Technical Communication A Practical Approach Chapter 12 Proposals

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Technical Communication A Practical Approach Chapter 12: Proposals and White Papers William Sanborn Pfeiffer

Technical Communication A Practical Approach Chapter 12: Proposals and White Papers William Sanborn Pfeiffer Kaye Adkins

Proposals and White Papers n n n Proposals Unsolicited Proposals Solicited Proposals Grant Proposals

Proposals and White Papers n n n Proposals Unsolicited Proposals Solicited Proposals Grant Proposals White Papers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 2 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Proposals n n Guidelines for Proposals M-Global Proposals Technical Communication: A Practical Approach, Eighth

Proposals n n Guidelines for Proposals M-Global Proposals Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 3 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for Proposals n n n Plan Well Before You Write Make Text Visually

Guidelines for Proposals n n n Plan Well Before You Write Make Text Visually Appealing Edit Carefully Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 4 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

M-Global Proposals n n n In-House Proposals Sales Proposals Grant Proposals Technical Communication: A

M-Global Proposals n n n In-House Proposals Sales Proposals Grant Proposals Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 5 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Unsolicited Proposals n Abstract n n n Purpose of the Proposal

ABC Format for Unsolicited Proposals n Abstract n n n Purpose of the Proposal Needs that exist in the current situation How the needs will be met Main advantage of your solution Overview of proposal sections to follow Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 6 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Unsolicited Proposals n Body n n n Description of problem or

ABC Format for Unsolicited Proposals n Body n n n Description of problem or project and its significance Proposed solution or approach Personnel Schedule Costs Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 7 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Unsolicited Proposals n Conclusion n n Emphasize main benefit or feature

ABC Format for Unsolicited Proposals n Conclusion n n Emphasize main benefit or feature of your proposal Restate your interest in doing the work Indicate what should happen next Encourage your readers to contact you with questions Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 8 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Solicited Proposals n n Title Page Letter/Memo of Transmittal Executive Summary Appendixes Technical Communication:

Solicited Proposals n n Title Page Letter/Memo of Transmittal Executive Summary Appendixes Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 9 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Solicited Proposals n Abstract n n Purpose of proposal Reader’s main

ABC Format for Solicited Proposals n Abstract n n Purpose of proposal Reader’s main need Main features you offer, as well as related benefits Overview of proposal sections to follow Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 10 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Solicited Proposals n Body n n n Summary of current situation

ABC Format for Solicited Proposals n Body n n n Summary of current situation Background information and data Technical information Management information Cost information Appendices Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 11 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Solicited Proposals n Conclusion n n Benefits of accepting the proposal

ABC Format for Solicited Proposals n Conclusion n n Benefits of accepting the proposal Unique qualifications of the proposing organization Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 12 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Grant Proposals n Abstract n n n Statement of need Mission

ABC Format for Grant Proposals n Abstract n n n Statement of need Mission of your organization Explanation of how the proposed program will meet the goals of the granting organization Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 13 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Grant Proposals n Body n n Background information about your organization

ABC Format for Grant Proposals n Body n n Background information about your organization Detailed explanations of the situation n Data Supporting research Objectives to be used to evaluate the success of the proposed program Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 14 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Grant Proposals n Body n n n Importance of the proposal

ABC Format for Grant Proposals n Body n n n Importance of the proposal to the community How results will be shared (for research grants) Budget Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 15 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for Grant Proposals n Conclusion n Summary of community needs to be

ABC Format for Grant Proposals n Conclusion n Summary of community needs to be met How community needs fit the organizations goals Main reasons why your organization is best suited to meet the community need Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 16 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

White Papers n n Guidelines for White Papers ABC Format for White Papers Technical

White Papers n n Guidelines for White Papers ABC Format for White Papers Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 17 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

Guidelines for White Papers n n n Know Your Audience Include the Problem and

Guidelines for White Papers n n n Know Your Audience Include the Problem and Solution in the Title Use Analogies and Metaphors to Explain New Concepts Use Graphic Elements to Provide Information Cite Sources Correctly Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 18 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for White Papers n Abstract n n Definition of the Problem Body

ABC Format for White Papers n Abstract n n Definition of the Problem Body n n Historical/background overview to set stage for new technology Evidence, data, and information from published sources Criteria for solution Solution Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 19 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.

ABC Format for White Papers n Body n n Brief mention of product or

ABC Format for White Papers n Body n n Brief mention of product or service (perhaps no mention at all) Conclusion n Review of the problem Benefits of the solution Bibliography Technical Communication: A Practical Approach, Eighth Edition W. S. Pfeiffer and K. Adkins 20 Copyright © 2013, 2010, 2006 Pearson Education, Inc. , All Rights Reserved.