Project proposals present an action plan and aim to get approval for implementation. They are organized into five sections: introduction, context, strategy, budget/funding, and outcome. A formal RFP can provide structure and specific information.
Project proposals are documents designed to present an action plan, outline why action is needed, and get the reader to agree and approve the implementation of the actions recommended in the body of the document. In many cases, the document is drafted as a response to a request for proposal (RFP) issued by a current or prospective client. However, such a document may also be prepared to serve an internal purpose, especially when someone within the company has an idea of how to make the company more profitable or efficient and needs authorization and support to implement the action.
In any situation, a project proposal will be clearly organized so that readers can follow a logical progression of thought through to conclusion. Many sample proposals offer a basic guideline that can help even beginners get the hang of an effective proposal. Guidelines typically identify five key components or sections of any project proposal: introduction, context, strategy, budget or funding, and outcome.
With the introductory section of a project proposal, the idea is to tell readers what the project is about and why the project is worth taking the time to consider in the first place. In essence, this section serves to validate the time and effort spent presenting the data, as well as the time needed to read and consider the merits and feasibility of the project itself. The introduction is not the place to present the details of the project, but only to establish its potential and cultivate enough interest to encourage the reader to learn more.
The background lays out the basic points of the introduction, often citing specific reasons why the project plan is sound, based on historical data, projections of future needs and performance, and current business circumstances. The background helps build the case for how the project can meet needs that have arisen as a result of past actions while anticipating future needs and addressing them in a timely manner. For the most part, the background section will firmly establish that something needs to be done and pave the way for learning how it can be accomplished.
With the strategic section of the project proposal, the goal is to outline all the procedures necessary for the success of the project. Often, the strategy helps define short- and long-term goals for the project, explains how to systematically accomplish each step, and what kind of return can be expected from the effort. Here, the reader begins to get an idea of how important the project is and the potential it has to help the company make better use of available resources by positioning itself for the future.
The budget section narrows down to what most decision makers need to know before approving any project: what is the cost associated with implementing the project proposal. In this section, the detail must be accompanied by facts and figures that are well researched and cover every conceivable aspect of the financing needed to launch and maintain the project over time. Many propositions fail here, due to lack of detail and evidence to support the details included.
Finally, the project proposal indicates the result of the project implementation. This is the section where all the benefits are clearly stated. Benefits can include things like lower operating costs, raising the company’s public profile, generating more sales, or increasing profits through more efficient use of available resources. As with the budget details, it is important that any stated benefit can be supported by other data to be taken seriously.
Writing a proposal is sometimes easier when a formal RFP is provided. Often, the RFP will define the basic structure of the proposal, provide invaluable clues about specific information that is of interest to the prospect, and define the order in which the data is presented. When an RFP is provided, it is essential that you follow the document’s specifications to the letter. Otherwise, the proposal will be canceled and one of the other sellers who followed the arrangements closely will be awarded the business.
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