Project Proposal Basics [JUNE 2006]

--ProjectProject ProposalProposal--

ProposalProposal TechniquesTechniquesByBy Fahad Mahmud Mirza Fahad Mahmud Mirza

ForewordForeword

A Project is a brief effort undertaken to create a unique A Project is a brief effort undertaken to create a unique product or service.product or service.

• TemporaryTemporary• UniqueUnique

Informally:Informally:

Plan; Scheme; Extensive Essay; Piece of Research in any fieldPlan; Scheme; Extensive Essay; Piece of Research in any field

Basic Characteristics of a ProjectBasic Characteristics of a Project Actions of any range may be a projectActions of any range may be a project

Large and small projects demand different handlingLarge and small projects demand different handling

They are TemporaryThey are Temporary Distinguishes projects from operationsDistinguishes projects from operations

They are UniqueThey are Unique Not the same old stuff; non-repetitiveNot the same old stuff; non-repetitive

A ProjectA Project cannot cannot be:be:

1.1. Emergency response to operation problemsEmergency response to operation problems CalloutsCallouts Repairs and troubleshootingRepairs and troubleshooting

2.2. Routine operation supportRoutine operation support Maintenance of equipmentMaintenance of equipment Minor modifications and tuning of equipmentMinor modifications and tuning of equipment

ProjectProject ProposalProposal

First StepFirst StepProject ProposalProject Proposal

A Worthy A Worthy IdeaIdea

Ability to Read & Ability to Read & Follow Follow

InstructionsInstructions

++

= = A COMPETITIVE PROPOSALA COMPETITIVE PROPOSAL

Basic Concept:Basic Concept:

General Elevation StepsGeneral Elevation Steps

1. Strategy Development

2. Message Structuring

3. Document Design

4. Content Creation

5. Editing and Reviewing

6. Document Production

7. Debrief and Key Learning

1. Developing a Project Proposal1. Developing a Project Proposal

I. Problem (Requests) Statement*

II. Goals and Objectives

III. Methodology

IV. Project Schedule

V. Budget

VI. Evaluation

*Asset-based development

Table of Contents:Table of Contents:

Developing Written Project ProposalDeveloping Written Project Proposal

• Front coverFront cover

• Copyright Statement Copyright Statement

• Executive Summary Executive Summary

• Current Situation Current Situation

• Target Audience Target Audience

• Project Goals Project Goals

• Development Budget Development Budget

• Development ScheduleDevelopment Schedule

• Check your spelling Check your spelling

• Covering letterCovering letter

The Basic Constitution:The Basic Constitution:

Developing Written Project Proposal Developing Written Project Proposal contd…contd…

The Ideology of Writing:The Ideology of Writing: Keep proposal neat and trouble-free to read-

Use positive and confident statements- avoid saying, “We hope to”, or “We may”

Don’t overload with tables, charts, and graphs

Ask someone not familiar with issue to read proposal for clarity

Secure all necessary commitments/signatures

Don’t over-promise or undersell

Be factual– but not dull!

Avoid jargon

Write in third person

Don’t assume the reviewer knows about the issue as well as you

Check for typos

Types of aTypes of a Proposal Proposal

A Proposal can be one of the two types below:A Proposal can be one of the two types below:

o Internal Proposal –Internal Proposal – within the organizationwithin the organization

o External Proposal –External Proposal –outside the organization ( outside the organization ( more important more important ))

12 Clarity: Winning You Business12 Clarity: Winning You Business12 Clarity: Winning You Business

The Elements of PersuasionThe Elements of Persuasion

To understand the organization’s need

To show that the program is rational

To assure that the job will get done

Internal ProposalInternal Proposal


The Structure of an Internal ProposalThe Structure of an Internal Proposal

Memo FormatMemo Format PurposePurpose SummarySummary IntroductionIntroduction Proposed procedureProposed procedure Cost Cost CredentialCredential Task scheduleTask schedule

