Writing Proposals Course Objectives Why do we write

Writing Proposals

Course Objectives • Why do we write proposals? • The proposal genre • The proposal writing process • Analyzing problems and opportunities • Types of proposals • Describing the current situation • Developing a project plan • Describing qualification • Introduction, costs and benefits • Developing budgets • Writing with style • Designing proposals • Using graphics • The final touches

Introduction Charles, the Director of Zenith Computers reads a bid in a local newspaper. Hope Business School is looking for vendors who can supply 45 laptops to be used for staffs and teachers. This request for proposal will focus on the purchasing, setup and service of the mentioned hardware.

Introduction Only sealed bids are accepted. Please be sure to put “RESPONSE TO LAPTOP SALES AND SERVICE SOLUTION” on your bid package and on the outside of the envelope. Failure to mark envelope may result in rejection of bid”. Bids can be sent to: Mr. Justin Hope Business School Lake view hills New York.

Introduction Charles wants to grab this opportunity and asks his assistant Linda to prepare a business proposal and send it to the school.

Introduction Linda prepares the business proposal and sends it to the school for reviewing. Let us look at proposal: - Zenith Computers is interested in the bid and is happy to supply 45 Desktop with following features: - • • • I 5 processors 4 GB RAM 500 GM hard drive 22 in monitor Keyboard Mouse

Introduction After preparing the proposal Linda send the proposal in an envelope. Hope Business School Lake view hills New York.

Introduction Two days later Charles learnt that their proposal was rejected by the school. He asked for a copy of proposal and found out that it lacked certain basic information and had more flaws.

Introduction The proposal was not sealed and sent It was not addressed to Mr. Justin as instructed.

Introduction Hope Business School is looking for vendors who can supply 45 laptops to be used for staffs and teachers. This request for proposal will focus on the purchasing, setup and service of the mentioned hardware. Zenith Computers is interested in the bid and is happy to supply 45 Desktop with following features

Introduction Linda has not understood the requirements of the school clearly and was not punctilious. They have asked for supply of laptops and proposal was sent for supplying of desktops.

Introduction On top of that Linda’s proposal was incomplete. It did not mention anything about the installation and servicing. These careless mistakes done by Linda made Charles feel like a fish out of water.

Introduction If Linda had been meticulous and prepared the proposal with care Zenith Computers might have made a huge profit.

Introduction To write a winning business proposal the following points should be followed: - • • • Study the requirements Understand the client Outshine your competitors Explain the time and cost Describe why your company is the best

Why do we write proposals? An old proverb says “The only constant is change”. The world is constantly changing. This creates both new opportunities and new problems. A proposal is a tool for managing change.

Designing of the proposal genre The prop osa some fun l genre is designe d to addr damenta l question ess s: • Wha t is the cu rre • Wha t is neede nt situation? d to impr current s ove the i t u a t i o n • Wha t is a goo ? d plan fo current s r improvi i t u ng the a tion? • Why is your or ganizatio qualified n best to do the • How work? much wil l the wor • Wha k cost? t are the tangible plan? benefits of the

Using the 5 -W and “How” question The “ 5 -Ws and “How” questions are: Who exactly are the readers, and who else might be involved? What do the readers need? Where is the work site? Where do we need to submit the proposal? When is the deadline for the proposal, and when does the project need to be completed? Why is the client or funding source looking for someone to do this project? How should the project be completed?

Defining the problem or opportunity Answer the following 4 stasis question: - 1 Is there a problem? (Fact) 2 3 How serious is the problem? (Quality) 4 What exactly is the problem? (Definition) What kind of proposal would solve the problem? (Policy) When you can answer each of these in detail, you will have a clearer notion about how to start the proposal-writing process.

Internal proposals • Internal proposals are written within a company by divisions, departments, groups, or individual to their top management. For example, a product line manager wanting to automate his assembly process, has to sell the idea to his immediate superior, through a proposal. Internal and external proposal have to follow the same principles.

Body paragraph 2 A body The body of the section is where you provide the majority of the details you mapped out in your cause and effect map. The alternate approaches you can use in the body are: • The casual approach • The effects approach • The narrative approach

Identify a possible solution to the problem You know your No. 1 & No. 2 object ives. Now, begin the mapping process. One the first try, yo u do not need to identify the right solutions. List a few possible solutions. Map them out separately, seeing wh ich one best meets your top rank objectives and second ary objectives.

A “Why” table ne of o n w o d e it r In this table, w line p o t e h t n o s p e your major st er to the w s n a f ie r b a and offer ns. “why” questio r the e v o g n i k o Finally, lo le, ask b a T e h t f o any contents e r a e r e h t ether yourself wh esult r l l i w t a h t s deliverable ps. e t s e h t from Then write down the minor steps that support th is major step and p rovide ans wer to the “why” que stions nex t to each brief answ er.

To boilerplate, or not to boilerplate Boilerplates are generic descriptions of the organization, which are often pasted into proposals instead of project-specific qualification section. In the rush to push the proposal out the door, some writers simply slap in their organization’s boilerplate rather than write an original description customized for the project and client. They regularly contain information that is outdated or irrelevant to the proposed project.

How readers look at proposals? A good design should give the readers easy “access points” to enter the text from various points and process the text at different levels.

The cover page typically includes the following items: • Title of the proposal • Name of the client’s company • Name and logo of the company • Date on which the proposal was submitted

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