Writing Wining Proposals


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Writing Wining Proposals

  1. 1. Writing winning proposals
  2. 2. Why write proposals? <ul><li>Work in industry and business is done through proposals </li></ul><ul><li>The process: </li></ul><ul><ul><li>Requests for Proposals (RFPs) identify problems that organizations want solved </li></ul></ul><ul><ul><li>Other organizations submit proposals that describe the solution they can create to that problem </li></ul></ul><ul><ul><li>The original organization selects the proposal that seems to offer the best solution </li></ul></ul><ul><ul><li>The second organization wins the contract and creates the solution that it proposed </li></ul></ul>
  3. 3. What makes a proposal good? <ul><li>Carefully and thoughtfully analyzed content </li></ul><ul><li>Efficient and effective design of the proposal and the solution </li></ul><ul><li>Persuasively sells the solution it proposes </li></ul><ul><li>Demonstrates how its solution is better than other possible ones </li></ul><ul><li>Shows the experience and talent of the team that will produce the solution </li></ul>
  4. 4. What kinds of proposals are there? <ul><li>Internal: written by a division within a company to persuade management to approve an idea or project </li></ul><ul><li>Solicited: submitted in response to RFPs or specifications </li></ul><ul><li>Unsolicited: individual or company has identified a problem and devised the solution that the proposal presents </li></ul><ul><li>Sole-source contracts: organization intends to engage only one company to supply a product or service (one company is usually selected prior to publishing the RFP) </li></ul>
  5. 5. What is a proposal? <ul><li>“ Primarily a sales pitch that seeks to define a client’s problem and/or opportunities and to sell the client on your company’s ability to provide solutions and strategies.” Robert Hamper and Sue Baugh, Handbook for Writing Proposals . </li></ul><ul><li>It shows how you can provide help to solve the client’s problem </li></ul>
  6. 6. When to decline writing a proposal? <ul><li>Deadline is too soon for you to write a good proposal </li></ul><ul><li>The RFP offers follow-up work to a larger project </li></ul><ul><li>You are not equipped to produce the specifications listed, but your competitors are </li></ul><ul><li>The contract is outside your field of expertise </li></ul><ul><li>You have no real competitive edge over the competition </li></ul><ul><li>You lack staff and resources to prepare a good proposal </li></ul><ul><li>Your chances of winning the proposal are less than 50% </li></ul>
  7. 7. How are proposals evaluated? <ul><li>Does the proposal writer fully understand my needs and problems? </li></ul><ul><li>Does the writer know how to solve my problem? </li></ul><ul><li>Is the plan, strategy, or program suitable and appropriate to achieving my goal? </li></ul><ul><li>Does the writer have the qualified personnel to complete the proposed project? </li></ul>
  8. 8. How are proposal evaluated? <ul><li>Has the writer’s organization completed similar projects in a timely and satisfactory way? </li></ul><ul><li>What makes this writer’s organization superior to others who are also bidding? </li></ul><ul><li>How attractive and professional looking is the proposal and its presentation? </li></ul>
  9. 9. Important aspect <ul><li>Not only show that you can solve the problem well, also show that you can solve it better than others proposing solutions </li></ul><ul><li>Persuasion is a key element of a winning proposal </li></ul><ul><li>You must sell your ideas, as well as your expertise and dependability </li></ul><ul><li>Price is not the primary criterion for selection: professional competence and prior record are the deciding factors </li></ul>
  10. 10. Who is the audience for a proposal? <ul><li>The individual or group that will evaluate the proposals and award the project </li></ul><ul><ul><li>To gain information about the evaluators, analyze carefully the RFP itself for information </li></ul></ul><ul><ul><li>Examine organizational materials that are available in the public domain, such as annual reports, newsletters, press releases, etc. for insight into the culture, financial stability, and management style </li></ul></ul><ul><ul><li>Talk with clients if possible (if permitted) </li></ul></ul>
  11. 11. Analysing an RFP <ul><li>Determine what kind of proposal is requested </li></ul><ul><li>Examine the primary criteria listed in order of importance </li></ul><ul><li>Identify any secondary criteria </li></ul><ul><li>Once you feel you thoroughly understand the requirements of the RFP, you can start planning your solution and the pitch you will use to sell it to readers </li></ul>
  12. 12. In-Class Exercise 6.1 Analyse an Assignment as an RFP <ul><li>Read Major Project 9.1 on page 268 in the textbook. </li></ul><ul><li>Using the ideas outlined in the previous slides, analyse this RFP for information about the requirements of the assignment and the expectations of the reader. </li></ul>
  13. 13. Generic format of a proposal <ul><li>Problem statement/Background </li></ul><ul><li>Methods/Procedures </li></ul><ul><li>Qualifications/Resources </li></ul><ul><li>Work schedule </li></ul><ul><li>Budget </li></ul>
  14. 14. Questions a proposal must answer <ul><li>What problem are you going to solve? </li></ul><ul><ul><li>Answered in the problem statement </li></ul></ul><ul><li>How are you going to solve the problem? </li></ul><ul><ul><li>Answered in the problem statement and the methods section </li></ul></ul><ul><li>What exactly will you provide for us? </li></ul><ul><ul><li>Answered in the problem statement </li></ul></ul><ul><li>Can you deliver what you promise? </li></ul><ul><ul><li>Answered in the methods, qualifications, and work schedule sections </li></ul></ul>
  15. 15. Questions a proposal must answer <ul><li>5. What benefits can you offer? </li></ul><ul><ul><li>Answered in the problem statement and the qualifications section </li></ul></ul><ul><li>6. When will you complete the work? </li></ul><ul><ul><li>Revealed in the work schedule </li></ul></ul><ul><li>7. How much will it cost? </li></ul><ul><ul><li>Revealed in the budget statement </li></ul></ul>
  16. 16. In-Class Exercise <ul><li>Using the information on the previous slides, analyze the sample proposal distributed to your group. </li></ul><ul><li>First, describe what the writer has done in each section to develop his or her ideas. </li></ul><ul><li>Second, evaluate the effectiveness of each section of the proposal. </li></ul><ul><li>Third, make notes on how the proposal might be revised to improve the answers to the questions posed by readers of a proposal. </li></ul>
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