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?

How can you develop an understanding of the client’s needs and desired results?

Why is a written proposal important?

Planning Business Reports

Begin with a challenge statementBegin with a challenge statement

Statement of purpose usingSMART goals to limit your scope

Statement of purpose usingSMART goals to limit your scope

Outline issues to investigate by identifying key research questionsOutline issues to investigate by

identifying key research questions

Develop a work schedule timeline and assignments

Develop a work schedule timeline and assignments

Use this information to prepare Client ProposalUse this information to prepare Client Proposal

Challenge Statements

Problem Statements: Defines the situation and the need for a

response to achieve a desired outcomeStarts (–) assumes and does not state (+)

Challenge Statements

Challenge statement:Defines the desired outcome from a

response to a situationStarts (+) assumes and does not state (–) Infinitive phrase or declarative statement Need for response in Background sectionSituation facts in Research/ Analysis section

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.

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.

Significance

Proposals must reflect the importance of solving the challenge to the client Increase revenue/profitsServe more clientsFulfill the organization’s mission

Goals and Objectives

How to be SMART

GOALS

S pecific (targeted)

M easurable (quantitative)

A ttainable (possible)

R ealistic (probable/resourced)

T ime appropriate (deadline)

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.

SMART Goal vs. Challenge Statement

Challenge statement client focusedAnswers: Why client wants you

to pursue SMART goalSMART Goal team focused

Answers: What team plans to deliver/accomplish

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.

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)

WRITING PROPOSALS

Includes material from Guffey: Chapter 14

Introduction

Explain why the proposal is being made.Identify a challenge or name a key issue

or benefit.

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.

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”

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

Summary & Authorization

Summarize potential reader benefits from project.

Ask for approval. Make it easy to reply.

Staffing/Budget

State your understanding about staff/budget availability to call on in your recommendations Money available in addition to

what is spent nowAdditional person-hours available Increased productivity possibleExpanded skill sets possible

Project Budget (for the real world, not client project)

Itemize costs carefully. Proposals are contracts.

Present a deadline for the bid figures.

Client Proposal Example

Example