This article is a suggested approach to penning and submitting project proposals. Use and adapt the information according to need. (Additional proposal creation material is found in lesson nine of uCertify’s Technical Communication course)
Technical Requirements
All primary points should be on the first page, with subsequent pages providing scope and answering questions.
- Properly introduce abbreviations if used.
- Example – The Association of Corporate Counsel (ACC)
- Avoid pronouns such as “I, you, mine, we, or us,” and stick to titles when describing yourself, co-workers, and departments.
- Proposal documents are generally two to six pages in length.
Gathering Tangible Ideas
Contemplate how your plans create value to avoid multiple presentations and frustrating rewrites. The proposal document should be a powerful bundle of proof.
- Include current problems, contingencies; questions managers would ask, and the answers to those questions. This transforms vague ideas into solid proposals.
- Write down all the strengths and flaws of the project.
- Can some of the flaws be shown as opportunities rather than detriments?
Define The Customer
Clearly identify the target customer and showcase your knowledge of their needs.
- In what way does the customer benefit from your product?
- Include numbered statistics
- Metrics, graphs, pie charts, etc.
- Make these meaningful, and drive Return On Investment (ROI) home.
Understand The Audience
If, after presenting the document, a manager asks, “So… what do you want from me?” or “This was rather vague on ‘XYZ,’ can you give me more info?” Then the proposal didn’t demonstrate full scope or value. Due diligence ensures management won’t need to ask these questions.
Management should walk out of the meeting saying, “This smells like success and victory,” to which another should say, “I concur! The concepts shared here are dynamite! This is a clear track to value!”
Proposal Structure
Synopsis
The synopsis is the entire proposal in microcosm. It should provide an at-a-glance understanding of the project, all steps to make it happen, and a summary conclusion.
Current State
Illustrates what the environment looks like currently.
Opportunities for Improvement
Depending on the proposal length, “Current State” and “Opportunities for Improvement” may overlap and be combined. Longer proposals would address these individually.
Main Proposal
The main proposal should utilize the “Who, What, When, Where, How, and Why” format. The “Why” and the “How” should be the shining stars of the proposal.
Conclusion
Take the necessary time to meditate on the proposal value before setting up a meeting. The proposal should be written, thoroughly defined, and practiced before the meeting takes place. Take the opportunity to include data, pie charts, etc. Follow the established proposal structure, and good luck with the proposal!