Claudia Eggers December 26, 2021 Proposal
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.
A proposal is nothing more than a tool that you use to get an assignment. It should not be a blueprint for doing the job. After all, you certainly do not want to give away everything you know in your proposal so that your potential client or supervisor can simply pick it up and hand it over to someone else to implement. There is often a fine line between telling what you plan to do and telling how you plan to do it. The most effective proposals march boldly up to that line...and stop.
Where do I start? After initial pleasantries are out of the way, start your presentation with your cover letter. I is your personal introduction to your audience, evidence that you understand the need for the project you are describing, and your statement that you are the right person or company to do the job. Call attention to the letter, physically take it from the proposal-remember, it should not be bound into the proposal itself-and hold it in both hands in front of you. That`s the cue for everyone else in the room to do likewise. They will do it if you do it.
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.
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.
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.
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