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Technical proposals

Technical proposals. A written offer to undertake a project for designing, creating something new or for changing or modifying an existing procedure, method , system or structure within a specified period of time. Types Structure. Solicited . Unsolicited. SALES. RESEARCH. TYPES.

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Technical proposals

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  1. Technical proposals • A written offer to undertake a project for designing, creating something new or for changing or modifying an existing procedure, method , system or structure within a specified period of time. • Types • Structure

  2. Solicited Unsolicited SALES RESEARCH TYPES

  3. Sales proposal • Sent outside the company to potential clients or customers • Also known as business proposals

  4. Research Proposal • Academic in nature, mostly solicited • May appear in a foreign language also • Basic format remains the same

  5. Characteristics • Demonstrate to appropriate decision makers that their needs would be met with • Keep in view the customer’s convenience, financial gain and prestige • Anticipate any possible reasons for rejection and provide suggestions to overcome them. • Use plain direct and unambiguous expressions

  6. Purposes • To construct parking slots,buildings,bridges,highways • To survey area for possible water sources • To modernize the office procedures of a company • To train international managers for work in foreign countries,etc.

  7. Structure Prefatory Main body Supplementary parts

  8. Prefatory Title page Draft contract Executive summary Table of contents List of illustrations

  9. Main body Introduction Technical section Management section Cost estimate Conclusion

  10. Supplementary Appendix Sources and References

  11. Title page • Incorporate the title • Name of the person or company • Name of the person submitting the proposal • Date

  12. Draft contract Quick summary • Topic • Proposer details • Duration • Cost 1st year/ subsequent years

  13. Continued • Rough draft of the contract proposed • Finalized after the acceptance of the proposal

  14. Executive summary • Back ground • Purpose • Scope • Infrastructure facilities • Technical details • Significance • Re-emphasis

  15. Continued • A Concise version of the detailed proposal • Gives a brief background need for taking up this project) • Summarize the objectives ,how they will be met, procedures adopted • Ends with a reemphasis of proposals strengths • Length varies 100-300 based on the complexity

  16. Introduction Problem statement (clearly specifies the need for investigation) Purpose, scope Technical overview Methodology (procedures adopted to carry out the project) Significance Structure

  17. Technical section • System overview (Technical description) • Analysis of existing situation • Possible design solutions • Proposed solution • Sources of information • Methodology

  18. Management section • Chains of command (org. charts) • Corporate / employee credentials • Schedules (work, implementation, reporting, maintenance, delivery, completion, payment, forecast) • Gantt chart, Milestone chart • Team organization • Company profile

  19. Cost Estimate • Important • Funding (if internal) • Break up (equipment details, man power expenses miscellaneous / consumables) • Match with draft contract

  20. Conclusion Re-emphasize strengths Assure the reader

  21. Appendix • Credentials details • Supporting technical documents • Illustrations

  22. DOCUMENTATION STYLES • MLA (Modern Language Association) • APA (American Psychological Association) • Chicago style • IEEE style

  23. Details for Documentation • Author/s ( whether editor/s) • Year • Title of the book/article , Edition if any • Name of Journal/Newspaper/Magazine, Volume No. Page no. • Place of Publication • Name of Publishers

  24. WORKS CITED/REFERENCES Berst,Jesse. “ Berst Alert.” ZD Net 30 Jan.1998. <http://www.zdnet.com/anchordesk/story_1716.html> Corporate Credit Union Network. A Review of the Credit Union Financial System. Kansas City: U.S.Central. 1998. Kroll Jack. “T.Rex Redux.” Newsweek 26 May 1997:74-75 Tibbets, Charlene and A.M.Tibbets.Strategies:A Rhetoric and Reader.Glenview:Scott and Company.1988.

