Writing Reports: Proposals Includes information from Guffey text, Ch 11-13

Discussion: Communication Matters A Winning Proposition How do the “7 deadly sins of proposal writing” reflect basic business writing concepts? How can you develop an understanding of the client’s needs and desired results? Why is a written proposal important?

Planning Business Reports Begin with a challenge statement Statement of purpose using SMART goals to limit your scope Statement of purpose using SMART goals to limit your scope Outline issues to investigate by identifying key research questions Develop a work schedule timeline and assignments Use this information to prepare Client Proposal Use this information to prepare Client Proposal

Challenge Statements Problem Statements: Defines the situation and the need for a response to achieve a desired outcome Starts (–) assumes and does not state (+)

Challenge Statements Challenge statement: Defines the desired outcome from a response to a situation Starts (+) assumes and does not state (–) Infinitive phrase or declarative statement Need for response in Background section Situation facts in Research/ Analysis section

Challenge Statement Problem statement: The agency has experienced a 50% turnover in volunteers, causing manpower shortages. Challenge statement: The agency wants to increase volunteer retention by developing an understanding of causes of volunteer turnover.

Challenge Statement Problem statement: The agency’s fundraising totals have fallen 25% since 9/11. The agency wants to identify how to increase donations. Challenge statement: The agency wants to increase donations by identifying successful post-9/11 fundraising strategies.

Significance Proposals must reflect the importance of solving the challenge to the client Increase revenue/profits Serve more clients Fulfill the organization’s mission

Goals and Objectives How to be SMART

GOALS S pecific (targeted) M easurable (quantitative) A ttainable (possible) R ealistic (probable/resourced) T ime appropriate (deadline)

Activity Individually identify a SMART goal to be accomplished within the next 3-5 years. Share with your team and pick one of the goals to share with the class.

SMART Goal vs. Challenge Statement Challenge statement  client focused Answers: Why client wants you to pursue SMART goal SMART Goal  team focused Answers: What team plans to deliver/accomplish

Goal Examples To develop a plan to improve attendance at staff meetings by 20% over the next 3 months. To develop a plan to increase average attendance at the next 3 agency- sponsored events by 25%. To develop a plan to improve volunteer satisfaction as measured by volunteer retention by 10% over the next year.

Research Planning Challenge statement SMART goal(s) Key questions to drive research Questions of fact (quantifiable data) Questions of value (worth, benefit, good, bad) Questions of policy (opportunities/ boundaries) Questions of procedure (process guidelines) Questions of strategy (interactions - always include a benchmark question)

WRITING PROPOSALS Includes material from Guffey: Chapter 14

Introduction Explain why the proposal is being made. Identify a challenge or name a key issue or benefit.

Background, Problem Discuss the significance of the proposal and its goals or purposes. For solicited proposals, show that you fully understand the problem and its ramifications. For unsolicited proposals, convince the reader that a problem exists.

Proposal, Plan Clearly state the SMART goal(s) of the project. “Goals” State what the client can expect you to do (research questions you will investigate). “Objectives” State what you expect/need from the client. “Procedures” Provide a timeline for completion (presentation and final report). “Timeline”

Research Plan: “Objectives” To develop a plan to improve attendance at staff meetings by 20% over the next 3 months. By researching the strengths and weaknesses of the current notification systems By researching why staff members attend or do not attend the meetings

Summary & Authorization Summarize potential reader benefits from project. Ask for approval. Make it easy to reply.

Staffing/Budget State your understanding about staff/budget availability to call on in your recommendations Money available in addition to what is spent now Additional person-hours available Increased productivity possible Expanded skill sets possible

Project Budget (for the real world, not client project) Itemize costs carefully. Proposals are contracts. Present a deadline for the bid figures.

Client Proposal Example Example