Internal ProposalInternal Proposal


The Elements of PersuasionThe Elements of Persuasion

o Understanding the reader’s needUnderstanding the reader’s need

o Describing PlansDescribing Plans

o Demonstrating ProfessionalismDemonstrating Professionalism

External ProposalExternal Proposal


The Structure of an External ProposalThe Structure of an External Proposal

SummarySummary IntroductionIntroduction Proposed ProgramProposed Program Qualification & ExperienceQualification & Experience BudgetBudget Appendixes Appendixes

External ProposalExternal Proposal

External ProposalExternal Proposal contd…contd…

SummarySummary

Problem or opportunityProblem or opportunity

Proposed programProposed program

Qualification & ExperienceQualification & Experience

Expected completion dateExpected completion date

BudgetBudget


IntroductionIntroduction

Describing the backgroundDescribing the background

Defining the Problem or opportunityDefining the Problem or opportunity

Convincing and justifying the expendituresConvincing and justifying the expenditures


Proposed ProgramProposed Program

Demonstrate your grasp on the subject

Demonstrate the process and techniques


Qualification & ExperienceQualification & Experience

Demonstrate your ability to doDemonstrate your ability to do

List similar projects you have doneList similar projects you have done

Use paragraphs in small proposalsUse paragraphs in small proposals

Add resume for long proposalsAdd resume for long proposals


BudgetBudget

Direct costDirect cost

Indirect costIndirect cost


AppendixAppendix

Description of other projectsDescription of other projects

Supporting lettersSupporting letters

Task scheduleTask schedule

Always relate the data to your target population

Don’t overkill with numbers— too many statistics are boring!

Be as current as possible, if only old data is available, say so.

Be sure numbers/facts are accurate

Use tables/graphs when possible—but don’t get carried away

Cite your data sources

Use data ratio when possible (per capita, percentage, etc.)

Data vs. EvidenceData vs. Evidence

• Be sure the methods flow from the goals and objectives

• Be reasonable and chronological

• Apply the 5 Ws

-What, Who, Where, When, Why and How

• Be concise—but systematic

• Use simple sentences and bullets

• Methodology is process

Gleaming ProposalGleaming Proposal

Two main aspectsTwo main aspects

Develop Develop - Developing Project Proposal in form of Presentation- Developing Project Proposal in form of Presentation- Just same as writing a proposal- Just same as writing a proposal

DeliverDeliver- Words as well as expressions- Words as well as expressions

2. The Proposal Presentation2. The Proposal PresentationThe Very Important part of the packThe Very Important part of the pack

Just same as writing a proposalJust same as writing a proposal

Use words to the point: Use words to the point: less words but greater meaningsless words but greater meanings

Appropriate data: Appropriate data: irrelevant data not allowedirrelevant data not allowed

Use flowcharts, visuals to support your proposalUse flowcharts, visuals to support your proposal Make it Make it EEasy, asy, AApt and pt and RReal- (eal- (E.A.RE.A.R)) Literature review Literature review

Design Concept of the ProjectDesign Concept of the Project

Objectives Objectives

““An Executive SummaryAn Executive Summary" at the end" at the end Project Justification and proposed value of the projectProject Justification and proposed value of the project

Part-1:Part-1: Making the PresentationMaking the PresentationSome Important Pointers Some Important Pointers

Part- 2:Part- 2: Delivering the PresentationDelivering the PresentationSome Important Pointers Some Important Pointers

Important concepts and points only -- Important concepts and points only -- leave details for laterleave details for later

Confident, no state of panic Confident, no state of panic

Try to convince, gain trust of listenersTry to convince, gain trust of listeners

Maintain eye-to-eye contact with audienceMaintain eye-to-eye contact with audience

Use appropriate body languageUse appropriate body language

Break monotony – Break monotony – avoid boring the audienceavoid boring the audience

Rehearsal and PracticeRehearsal and Practice

Audience AttentionAudience Attention Controlling NervousnessControlling Nervousness Opening RemarksOpening Remarks Q&A HandlingQ&A Handling Using Visual AidsUsing Visual Aids Incorporating HumorIncorporating Humor Financial and Technical TalksFinancial and Technical Talks Speaking from notesSpeaking from notes Well-dressed SpeakerWell-dressed Speaker

Ideas forIdeas for the Business Presentation the Business PresentationStuffing Stuffing

