2. Writing Proposals and Progress Reports
Chapter 17
Writing Proposals and Progress Reports
Defining Proposal
Class Research Proposals
Proposals for Business
Proposal Varieties
Progress Reports
Chapter 17. Writing Proposals and Progress Reports

3. Chapter 17 Learning Objectives
LO 17-1 Define proposals
LO 17-2 Brainstorm for writing proposals
LO 17-3 Organize proposals
LO 17-4 Prepare budget and costs sections
LO 17-5 Write different proposal varieties
LO 17-6 Write progress reports

4. Defining Proposals
Argue for the work that needs to be done and who will do it
Created for projects that are longer or more expensive than routine work
Offer a method to find information, evaluate something new, solve a problem, or implement a change
Proposals argue for the work that needs to be done and who will do it. Generally, proposals are created for projects that are longer or more expensive than routine work, that differ significantly from routine work, or that create larger changes than does normal work. Proposals argue for work that needs to be done; they offer a method to find information, evaluate something new, solve a problem, or implement a change.

5. Defining Proposals Two goals Stress benefits for affected audiences
Get the project accepted
Get your organization accepted to do job
Stress benefits for affected audiences
Competitive proposal—compete for limited resources
Noncompetitive proposals—have no competition
Proposals have two major goals: to get the project accepted and to get you or your organization accepted to do the work. To accomplish these goals, proposals must stress benefits for all affected audiences. Proposals may be competitive or noncompetitive. Competitive proposals compete against each other for limited resources. Noncompetitive proposals have no real competition. For example, a company could accept all of the internal proposals it thought would save money or improve quality.

6. Questions a Proposal Must Answer
What problem are you going to solve or what opportunity do you hope to fill?
Why does the problem need to be solved now or the opportunity explored now?
How are you going to solve it?
Can you do the work?
To write a good proposal, you need to have a clear view of the opportunity you want to fill or the problem you hope to solve and the kind of research or other action needed to solve it. A proposal must answer these questions convincingly.

7. Questions a Proposal Must Answer, continued…
Why should you be the one to do it?
When will you complete the work?
How much will you charge?
What exactly will you provide?
A proposal must answer these questions convincingly.

8. Style for Proposals Make clear and easy to read
Anticipate and answer questions audience may have
Support generalizations with data
Stress benefits throughout
Use expected format
Stress beginning and ending
Good proposals are clear and easy to read. Remember that some of your audience may not be experts in the subject matter. This means you should use the language your readers understand and expect to see. Some style choices will also add content. As you write, anticipate and answer questions your readers may have. Support generalizations and inferences with data and other information. Stress benefits throughout the proposal, and make sure you include benefits for all elements of your audience. Use the expected format for your proposal. Beginnings and endings of proposals are important.

9. Style for Proposals, continued…
Edit carefully
Make final check for all sections requested
Ensure that appearance gives good impression
Make sure you have chosen the correct media channel
Allow enough time for production, reproduction, and administrative approvals
Allow a generous amount of time before the due date for polishing and finishing your proposal. Edit carefully. Make a final check that you have included all sections and pieces of information requested in the RFP. Ensure that your proposal’s appearance will create a good impression. Make sure you have chosen the correct media channel for your proposal submission. Allow enough time for production, reproduction, and administrative approvals before the deadline for receipt of the proposal.

10. Class Research Proposal Sections
Introductory paragraph
Problem/opportunity
Feasibility
Audience
Topics to investigate
You may be asked to submit a proposal for a report that you will write for a class. Your instructor wants evidence that your problem is meaningful but not too big to complete in the allotted time, that you understand it, that your method will give you the information you need, that you have the knowledge and resources to collect and analyze the data, and that you can produce the report by the deadline. A proposal for a student report usually has these sections.

11. Class Research Proposal Sections, continued…
Methods/procedures
Qualifications/facilities/resources
Work schedule
Call to action
More sections for a class research proposal.

12. Class Research Proposal: Introductory Paragraph
No heading
Summary of topic and purposes—one or two sentences
In your first paragraph (no heading), summarize in a sentence or two the topic and purposes of your report.

