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Crafting Effective Proposals for Change

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  1. Chapter 17: Proposals This chapter discusses the following: • Objectives • Criteria for Proposals • Process

  2. Objectives To suggest changes to a system, new products or services, new approaches, or new facilities, write either an • Internal proposal—within your company • External proposal—to potential clients

  3. Title Page Cover Letter Table of Contents List of Illustrations Abstract (or Summary) Introduction Discussion Conclusion/ Recommendation Glossary Works Cited (or References) Appendix Criteria for Proposals Long reports, such as proposals, include the following:

  4. Internal Proposal Title Name of writer Routing list Who recommended and approved the proposal Date of submission External Proposal Title Name of audience (reader and/or company) Name of writer Date of submission Criteria for Proposals (cont.) • Title Page

  5. Criteria for Proposals (cont.) • Cover letter • Introduction • Why you are writing • What you are writing about • Body • Key components within the proposal • Conclusion • What follow-up action you plan NOTE:An internal proposal would have a cover memo, following memo format discussed in Ch. 5. An external proposal’s cover letter would abide by letter conventions, discussed in Ch. 6.

  6. Criteria for Proposals (cont.) • Table of Contents • Include major and minor headings • List page numbers within the proposal

  7. Criteria for Proposals (cont.) • List of Illustrations • Include Figure and Table numbers • Include Figure and Table titles • List page numbers within the proposal

  8. Criteria for Proposals (cont.) • Abstract (Summary) • Written for low-tech readers, the abstract provides • The problem necessitating the proposal • The proposed solution • The benefits to be derived • The abstract must be concise—around ½ page

  9. Criteria for Proposals (cont.) • Introduction • Purpose—in a sentence or two, state the reason for writing. • Problem—in detail, analyze the problems necessitating the proposed solution. • Use graphics to emphasize and clarify the problems. NOTE: Without a problem, there is no need to suggest changes. Discuss the problem thoroughly.

  10. Criteria for Proposals (cont.) • Discussion—this is the body of the proposal. Include any of the following: • Analyses • Technical descriptions • Instructions • Optional approaches • Managerial chains • Biographical sketches of personnel • Corporate credentials • Schedules • Cost estimates NOTE: Graphics will add variety, conciseness, and clarity to the proposal.

  11. Criteria for Proposals (cont.) • Conclusion • Draw a conclusion, based on your study. • Restate the problems. • What caused the problems? • What was the result of the problems (damage, cost, etc.)? • Recommendation • Restate what should be done to solve the problems—what you have proposed. • Restate the benefits of your proposal.

  12. Criteria for Proposals (cont.) • Optional Components • Glossary—if you have used high-tech terms, define them in the glossary. • Works cited (or Reference) page—if you have used research, document your sources. • Appendix—if you have additional, supplemental information or graphics, provide an appendix.

  13. Process • To ensure the success of your proposal, • Prewrite • Write • Rewrite

  14. Process (cont.) • Prewriting techniques • Gather data, determine your audience, and decide on goals. • Answer reporter’s questions. • Use storyboarding to visualize the layout. • Use listing/brainstorming to get input from team members. • Flowchart the steps in a procedure/instruction. • Try branching or mind mapping to gather ideas and organize them. • Perform a survey to quantify other’s opinions.

  15. Process (cont.) • Writing • Review the criteria for a proposal. • Review your prewriting. • Write a rough draft, including • Cite your sources carefully and correctly (if you have used research).

  16. Process (cont.) • Rewriting • Revise the rough draft by • Adding detail for clarity • Deleting dead words and phrases for conciseness • Simplifying terms for easy understanding • Moving text for emphasis • Reformatting for easy access • Enhancing the tone • Correcting errors for professionalism

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