Rehearsal and PracticeRehearsal and Practice – –

Have a clear, vivid idea about the subject to get the objectHave a clear, vivid idea about the subject to get the object More practice downsizes the chances of errors More practice downsizes the chances of errors Plan how you verbally emphasize key phrases and ideasPlan how you verbally emphasize key phrases and ideas Don’t rehearse specific gesturesDon’t rehearse specific gestures Make a fresh set of notes to reflect the final version you intend to deliverMake a fresh set of notes to reflect the final version you intend to deliver Try and visit the location of presentation a day beforeTry and visit the location of presentation a day before Don’t rehearse specific gestures over and over Don’t rehearse specific gestures over and over Memorize the points, not the words!Memorize the points, not the words!

Ideas forIdeas for the Business Presentation the Business Presentationcontd…contd…

Audience Attention Audience Attention ––

Speak up! Helps you lessen nervousness and avoids mumblingSpeak up! Helps you lessen nervousness and avoids mumbling Audience mind is hungry for pictures; give them something to seeAudience mind is hungry for pictures; give them something to see Use stories that force audience to visualize (use first-person stories)Use stories that force audience to visualize (use first-person stories) Pauses are the most effective technique for regaining attentionPauses are the most effective technique for regaining attention Do throw in some theoretical questionsDo throw in some theoretical questions


Controlling Nervousness Controlling Nervousness ––

Knowing your subject heavily protects from nervousnessKnowing your subject heavily protects from nervousness Look directly into eyes of the listener (good habit for effective speech)Look directly into eyes of the listener (good habit for effective speech) Knowing the opening statements will reduce worry about getting startedKnowing the opening statements will reduce worry about getting started Don’t use drugs to calm nervousness- results in slow speed and hazy memoryDon’t use drugs to calm nervousness- results in slow speed and hazy memory Stand straight and breathe proper; makes easier to get words out naturallyStand straight and breathe proper; makes easier to get words out naturally


Opening Remarks Opening Remarks ––

Find interesting opening story or compelling first sentenceFind interesting opening story or compelling first sentence Avoid asking a question as an openerAvoid asking a question as an opener Thank the person who introduced you, as it is a formal occasionThank the person who introduced you, as it is a formal occasion Pause before speaking, focus on one of the audiencePause before speaking, focus on one of the audience Always use the planned opening statementAlways use the planned opening statement The opening statement must relate your business point of viewThe opening statement must relate your business point of view Begin by outlining the conclusionBegin by outlining the conclusion


Q&A Handling Q&A Handling ––

Ask your audience to hold questions for the end, if you don’t want interruptionAsk your audience to hold questions for the end, if you don’t want interruption Look directly to the person asking question, and make sure he/she finishesLook directly to the person asking question, and make sure he/she finishes While answering, don’t look at the questioner but address everyone presentWhile answering, don’t look at the questioner but address everyone present If questioner is nitpicker, be polite and give more informationIf questioner is nitpicker, be polite and give more information If he/she persists, tell them to meet and discuss the matter afterwardsIf he/she persists, tell them to meet and discuss the matter afterwards If you don’t know the answer, appreciate the question and relate your topic If you don’t know the answer, appreciate the question and relate your topic


Using Visual Aids Using Visual Aids ––

Use few well-conceived visuals that are memorable, rather than boring chartsUse few well-conceived visuals that are memorable, rather than boring charts Color the basic key-pointsColor the basic key-points Explain what each visual meansExplain what each visual means Each visual must relate the topic of discussion Each visual must relate the topic of discussion Use props or stuffed toys to support your ideasUse props or stuffed toys to support your ideas When through with a visual, cover it upWhen through with a visual, cover it up


