Claudia Eggers December 16, 2021 Proposal
Laser print your document using an easy-to-read typeface. Serif type is much more readable than sans serif. Ten-point is probably a large enough type size unless you know that one or more reviewers has difficulty reading small print-then go up to 11- or 12-point. Do not justify (align) the right-hand margin of your text. True, it looks neater, but it is much harder to read, especially if your printer leaves gaping spaces between words.
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.
Depending on what you are proposing, the readers you want to target might be members of a grant committee, potential students, parents of students, teachers, school administrators, a loan committee, or a governmental organization. It is important to consider them carefully, and tailor your information to them. What do they want to know? What concerns might they have? Are there scheduling or budget restrictions? At the very least, this client-oriented section should have a Requirements page that summarizes what they have asked for, or what you believe they need. You may also want pages like Schedule, Deadlines, Limitations, Budget, Goals, Considerations, Special Needs, and so forth, to describe in detail your understanding of what the client needs. This is not yet the time to brag about your proposed program or your organization. Keep this section focused on information about what the client wants or needs.
As you lay out your plan, try to keep in mind a couple of questions that your audience may not ask but will certainly be thinking: "What can we expect as a minimum outcome of your work?" and "What steps will you follow, and how will we know you (and we) are on target?"
The purpose of the proposal. Your proposal is a sales tool and should be used as such. It is a declaration of what you plan to do for your client or your supervisor as well as confirmation that you are the right person, department, or company to undertake the project. It should be well thought out, clearly written, adequately illustrated, and professionally presented. Anything less diminishes your chances of obtaining the job. No matter how competent you are and capable of doing the work, the simple truth is that you may not get the opportunity to demonstrate your skills if you prepare and present a proposal that fails to speak well of you.
The problem and the plan. The primary section of the proposal describes the problem or project as you see it. That bears repeating: State your understanding of the need and circumstances that prompted your submitting the proposal. Explain the rationale for action. That is, tell your audience what their problem is and why they need your expertise and assistance. Do not assume they know. Define the scope of the undertaking and the solutions and goals you intend to achieve, describing each in terms of discrete objectives.
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