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    Writing A Project Proposal

    Uploaded by

    Khaironesa P. Pahm

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    © All Rights Reserved
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    Writing A Project Proposal

    Uploaded by

    Khaironesa P. Pahm
    31 views5 pages

    Original Title

    Writing a Project Proposal

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    31 views5 pages

    Writing A Project Proposal

    Uploaded by

    Khaironesa P. Pahm

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 5

    Writing a Project Proposal

    Steps to writing your own project proposal

     Step 1: Define the problem


     Step 2: Present your solution
     Step 3: Define your deliverables and success criteria
     Step 4: State your plan or approach
     Step 5: Outline your project schedule and budget
     Step 6: Tie it all together
     Step 7: Edit/proofread your proposal

    Overview: What is a project proposal?

    A project proposal is a document that outlines everything stakeholders need


    to know to initiate a project. It’s a necessary first step towards getting a project
    off the ground. A project proposal is usually selected during the project intake
    process.

    A well-written project proposal informs and persuades, and combines project


    management skills with a few other essential skills: research, data analysis,
    and some copywriting.

    Format of a Project Proposal:

    It follows conventional proposal formats that include the following elements:

     Executive summary. Short and to the point, the executive summary is


    essentially the project’s elevator pitch. It states the problem clearly,
    addresses how your proposed project intends to solve the problem,
    and discusses what a successful project looks like.
     Background or history. This section outlines both successful and
    unsuccessful previous projects, including how the latter could have
    been handled better, with the goal of showing how the proposed
    project will be more successful based on the lessons of the past.
     Requirements. This section briefly summarizes what’s needed
    throughout the project life cycle in terms of resources, tools, project
    schedule, etc.
     Solution. The solution section explains how you intend to approach the
    project and bring it to completion. It covers the project management
    steps, techniques, and skills needed to get things done more efficiently,
    as well as how to manage problems.
     Authorization. This section states explicitly who the project’s decision-
    makers are and the stakeholders authorized by the client to make
    approval/sign-off decisions.
     Appendix. Any information not included in the actual proposal should
    be in the appendix, such as materials and resources that team
    members and stakeholders can use to learn more about the project.
    Things to consider before writing a proposal for a project

    Before you sit down and begin writing your project proposal outline, there are
    some things you must consider, including:

    Your audience

    Identify who the decision-makers are and determine the relationships between
    them.

    Each stakeholder will have their own goals and preferences. Multiple versions
    of the proposal may have to be written depending on your audience.

     How familiar are they with the project or problem? What do they
    already know? What do they not know?
     Should you provide background information on a particular topic?
     What do they want to hear?
     Is there any particular way to make them better understand what you
    want to convey?

    For example, if the proposal is for the head of the technology department,
    jargon and technical language are likely expected.

    On the other hand, if it’s a small business owner you’re trying to win over, use
    simple, easy-to-understand language, with the proposal highlighting the
    project’s positive impact on the company’s bottom line.

    Potential pitfalls

    A paper from the Project Management Institute (PMI) Global Congress by


    Francis McNamara cites four basic reasons why project proposals get
    rejected:

     Poorly defined proposal


     Proposal not aligned with organizational goals
     Project benefits not clearly and credibly defined
     Ineffective project proposal presentation

    In essence, certain projects fail not because they’re bad projects per se but
    because the proposal lacked clarity and persuasiveness.

    Data and research

    You need facts, figures, graphs, and charts to substantiate your proposal and
    justify the project’s existence.

    Research past projects, both successful and unsuccessful because you’ll


    need as much hard data, evidence, and examples as you can provide to craft
    a convincing proposal.
    How to write a project proposal

    Remember that the reason you’re writing a proposal is to obtain executive


    buy-in. You want key people to support your project. You need decision-
    makers on your side to turn a vision into reality.

    You want the proposal to speak to them, and then motivate them to take the
    next step, which is to greenlight the project.

    Step 1: Define the problem

    What’s the problem your project is trying to address? Why is it a problem?


    Why is it worth solving? Make your audience see the problem the way you
    see it.

