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Heike Moeller January 13, 2022 Proposal

Requests for proposals (RFP). Although your firm or department over the years may have developed a format for preparation of bids and proposals, it is sometimes necessary that you adapt your design. Requests for proposals (RFP) issued by large corporations or governmental agencies often require that each proposal conform to their very specific formats.

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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.

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As you move through your presentation, speak conversationally to those around you. Remember that you are not lecturing to a university class or speaking to a Rotary Club. Your presentation is a business process-even though you may be demonstrating your technical know-how-and you are endeavoring to win a contract or an assignment. It won`t be possible for you to perform as an expert-the person or company right for this job-unless you receive the go-ahead from your audience. Much more depends at this point upon your ability to express how you intend to apply your expertise than what that expertise actually is.

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Try to avoid using jargon, acronyms, and insider terms. Instead of making you sound more intelligent and knowledgeable, they can obstruct the communications process and produce a contrary effect. For example, although you feel sure your audience knows what you are talking about, there is always the chance that one member of the group reviewing your proposal may misunderstand an expression. Or perhaps he or she may simply never have heard a particular term and is reluctant to ask for clarification. Unbeknownst to you, that person may be someone who ultimately has a strong influence over whether your proposal is accepted or rejected.

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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.

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More often than not, when you hand a group of people a printed proposal to follow as you make your presentation, someone is bound to turn immediately to the last page to check your cost estimate. Do not put it there. Because cost is only one element of any proposal-along with time, quality of work and materials, and benefits to be derived from the project-present it as such and put it into your plan where it most logically fits. If you choose to indicate individual item costs throughout the proposal, do not forget to include a recap page with complete tallies.

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