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Writing Reports: Proposals

Writing Reports: Proposals. Includes information from Guffey text, Ch 11-13. Discussion: Communication Matters. A Winning Proposition How do the “7 deadly sins of proposal writing” reflect basic business writing concepts?

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Writing Reports: Proposals

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  1. Writing Reports: Proposals Includes information from Guffey text, Ch 11-13

  2. Discussion: Communication Matters A Winning Proposition • How do the “7 deadly sins of proposal writing” reflect basic business writing concepts? • How can you develop an understanding of the client’s needs and desired results? • Why is a written proposal important?

  3. Planning Business Reports Begin with a challenge statement Statement of purpose using SMART goals to limit your scope Outline issues to investigate by identifying key research questions Develop a work schedule timeline and assignments Use this information to prepare Client Proposal

  4. Challenge Statements • Problem Statements: • Defines the situation and the need for a response to achieve a desired outcome • Starts (–) assumes and does not state (+) Negative = Client was Stupid

  5. Challenge Statements • Challenge statement: • Defines the desired outcome from a response to a situation • Starts (+) assumes and does not state (–) • Infinitive phrase or declarative statement • Need for response in Background section • Situation facts in Research/ Analysis section Stay Positive

  6. Challenge Statement • Problem statement: The agency has experienced a 50% turnover in volunteers, causing manpower shortages. • Challenge statement: The agency wants to increase volunteer retention by developing an understanding of causes of volunteer turnover. :( :)

  7. Challenge Statement • Problem statement: The agency’s fundraising totals have fallen 25% since 9/11. The agency wants to identify how to increase donations. • Challenge statement: The agency wants to increase donations by identifying successful post-9/11 fundraising strategies. :( :)

  8. Significance • Proposals must reflect the importance of solving the challenge to the client • Increase revenue/profits • Serve more clients • Fulfill the organization’s mission

  9. Goals and Objectives How to be SMART

  10. GOALS • S pecific (targeted) • M easurable (quantitative) • A ttainable (possible) • R ealistic (probable/resourced) • T ime appropriate (deadline)

  11. Activity • Individually identify a SMART goal to be accomplished within the next 3-5 years. • Share with your team and pick one of the goals to share with the class.

  12. SMART Goal vs. Challenge Statement • Challenge statement  client focused • Answers: Why client wants you to pursue SMART goal • SMART Goal  team focused • Answers: What team plans to deliver/accomplish

  13. Goal Examples • To develop a plan to improve attendance at staff meetings by 20% over the next 3 months. • To develop a plan to increase average attendance at the next 3 agency-sponsored events by 25%. • To develop a plan to improve volunteer satisfaction as measured by volunteer retention by 10% over the next year.

  14. Research Planning • Challenge statement • SMART goal(s) • Key questions to drive research • Questions of fact (quantifiable data) • Questions of value (worth, benefit, good, bad) • Questions of policy (opportunities/ boundaries) • Questions of procedure (process guidelines) • Questions of strategy (interactions - always include a benchmark question)

  15. WRITING PROPOSALS Includes material from Guffey: Chapter 14

  16. Introduction • Explain why the proposal is being made. • Identify a challenge or name a key issue or benefit.

  17. Background, Problem • Discuss the significance of the proposal and its goals or purposes. • For solicited proposals, show that you fully understand the problem and its ramifications. • For unsolicited proposals, convince the reader that a problem exists.

  18. Proposal, Plan • Clearly state the SMART goal(s) of the project. “Goals” • State what the client can expect you to do (research questions you will investigate). “Objectives” • State what you expect/need from the client. “Procedures” • Provide a timeline for completion (presentation and final report). “Timeline”

  19. Research Plan: “Objectives” • To develop a plan to improve attendance at staff meetings by 20% over the next 3 months. • By researching the strengths and weaknesses of the current notification systems • By researching why staff members attend or do not attend the meetings

  20. Summary & Authorization • Summarize potential reader benefits from project. • Ask for approval. Make it easy to reply.

  21. Staffing/Budget • State your understanding about staff/budget availability to call on in your recommendations • Money available in addition to what is spent now • Additional person-hours available • Increased productivity possible • Expanded skill sets possible

  22. Project Budget (for the real world, not client project) • Itemize costs carefully. Proposals are contracts. • Present a deadline for the bid figures.

  23. Client Proposal Example • Example

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