Sarah Neudorf October 15, 2021 Proposal
If you choose to use a flip chart, PowerPoint, overhead or slide projector, VCR, computer screen, or some other demonstration aid, practice ahead of time so that your presentation proceeds smoothly. And, of course, check your equipment before the meeting to see that it is functioning properly. In the event you run into trouble with your display tools, do not take more than a minute or so trying to make corrections or you will lose your audience. Instead, be prepared to proceed without audio/visual assistance.
After you have thoroughly described what you want to do and how much it will cost, it`s time to tell the proposal readers all about you in the final section. What makes you or your organization qualified to take on this job? It is not enough to simply say "I can do it" or boast about how smart you are. Keep in mind that it is always best to provide evidence or testimonials from other parties than to do your own bragging. Do you have special Training, Certifications, or Education? Do you have an extensive Company History, a long list of Clients, or years of Experience in the field? Have you won Awards? Do you have Testimonials or Case Studies to offer to show how you have been successful in the past? Include any information that helps persuade the clients that you have the knowledge and professionalism to carry out your proposal promises.
Write conversationally. Brief but complete should be your goal. Even if your subject is highly technical, imagine that the person to whom you are writing is sitting across the table from you as you write and you are speaking directly to him or her. We are all a little more careful-more formal-when we write than when we speak, but it serves no good purpose to use flowery language and unnecessarily obscure or pretentious terminology. If there is any doubt whatsoever in your mind that a word or phrase might be misunderstood or foreign to your audience, define it. Those persons who are already familiar with the term will not be offended. Write in complete sentences as much as possible, even when listing numbered or bulleted points.
Keeping the group together is sometimes difficult but always necessary. Just one person who insists upon leafing through the pages and making off-the-point comments and observations can quickly disrupt the flow of your presentation. You might ask him or her to make notes of items for clarification so that you can address each one at the conclusion of your presentation.
After determining that you have the attention of everyone present and there are no obstructions to proceeding, lead the group into the summary of your plan. Again, recap the points you intend to cover and ask for questions, responding in the same way as above.
Because the plan portion represents the meat of your proposal, it should summarize your strategy clearly and include time lines, opportunities for feedback, and provisions both for periodic evaluations and measurement of the end result. Two-way communications are extremely important to the success of most projects and, for that reason, should be built into each procedure and objective. Routine reports and approvals, explicitly provided for within your proposal, will help keep communications open and allay possible concerns during the course of the project. If your project must conform to regulatory standards, tell exactly how tests and verifications will occur. And if time or other constraints are prescribed by outside parties, describe the process you will use to satisfy those requirements.
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