13. Class Research Proposal: Problem/Opportunity
What problem or opportunity exists?
Why does it need to be solved or explored?
What relevant background or history exists?
As you write the problem/opportunity section, consider these questions: What problem or opportunity exists? Why does it need to be solved or explored? Is there a history or background that is relevant?

14. Class Research Proposal: Feasibility
Are you sure that solution can be found in time available?
How do you know?
The feasibility of any project is always important to consider. Are you sure that a solution can be found in the time available? How do you know?

15. Class Research Proposal: Audience
Who in organization has power to implement recommendation?
What secondary audiences might evaluate report?
What audiences would be affected by recommendation?
Will anyone in organization serve as gatekeeper?
What watchdog audiences might read report?
Will there be other audiences?
Like other forms of business communication, it’s important to think about your audience. Who in the organization would have the power to implement your recommendation? What secondary audiences might be asked to evaluate your report? What audiences would be affected by your recommendation? Will anyone in the organization serve as a gatekeeper, determining whether your report is sent to decision makers? What watchdog audiences might read the report? Will there be other readers?

16. Class Research Proposal: Topics to Investigate
List questions and sub-questions report will answer
Say how deeply you will examine each aspect
Explain why you chose to discuss some aspects of problem, not others
List the questions you will answer in your report, the topics or concepts you will explain, the aspects of the problem or opportunity you will discuss. Indicate how deeply you will examine each of the aspects you plan to treat. Explain your rationale for choosing to discuss some aspects of the problem or opportunity and not others.

17. Class Research Proposal: Methods
How will you get answers to research questions?
Whom will you interview or survey?
What published sources will you use?
Give complete bibliographic references
Your methods section should clearly indicate how you will get the information needed to answer questions posed in the other sections of the proposal. How will you get answers to your questions? Whom will you interview or survey? What questions will you ask? What published sources will you use? Give the full bibliographic references.

18. Class Research Proposal: Qualifications
Do you have knowledge and skills needed to conduct this study?
Do you have access to information/equipment you will need to conduct your research?
Where will you turn for help if you need it?
Do you have the knowledge and skills needed to conduct this study? Do you have adequate access to the organization? Is the necessary information available to you? Are you aware of any supplemental information? Where will you turn for help if you hit an unexpected snag? You’ll be more convincing if you have already scheduled an interview, checked out books, or printed online sources.

19. Class Research Proposal: Work Schedule
Gathering information
Analyzing information
Organizing information
Preparing progress report
Writing the draft
Preparing the visuals
Revising draft
Editing draft
Proofreading report
For each activity list:
Total time
Completion date
For each activity, list both the total time you plan to spend on it and the date when you expect to finish it. These are some possible activities you
might include. Think of activities needed to complete your specific project. Activities frequently overlap. Many writers start analyzing and
organizing information as it comes in. They start writing pieces of the final document and preparing visuals early in the process. Organize your work schedule in either a chart or calendar. A good schedule provides realistic estimates for each activity, allows time for unexpected snags, and shows that you can complete the work on time.

20. Class Research Proposal: Call to Action
Invite instructor to suggest ways to improve your plan
Ask instructor to approve your project so you can begin your report
In your final section, indicate that you’d welcome any suggestions your instructor may have for improving the research plan. Ask your instructor to approve your proposal so that you can begin work on your report.

21. Proposals for Business
Recommends new programs or ways to solve problems
Requires considerable research
Gathers information from outside organization
Many business proposals recommend new programs, offer ways to solve problems, sell goods or services, request funds, or outline a new business idea. Writing such proposals often requires considerable research, including reading articles in trade and professional journals, looking up data online, talking to employees or customers, and even gathering data from outside the organization. All this information requires careful organization.

22. Proposals for Business, continued…
Organization Scheme
Introduction
Current situation
Project plan
Qualifications
Cost and benefits
Any time you are asked to write a proposal for non-classroom purposes, you will want to follow the organization that is most routinely used in business settings. Proposals for businesses usually employ this organization scheme:
Introduction. Summarize the subject and purposes of your proposal. You should also discussion the significance of the project and any relevant background information.
Current situation. Describe the problem that needs to be solved or the opportunity to be explored, its causes, and the outcome if it is not resolved.
Project plan. Outline the steps you will follow to solve the problem or explore the opportunity you’ve identified in the previous section. You should also indicate the final deliverables of your project.
Qualifications. State the knowledge and skills you possess necessary to complete the project you’re proposing. Some proposals include résumés in this section.
Cost and benefits. Briefly outline the costs associated with your project and then state all the benefits it will bring. Make sure the benefits outweigh the costs.

