The document provides guidance on writing effective project proposals. It defines what a project proposal is, notes that proposals typically respond to Requests for Proposals (RFPs), and stresses the importance of following the structure and specifications laid out in any RFP. The document then gives 12 tips for writing a strong proposal, such as focusing on quantifying results for the client, being generous with ideas, and ensuring claims match true capabilities. Finally, it outlines the typical flow for developing a proposal from evaluating the RFP to creating and submitting the proposal and following up post-submission.

1. Project Proposal
Process Flow
Tomy Rhymond | Sr. Consultant | HMB Inc. | ttr@hmbnet.com | 614.432.9492

2. What is a Proposal?
 Project proposals are documents designed to present a plan of action, outline the
reasons why the action is necessary, and convince the reader to agree with and
approve the implementation of the actions recommended in the body of the
document.
 Proposals are usually drafted as a response to a Request for Proposal (RFP) that is
issued by a current or prospective client.
 A project proposal will be clearly arranged so that readers can follow a logical
progression of thought to the conclusion.
 Often, the RFP will lay out the basic structure of the proposal, provide invaluable
clues as to specific information that is of interest to the potential client, and define
the order in which data is presented.
 When an RFP is provided, it is essential to follow the specifications of the document
to the letter. Otherwise, the proposal will be set aside and one of the other vendors
who did follow the provisions closely will be awarded the business.

3. 12 tips to a write a killer proposal.
i. Create a powerful, but concise executive summary Decision-makers start with and focus
on the executive summary, so create this section with that fact in mind. When writing the
executive summary, assume that the reader knows little or nothing about the proposed
project.
ii. Quantify the results that the client can expect from engaging you Some consultants
create proposals that overemphasize their consulting process and methodologies. Clients
buy results, not tools or methodologies.
iii. Be generous with your ideas You may fear that revealing your ideas about how to solve a
problem during the proposal process could result in clients taking those ideas and
completing the project themselves. In rare cases, that may happen. But you'll have more
success if you don't hoard your ideas. Use them to show clients that your team thinks and
approaches problems in creative and innovative ways.
iv. Size does matter Keep your proposals as short as possible, while meeting the client's
request. Think quality, not quantity.
v. Focus on the client Many proposals begin with a long discussion of the consulting firm,
describing its qualifications and history. Focus your proposal on the client's needs first, and
then describe your firm's capabilities. Remember, clients care only about how you'll address
their issues, so show them how you'll do that.
vi. Beware of best practices The client may view your liberal use of "best practices" as a
convenient crutch. Instead of relying on answers that worked for a previous client, find a
blend of outstanding practices and innovative solutions that fit your client's particular needs.

4. 12 tips to a write a killer proposal. (cont.)
vii. Be accurate If you are using client data to support aspects of your proposal,
double-check and triple-check that information. It's easy for facts to be
misunderstood and misused in a proposal. You'll risk turning a winning proposal
into a loser if you present inaccurate data to the client.
viii. Sweat every detail Watch for typos, use high-quality materials, and make sure
that the right people receive the proposal on time.
ix. Rewrite your resume for every proposal Highlight the skills in your resume that
demonstrate your qualifications for the project at hand. A boilerplate resume is
rarely up to the task.
x. Finish early Let your proposal sit for a day after you've completed the final draft,
and then reread it completely before sending it to the client. You're likely to come
up with some new ideas that enhance your work, and you may find errors that
you missed earlier.
xi. Let your personality shine through Give clients a sense of your firm's culture and
its style of working. The traditional, stilted language of many consulting proposals
doesn't help clients answer the all-important question: What will it be like to work
with these consultants?
xii. Don't let your claims outdistance your true capabilities Some proposals tout the
expertise of the consulting firm by referring to past successes with similar projects.
These testaments to past achievements are important, but be sure that the
capabilities of the proposed consulting team can live up to your firm's claims.

5. PRE-PROPOSAL
Proposal Flow
PROPOSAL
EVALUATION
PROPOSAL
ANALYSIS
PROPOSAL
CREATION
POST-PROPOSAL
 Proposal
Identification
 Evaluate RFP
 RFP Approved
 RFP Declined
 Establish Timeline
 Identify Questions
 Content Request
Distribution
 Proposal Population
 Initial Draft
 Sales Review
 Final Review
 Proposal Submission
 Post proposal
followup

6. • Sales receives RFP from Client
• Sales review the RFP
• Align with Core Competency
• Submit Date is at least a week or more way
Pre-Proposal
PROPOSAL
EVALUATION
PROPOSAL
ANALYSIS
PROPOSAL
CREATION
PRE-PROPOSAL POST-PROPOSAL
RFP
Sales
Continue Reject
Practice Lead/Technology
Leader(s)
Client
Review

7. PRE-PROPOSAL
• Read each section
• Understand the requirements
• Identify all questions
• Identify a person or team to work on the
proposal
Proposal Evaluation
PROPOSAL
ANALYSIS
PROPOSAL
CREATION
POST-PROPOSAL
PROPOSAL
EVALUATION
Practice Lead/
Technology Leader(s)
Sales
RFP
Quick Review
Proceed Reject STOP

8. PRE-PROPOSAL
PROPOSAL
EVALUATION
Proposal Analysis
PROPOSAL
ANALYSIS
PROPOSAL
CREATION
POST-PROPOSAL
Analyze
Sales
Proposal Team
Research
Questions
Practice Lead/
Technology Leader(s)
Review
Proposal Outline
Client

9. PRE-PROPOSAL
Create Proposal
PROPOSAL
EVALUATION
PROPOSAL
ANALYSIS
POST-PROPOSAL
PROPOSAL
CREATION
Proposal Outline
Sales
Practice Lead/
Technology
Leader(s)
Draft Proposal
Proposal Lead
Final Proposal
Proposal Team
Submit Response
Client

10. PRE-PROPOSAL
Post-Proposal
PROPOSAL
EVALUATION
PROPOSAL
ANALYSIS
PROPOSAL
CREATION POST-PROPOSAL
Sales
Client
Practice Lead/
Technology
Leader(s)
Proposal Team
Enquire

11. Final Thoughts..
 Project proposals are documents designed to present a plan of action, outline the
reasons why the action is necessary, and convince the reader to agree with and
approve the implementation of the actions recommended in the body of the
document.
 Proposals are usually drafted as a response to a Request for Proposal (RFP) that is
issued by a current or prospective client.
 A project proposal will be clearly arranged so that readers can follow a logical
progression of thought to the conclusion.
 Often, the RFP will lay out the basic structure of the proposal, provide invaluable
clues as to specific information that is of interest to the potential client, and define
the order in which data is presented.
 When an RFP is provided, it is essential to follow the specifications of the document
to the letter. Otherwise, the proposal will be set aside and one of the other vendors
who did follow the provisions closely will be awarded the business.

12. Tomy Rhymond
Sr. Consultant, HMB, Inc.
ttr@hmbnet.com
http://tomyrhymond.wordpress.com
@trhymond
614.432.9492 (m)
ABOUT ME