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Learn how to define and organize proposals, write different proposal varieties, and write progress reports. This chapter covers the basics of proposal writing for business and class research projects.
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Chapter 17 Writing Proposals and Progress Reports • Defining Proposal • Class Research Proposals • Proposals for Business • Proposal Varieties • Progress Reports
Chapter 17 Learning Objectives LO 17-1 Define proposals LO 17-2 Brainstorm for writing proposals LO 17-3 Organize proposals LO 17-4 Prepare budget and costs sections LO 17-5 Write different proposal varieties LO 17-6 Write progress reports
Defining Proposals Argue for the work that needs to be done and who will do it Created for projects that are longer or more expensive than routine work Offer a method to find information, evaluate something new, solve a problem, or implement a change
Defining Proposals Two goals Get the project accepted Get your organization accepted to do job Stress benefits for affected audiences Competitive proposal—compete for limited resources Noncompetitive proposals—have no competition
Questions a Proposal Must Answer What problem are you going to solve or what opportunity do you hope to fill? Why does the problem need to be solved now or the opportunity explored now? How are you going to solve it? Can you do the work?
Questions a Proposal Must Answer, continued… Why should you be the one to do it? When will you complete the work? How much will you charge? What exactly will you provide?
Style for Proposals Make clear and easy to read Anticipate and answer questions audience may have Support generalizations with data Stress benefits throughout Use expected format Stress beginning and ending
Style for Proposals, continued… Edit carefully Make final check for all sections requested Ensure that appearance gives good impression Make sure you have chosen the correct media channel Allow enough time for production, reproduction, and administrative approvals
Class Research Proposal Sections Introductory paragraph Problem/opportunity Feasibility Audience Topics to investigate
Class Research Proposal Sections, continued… Methods/procedures Qualifications/facilities/resources Work schedule Call to action
Class Research Proposal: Introductory Paragraph No heading Summary of topic and purposes—one or two sentences
Class Research Proposal: Problem/Opportunity What problem or opportunity exists? Why does it need to be solved or explored? What relevant background or history exists?
Class Research Proposal: Feasibility Are you sure that solution can be found in time available? How do you know?
Class Research Proposal: Audience Who in organization has power to implement recommendation? What secondary audiences might evaluate report? What audiences would be affected by recommendation? Will anyone in organization serve as gatekeeper? What watchdog audiences might read report? Will there be other audiences?
Class Research Proposal: Topics to Investigate List questions and sub-questions report will answer Say how deeply you will examine each aspect Explain why you chose to discuss some aspects of problem, not others
Class Research Proposal: Methods How will you get answers to research questions? Whom will you interview or survey? What published sources will you use? Give complete bibliographic references
Class Research Proposal: Qualifications Do you have knowledge and skills needed to conduct this study? Do you have access to information/equipment you will need to conduct your research? Where will you turn for help if you need it?
Class Research Proposal: Work Schedule Gathering information Analyzing information Organizing information Preparing progress report Writing the draft Preparing the visuals Revising draft Editing draft Proofreading report For each activity list: • Total time • Completion date
Class Research Proposal: Call to Action Invite instructor to suggest ways to improve your plan Ask instructor to approve your project so you can begin your report
Proposals for Business Recommends new programs or ways to solve problems Requires considerable research Gathers information from outside organization
Proposals for Business, continued… Organization Scheme Introduction Current situation Project plan Qualifications Cost and benefits
Varieties: Sales Proposals Used to sell goods or services Make sure you understand the buyer’s priorities Present your products as solving your audience’s problems Show benefits for each feature Use language appropriate for audience
Varieties: Sales Proposals, continued… Organization Scheme for Cover Letter Catch audience’s attention; summarize up to three major benefits Discuss each major benefit in order listed Deal with objections or concerns Mention other benefits briefly Ask audience to approve your proposal; give reason for acting promptly
Varieties: Business Plans and Other Funding Proposals Stress needs your project will meet Show how project will help fulfill goals of organization you are asking for funds Show money you already have and how you plan to use money you get
Varieties: Business Plans and Other Funding Proposals, continued… Answer these questions What is your product or service? How well developed it is? Who is your market? How large it is? Why does this market need your product or service? How will you promote your product or service? Who are your competitors? How will you be better? Who is also providing support for your business? Who will be working with you? How many more employees will you need? What will you pay them?
Progress Reports Reassures funding agency or employer that you’re making progress Allows you and the agency or employer to resolve problems as they arise Use positive emphasis and you-attitude Don’t present every detail as equal Try to exceed audience’s expectations in at least some small way
Chronological Progress Reports Summarize progress in terms of goals and original schedule Under “Work Completed” heading, describe what you have done Under “Work to Be Completed” heading, describe work that remains Express confidence in having report ready by due date
Task Progress Reports Use headings that describe major tasks your project entails Under each heading, discuss work completed and what remains to be done
Recommendation Progress Reports When easy for audience to accept, use direct pattern When likely to meet strong resistance, use problem-solving pattern
