Sophie Moench September 19, 2021 Proposal
Lead, do not read. Do not read to your listeners what they have before them on the printed page and are perfectly capable of reading themselves. Instead, rephrase, paraphrase, and elaborate as you describe the text in terms of concepts, procedures, and strategy. Before beginning your presentation, mark up a copy of your proposal with comments and amplifications of important points. Be cautious, however, about expanding on a topic in such a way that you commit yourself to actions outside the scope of your proposal.
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.
Similarly, if you encounter strong objections to the total cost, ask which parts of the proposal your audience thinks may be beyond its budget. Be prepared for some on-the-spot negotiations that will enable you to eliminate or make substitutions for items that are not deemed essential by your client or supervisor. Going into a proposal presentation without knowledge of alternatives is extremely disadvantageous for you and makes you appear unprepared.
Every project proposal contains at least some of these elements, though not necessarily in this order: cover letter, title page, table of contents, credentials and qualifications, statement of the problem and rationale for undertaking the job, goal(s) and supporting objectives, plan of operation, work or product measurement and evaluation, summary, cost, and appendices. How you organize, write, and deliver your proposal is essential to its success.