Ch 9 - Proposals Flashcards
What is a proposal?
Identifies a problem or opportunity; then offers detailed plan for solving problem or taking advantage of opportunity.
What are the four categories of proposals?
Solicited
Unsolicited
Internal
External
What are the three steps to creating a proposal?
1) Make a Plan and do Research
2) Organize and draft proposal
3) Choose Style, Design, and Medium
What are the recommended strategies for planning a proposal?
Five-W and How questions?
Subject - define proposal, boundaries, need-to-know
Purpose - what should proposal achieve?
What are the basic features of a proposal?
Introduction Current situation (description of problem/opportunity) Project plan (description of solution) Graphics and graphs Qualifications - of people on project Summary - of costs and benefits Budget - itemizes costs
What are the four recommended strategies to researching a proposal?
Do background research Identify causes and effects Find similar proposals Collect visuals Ask subject matter experts
What six potential tasks does the introduction of a proposal perform?
Define the subject (mandatory)
State the purpose (mandatory)
State the proposal’s main point (mandatory)
Stress the importance of the subject (optional)
Offer background information on the subject (optional)
Forecast the organization of the proposal (optional)
What are the three aims of describing the current situation in a proposal?
Define and describe the problem
Discuss the causes of the problem
Discuss the effects of the problem if nothing is done about it
What three components should the current situation section of a proposal include?
Opening - identify and define problem/opportunity
Body - causes
Closing - effects of problem if nothing done
What’s the four recommended tasks for project plan in a Proposal?
Identify solution
State objectives of plan
Describe plan’s major and minor steps
identify deliverables or outcomes
What three components should the project plan include for a proposal?
Opening - identify solution
Body - step-by-step plan
Closing - summarize deliverables or outcomes
What three aspects of the team are highlighted in the qualifications section of a proposal to show a company is uniquely qualified for a project?
Description of personnel - bios, demographics, support staff, etc
Description of organization - corporate mission, history, facilities, equipment, organizational structure
Previous experience - past and current clients, similar projects completed, case studies on past projects
What’s the five recommended tasks for the Conclusion of a proposal?
Transition to conclusion
State costs of project
Summarize benefits of project (2-5)
Describe future if readers accept proposal
Thank readers and offer contact information
What are six strategies to improve the style of a proposal, using a balance of plain and persuasive styles?
Use plain where description is most important: current situation, project plan, qualifications
Define any unfamiliar words
Keep sentences short
Use persuasive style where decision making is most important: introduction, cost and benefits
Use similes and analogies for complex issues
Set specific tone by mapping out words and phrases associated w/an emotion/attitude you want to promote
What are seven design tips for proposals?
where possible, put data into tables/charts
Use graphs to illustrate any trends in data or facts
Clarify and reinforce major points with images, illustrations, and maps
Expand outside margin to provide room for pull quotes or reader notes
Use page numbers
Add color, especially to headings, headers, and footers
Use headings and lists to help readers locate information they need