23. Varieties: Sales Proposals
Used to sell goods or services
Make sure you understand the buyer’s priorities
Present your products as solving your audience’s problems
Show benefits for each feature
Use language appropriate for audience
To sell expensive goods or services, you may be asked to submit a proposal. To write a good sales proposal, be sure that you understand the buyer’s priorities. Make sure your proposal presents your goods or services as solving the problem your audience perceives. Don’t assume that the buyer will understand why your product or system is good. For everything you offer, show the benefits of each feature. Be sure to present the benefits using you-attitude. Use language appropriate for your audience.

24. Varieties: Sales Proposals, continued…
Organization Scheme for Cover Letter
Catch audience’s attention; summarize up to three major benefits
Discuss each major benefit in order listed
Deal with objections or concerns
Mention other benefits briefly
Ask audience to approve your proposal; give reason for acting promptly
Sales proposals, particularly for complicated systems costing millions of dollars, are often long. Provide a one-page cover letter to present your proposal succinctly. The best organization for this letter is usually a modified version of the sales pattern outlined here.

25. Varieties: Business Plans and Other Funding Proposals
Stress needs your project will meet
Show how project will help fulfill goals of organization you are asking for funds
Show money you already have and how you plan to use money you get
Proposals for funding include both business plans (documents written to raise capital for new business ventures) and proposals submitted to foundations, corporations, and government agencies to seek money for public service projects. In a proposal for funding, stress the needs your project will meet and show how your project helps fulfill the goals of the organization you are asking for funds. Every funding agency has a mission, so be sure to align your idea to fit the agency’s needs in obvious ways. Try to weave the agency’s mission throughout your proposal’s content. Remember effective you-attitude— write for the needs of your audience, not yourself.

26. Varieties: Business Plans and Other Funding Proposals, continued…
Answer these questions
What is your product or service?
How well developed it is?
Who is your market? How large it is? Why does this market need your product or service?
How will you promote your product or service?
Who are your competitors? How will you be better?
Who is also providing support for your business?
Who will be working with you? How many more employees will you need? What will you pay them?
Your business plan should answer these questions with sufficient detail to be convincing and supporting evidence where applicable.

27. Progress Reports
Reassures funding agency or employer that you’re making progress
Allows you and the agency or employer to resolve problems as they arise
Use positive emphasis and you-attitude
Don’t present every detail as equal
Try to exceed audience’s expectations in at least some small way
Progress reports let people know how you are coming on the project. When you’re assigned to a single project that will take a month or more, you’ll probably be asked to file one or more progress reports. A progress report reassures the funding agency or employer that you’re making progress and allows you and the agency or employer to resolve problems as they arise. Adapt your progress report to the needs of the audience. When you write progress reports, use what you know about emphasis, positive tone, and you-attitude. Don’t present every detail as equally important. In your report, try to exceed expectations in at least some small way

28. Chronological Progress Reports
Summarize progress in terms of goals and original schedule
Under “Work Completed” heading, describe what you have done
Under “Work to Be Completed” heading, describe work that remains
Express confidence in having report ready by due date
The chronological pattern of organization focuses on what you have done and what work remains. Follow this organization scheme.

29. Task Progress Reports
Use headings that describe major tasks your project entails
Under each heading, discuss work completed and what remains to be done
In a task progress report, organize information under the various tasks you have worked on during the period. Under each heading, the team could discuss the tasks it has completed and those that remain. Task progress reports are appropriate for large projects with distinct topics or projects.

30. Recommendation Progress Reports
When easy for audience to accept, use direct pattern
When likely to meet strong resistance, use problem-solving pattern
Recommendation progress reports recommend action: increasing the funding or allotted time for a project, changing its direction, canceling a project that isn’t working. When the recommendation will be easy for the reader to accept, use the direct request pattern of organization. If the recommendation is likely to meet strong resistance, the problem-solving pattern may be more effective.