    Tips for defining the problem:

     Start strong. Decision-makers usually don’t allot much time to look over
    a proposal, so make sure that the pain point is succinctly described
    and in a manner that resonates with them.
     Use facts, not opinion. Although you want your audience to understand
    the severity of a problem, you don’t want to exaggerate. Instead, use
    data from your research to back up your assertions.

    Step 2: Present your solution

    How will your project solve the problem? Why is your solution the better
    option over other similar solutions? Discuss why other solutions won’t work for
    the situation.

    Tips for presenting your solution:

     Anticipate questions and objections. Be prepared to defend your


    solution from all angles. Be ready to explain why your more expensive
    solution is better than a less expensive one, for example.
     Present the solution’s larger impact. Stakeholders generally get more
    excited about projects with wide-ranging effects than those with limited
    impact.
     Again, facts over opinion. Provide as many research-backed examples
    as you can.

    Step 3: Define your deliverables and success criteria

    This section provides a picture of the functions and attributes of the


    deliverable, plus how to know if the project is successful.

    Tips for defining deliverables:


     Include a delivery date. Define what your project will deliver and what
    users can expect from it, such as a cloud-based phone system that’s
    accessible 24/7 from anywhere if it’s a customer service project you’re
    proposing. Also, indicate when you plan to complete each deliverable.
     Your solution must be SMART. Your success criteria will signal
    whether the project has been successful. Remember to keep your
    solution SMART (specific, measurable, achievable, realistic, and time-
    bound.)

    Step 4: State your plan or approach

    This is the most critical section of the proposal and discusses how to achieve
    the project’s objectives. It starts with an explanation of the approach and why
    it’s relevant and effective. It also explains how problems will be managed.

    Tips for planning:

     Introduce project strategies. Will you be using the traditional waterfall


    approach? Why? Will you be using third-party contractors, in-house
    staff, or consultants? What will their objectives and responsibilities be?
    This is your opportunity to discuss the "why" behind the decisions
    you're making to get the project completed.
     Explain how problems will be addressed. This explains your project
    management plan's risk mitigation strategies.

    Step 5: Outline your schedule and budget

    This is the section where you break down project costs and detail how you will
    meet deadlines.

    Tips for defining a schedule and budget:

     Provide as much detail as possible. Break your budget down into


    categories, such as supplies, tools, salary, etc. Include all overhead
    and indirect costs. A detailed financial breakdown will signal to
    stakeholders that you’ve done your research and don’t intend to waste
    their money. Note that certain projects may require financial statements
    and funding sources.
     Be concrete. Don’t guess. Provide project start and end times, and if
    certain sections of the project can be done simultaneously.

    Step 6: Tie it all together

    End your proposal with a conclusion that briefly summarizes the problem,
    solution, and benefits. Emphasize the significant parts, and make your
    proposal stand out by restating ideas or facts you want your audience to
    remember.

    Check your proposal for consistency of ideas and whether the elements
    support each other.
    Tips for tying everything together:

     Your proposal should read like a book. Your proposal should tell a
    story. Every section and element must work together to form a
    cohesive whole.
     Refrain from introducing anything that doesn’t fit. Be careful not to
    introduce anything that seems off or doesn’t contribute to the overall
    objectives of the project.
     Make sure all project proposal elements are present. Check your
    document and ensure all the necessary elements have been
    addressed.

    Step 7: Edit/proofread your proposal

    Rewrite your proposal as necessary to make it interesting, helpful, clear, and


    persuasive. Ask for feedback, and ensure the proposal is organized and
    visually appealing.

    Tips for editing:

     Check the tone and language. Your proposal is intended for a certain
    audience type, so make sure the tone and language used are reflective
    of that. Don’t forget to proofread for grammar, punctuation, or spelling
    mistakes. You want your proposal to look professional.

    Get your project proposal noticed and your project funded

    Whether your project sees the light of day depends on how effective and
    convincing your proposal is.

    Decision-makers aren’t likely to spend a lot of time on your proposal to decide


    if it’s a go or no-go. It’s vital, therefore, that your proposal captures their
    attention right off the bat, gets them excited about the project, and, in turn,
    spurs them to action.

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