Incorporating Humor Incorporating Humor ––

Safest approach for average presenter is ‘Safest approach for average presenter is ‘Don’tDon’t’’ Most natural expression of humor is a simple smileMost natural expression of humor is a simple smile Amusing incidents from real life are better than jokes somehowAmusing incidents from real life are better than jokes somehow If you can’t tell a joke, don’t risk making a fool of yourself by attemptingIf you can’t tell a joke, don’t risk making a fool of yourself by attempting Jokes in presentation depend heavily on the type of occasionJokes in presentation depend heavily on the type of occasion Mostly speakers find something to laugh at, Mostly speakers find something to laugh at,

but not for amateur presentersbut not for amateur presenters


Financial and Technical Talks Financial and Technical Talks ––

Gear your talk to level of sophistication of your audienceGear your talk to level of sophistication of your audience Helps you good for eliminating jargonHelps you good for eliminating jargon Greater the level of sophistication, more important is use of analogyGreater the level of sophistication, more important is use of analogy Keep the presentation visuals at simpler levelKeep the presentation visuals at simpler level Leave the details for handouts (normally supplied)Leave the details for handouts (normally supplied) Keep your talk upbeat, fast-paced and Keep your talk upbeat, fast-paced and simplersimpler

Stay focused on results, while delivering financial reportsStay focused on results, while delivering financial reports Technical talks are not same as technical papers; so hit the key-points only Technical talks are not same as technical papers; so hit the key-points only


Speaking from Notes Speaking from Notes ––

Print notes or outlines in large letters with color pensPrint notes or outlines in large letters with color pens Use one page or index card for each point in presentationUse one page or index card for each point in presentation If you use direct quotation, hold up the card you’re reading fromIf you use direct quotation, hold up the card you’re reading from Make clear whom you are quoting and where you got the quote Make clear whom you are quoting and where you got the quote Use short phrases or key-words than sentencesUse short phrases or key-words than sentences Use color-codes to indicate what you have planned to introduce Use color-codes to indicate what you have planned to introduce


Well-dressed Speaker Well-dressed Speaker ––

A more formal attire is appropriate for presentationA more formal attire is appropriate for presentation Speaker’s wardrobe is just as much about business as about fashionSpeaker’s wardrobe is just as much about business as about fashion For an authoritative image, use dark colored For an authoritative image, use dark colored

clothing (black, dark-blue etc.)clothing (black, dark-blue etc.) For businesslike attitude, keep your coat For businesslike attitude, keep your coat

buttoned during presentationbuttoned during presentation Avoid tinted glasses for keeping good eye-contact Avoid tinted glasses for keeping good eye-contact No matter what you say, your clothes say more!No matter what you say, your clothes say more!


Issues Affecting the ProposalIssues Affecting the Proposal

Required elements are missing, i.e. budget justification, vita, support lettersRequired elements are missing, i.e. budget justification, vita, support letters

Unrealistic goals and objectives for the projectUnrealistic goals and objectives for the project

Needs assessment not supported by reliable data/information – based on emotion.Needs assessment not supported by reliable data/information – based on emotion.

Weak methodology – doesn’t present a convincing case for projectWeak methodology – doesn’t present a convincing case for project

Proposals contain typos or excessive jargon Proposals contain typos or excessive jargon

Proposal scope is too narrowProposal scope is too narrow

Barriers against effective proposal:Barriers against effective proposal:

Overall suggestion for a ProposalOverall suggestion for a Proposal

Indicative pointers:Indicative pointers: Must contain all componentsMust contain all components

Achievable targetsAchievable targets

Assessments must be based on actual dataAssessments must be based on actual data

Proposals must not contain typos Proposals must not contain typos

Your vision should be wideYour vision should be wide

Way of presentationWay of presentation

Overall suggestion Overall suggestion contd…contd…

Every project and client is uniqueEvery project and client is unique

Content can be differentContent can be different

Organizing manner is sameOrganizing manner is same

Easy to followEasy to follow

Not necessary your proposal might get you the job first placeNot necessary your proposal might get you the job first place

The The BenefitsBenefits-- Effective ProposalEffective Proposal ConclusionConclusion

““An effective proposal can directly appeal your client and help you winAn effective proposal can directly appeal your client and help you win more an more business. more an more business.””

Winning the proposals can bring you to the competitive world of the Winning the proposals can bring you to the competitive world of the present day market.present day market.

Right path of success- Right path of success- Slow and steady wins the raceSlow and steady wins the race

Enhances the Profitability of your business accomplishment!Enhances the Profitability of your business accomplishment!

THANKTHANK YOU YOU !!!!!!

Project Proposal Basics [JUNE 2006]

Technology

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