Claudia Eggers August 31, 2021 Proposal
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.
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.
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.
Unplating the boiler. Many proposal writers pick up previously written standard wording-often called boilerplate-for portions of their proposals. There`s certainly nothing wrong with such a practice. It saves time and eliminates errors...or does it?
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.
Be aware that there may be a hidden audience whom you never see or even know about who reads your proposal after you have made your presentation; the CFO or comptroller who ultimately approves all invoices might be an example. Will that person(s) understand every point it contains without hearing you explain, "What that really means is this..."? Also remember that portions of the text may be read aloud. If a member of your audience asks, "What is our duty here where it says...," he or she should be able to read the passage smoothly without stumbling over a series of stilted phrases or hard-to-pronounce words or sounds.
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