  25. Oral presentation • Mend your speech a little Lest it may mar your fortune. William Shakespeare

  26. TYPES OF ORAL PRESENTATION • Reading from the text • Memorizing • Impromptu • Extemporaneous

  27. Requirements of Oral Presentation • Knowing your purpose • Audience awareness • Use of visual aids • Presentation plan

  28. Audience awareness • Size up your audience • Speak directly • Converse with them with conviction & sincerity • Dramatize certain aspects • Give a personal touch • Use humor if possible

  29. Use of Audio visuals • Integrate the aid with your op • Use it when your reach the relevant point • Make your aids accessible • Interpret the aids • Stand on one side and use the pointer • Aids should be specific

  30. Contd. • Avoid crowding your aid • Keep speaking • Keep writing in case you are using black board

  31. Presentation plan • Plan and prepare beforehand • Bring animation and spontaneity • Lift your head and look at the audience • Consult your notes when needed • Cite references, quotations etc. • Use note cards

  32. Contd. • Have sympathy for the crowd • Avoid reading your presentation • Avoid memorizing • Avoid giving a long introduction • Signal the end of your presentation

  33. Contd. • Avoid verbal fireworks • Avoid frowning • Ignore the smiles /whispers of listeners

  34. Dividing your presentation • IntroductionCapture listeners’ attention and get them involvedIdentify yourself and establish your credibilityPreview your main points

  35. BODY • LIMITED NUMBER OF POINTS • EXPLAIN AND GIVE DETAILS • KEEP YOUR PRESENTATION SIMPLE AND LOGICAL

  36. CONCLUSION • DON’T END LIMPLY • REVIEW ALL THAT YOU SAID • ENCOURAGE QUESTIONS

  37. Use of connectives • Transitions:end of one thought and indication of the beginning of another, such as,after having said that……it is time now;in addition to • Internal previews:indicating what the speaker takes up next,such as, we shall discuss its impact • Internal summary:recalling what has been said so far.e.g.in short • Signposts:indicating where the presenter is in his presentation,e.g.the first feature,the second,

  38. REMEBERTHE FOLLOWING • Prepare thoroughly • Rehearse repeatedly • Time yourself • Request a lectern • Check the room and gadgets • Practice stress reduction

  39. Tips to remember during presentation • Begin with a pause • Present your first sentence from memory • Maintain eye contact, correct posture, use gestures • Pay attention to facial expressions and Time • Control voice and vocabulary • Put the brakes on • Move naturally • Use visual aids

  40. Contd. • Avoid digressions • Summarize your main points

  41. After your presentation Distribute handouts Encourage questions Repeat questions Reinforce main points keep control Admit if you are unable to answer some question End with a summary and appreciation

  42. Business writing:purposes • Making /answering an enquiry • Placing an order • Demanding or refusing credit • Selling goods and services • Accepting/refusing a project • Responding to complaints

  43. Contd. • A business letter is a form of communication written by an authorized person of an organization.

  44. Letter • A Business letter must appeal to the reader’s interest and induce in him the proper mood. • “If he is rude be specially courteous. If he is muddle-headed be specially lucid. If he is pig-headed be patient.If he is helpful be appreciative. If he convicts you of a mistake acknowledge it freely and even with gratitude”. • Sir Ernest Gower

  45. Points to remember • Before expressing a thought, roll it in your mind to avoid ambiguity. • Choose short, common and concrete words. • Avoid jargon and slang. • Arrange your words according to the rules of grammar. • Write short and simple sentences. • Divide your ideas into small and distinct paragraphs.

  46. Structure and Layout of Letters • Elements • Heading • Date • Difference • Inside address • Attention line • Salutation • Subject

  47. Contd. • Body • Complimentary Close • Signature • Identification marks • Enclosure

  48. Principles of Letter Writing • Courtesy and Consideration • Directness and Conciseness • Avoid Verbosity • Avoid Participial endings • Positive and Direct Statements • Clarity and Precision

  49. Styles of Business Letters • Indented Style • Block Style • Complete Block Style • Semi Block Style • Hanging Indented Style

  50. Indented style • Oldest form • Each element indented to four spaces • Closed punctuation • Salutation on the left • Date line & Complimentary close to the right

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