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Four steps to writing better proposals

 
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mistux
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Joined: 25 Jun 2004
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Location: South Bend, Indiana USA

PostPosted: Thu Jan 12, 2006 1:44 pm    Post subject: Four steps to writing better proposals Reply with quote

Despite the adage, if you build a better mousetrap the world won’t necessarily beat a path to your door unless you sell them on it. . The word "sell" causes many people to cringe, conjuring up images of fast-talking salesmen. Whether we're pitching a client prospector or justifying the budget for a new laser printer the element of persuasion is the foundation to success.


Below are four steps to making your proposals hit their target. These rules hold true in a short e-mail as in a multi-page proposal. Just remember that you have to lead people gradually from where they are to where you want them to be.

1. Build rapport


Put yourself in the reader's shoes by accurately describing the status quo. If you are trying to secure the budget for a newlaser printer, , you might begin by showing how long you've had your current laser printer, how much usage it receives, and how important it is to employees productivity. In effect, you’re saying, "This is where we are now." This initial step illustrates the current scenario, highlights your understanding, and educates senior decision-makers who may not be as familiar with the minutiae of day-to-day operations.


2. Quantify the problem

Once you have your audience aligned, describe the problem that needs to be solved. Use facts and figures, and put the problem into a company-wide context. Taking our laser printer example, you could quantify how much money the organization spends either repairing the older printer, buying toner that is inefficient in comparison to newer models, and waiting in long queues caused by slower print speeds. You can readily find facts online at places like HP’s color printing center which offers resources such as a print cost calculator.




3. Offer a solution


This is a critical section, but if you’ve done your research and paid attention to the first few steps, then this one is nearly automatic. Remember, the more facts and figures you provide, the more motivated your reader will be to take action. This detail illustrates your detailed understanding of the issue which makes your audience more likely to listen to your recommendation. Returning to our laser printer example, this is where you might point out that new laser printers cost less than when the old printer was purchased, reduce input costs by using toner more efficiently, save time by speeding up print jobs, and create efficiency by networking with your office’s backup and storage systems. Regardless of the topic, providing a viable solution is key to maintaining credibility.



4. Persuasion versus manipulation


It’s worth inserting a note of caution about the difference between persuasion and manipulation. Persuasion is ethical; manipulation isn't. To stay ethical you need to make sure that you use only genuine and balanced information. Imagine that someone else were to repeat your research and make their own recommendations. Would a reasonable person come to similar conclusions?


Whether they are your supervisors or your customers, managers respond well when presented with clear solutions to well understood problems. We are all naturally motivated to take action, provided we can see a good reason for doing so. And that means providing a far better rationale for acting than we currently have for doing nothing.


This four step plan of clarifying a scenario, citing a problem and recommending a solution, using ethics vs. manipulation is a powerful methodology to gain the attention of your intended audience and ideally achieve your objective.
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