Sophie Moench December 8, 2021 Proposal
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.
After determining that you have the attention of everyone present and there are no obstructions to proceeding, lead the group into the summary of your plan. Again, recap the points you intend to cover and ask for questions, responding in the same way as above.
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.
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.
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.
Without reading the letter aloud, invite your audience to follow the text as you paraphrase and recap what the letter says. Ask for comments and either respond briefly to them or say that you will discuss their questions later as you reach those points in your presentation. Quickly jot down a note so that you do not forget to do so.