by: - indicating that you are willing to discuss your plan with the reader and seek his/her input. - Thank the reader(s) for considering your proposal.

Paper 3 – Short Internal Proposal Work with a partner. Task: Write a 2-4 page proposal.

Paper 3 – Short Internal Proposal You work in administration at Keimyung University. Your task is to write an internal proposal, recommending the university to do ONE of the following: a) Hire more faculty, student workers, or office help. b) Increase the number of online classes in your major. c) Open a new, health conscious cafeteria on campus. d) Purchase new classroom equipment or software. e) Train employers about discrimination (i.e., race, age, sex, culture, looks, etc.).