Heike Moeller October 17, 2021 Proposal
Keep it simple. Use good quality paper stock-something with a high rag content has the best feel-and avoid colored papers. Rather than highlight, they tend to distract. Stick to eight point five x eleven size and fold flow charts, schematics, organizational charts, graphs, and other illustrations within the proposal itself. Larger sheets are difficult to file and quickly become dog-eared, a tattered appearance that will make your entire proposal look bad. If you are using large plans and drawings, list them as coded illustrations within the text of your proposal and submit them as separate exhibits.
As you organize your thoughts, make notes of what you need to include and then sort them into the order in which you intend to address each one during the presentation meeting with your client or supervisor. It is best to sort like with like. That is, do not mix company and departmental backgrounds or personal biographies, credentials, and references with your plan of action. Place such support and historical material-evidence of your capabilities-after the plan that you are suggesting.
When the day arrives for your presentation, make sure that all the decision makers will be in attendance. Call ahead the day before and ask whether anyone will not be present. If you know their names, read the list to your primary contact. Because missing persons might later receive the actual attendees interpretation of the meeting in place of your carefully planned presentation, it is best to have everyone in the same room at the same time. If that does not seem to be feasible, ask to reschedule the presentation date until all concerned can attend. Ten o`clock in the morning is usually the most opportune time for an hour-and-a-half to two-hour meeting; Friday afternoon is the least favorable.
Unless every proposal that goes out of your office is carefully read before it leaves, there is the danger that gremlins will find their way into your document. Boilerplate that contains spaces for different insertions to be filled in as each new proposal is written is particularly accident prone. Failure to change just one ABC Widget Company before submitting a proposal to the XYZ Widget Company can destroy your entire presentation. Not only is it an embarrassing mark of carelessness, but it also may reveal far more about your business than you care to have known.
In the first case, try to vary your presentation style somewhat from the initial meeting. Some of the previous group may be present, and if you run through your proposal the same way you did the first time, you may sound canned and flat. A fresh approach is much more likely to hold the interest of everyone in the room.
Boilerplate has a limited shelf life. It grows stale and out of date before you realize it. Absolutely no less often than every six months you should review each one of the sections that you routinely include with your proposals. Do not rely upon an assistant to do this job for you because he or she may not have sufficiently current knowledge. Also, it`s you who are going to make the presentation to your client or supervisor, and, therefore, it`s you who will need to explain erroneous, incomplete, or perhaps even confidential information that somehow crept into your proposal.
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