How to Write a Proposal

[EMMY_ARICIOGLU -at- HP-ROSEVILLE-OM3 -dot- OM -dot- HP -dot- COM]

     To: Eilan Ng Kwan

     I have written and helped write hundreds of proposals when I worked
     for a huge consulting company a few years ago. Here are some broad
     guidelines (off the top of my head, since I don't write proposals
     anymore):

     A proposal can be written in letter format (the simplest), or (if
     you're showing off your skill) in the format of the final product, but
     in general, it must contain the following main topics:

     Scope
     Approach
     Deliverables
     Schedule
     Cost

     Scope: What are the parameters of the consulting assignment? To write
     a manual, on-line help, create a database, perform usability? This is
     where you show that you heard what the client said. What does the
     client want you to do?

     Approach: How will you go about accomplishing the task(s) requested by
     the client? Will you interview SMEs, experiment with the product, make
     phone calls, examine competitive products, create graphics, manage
     production of graphics, draft text, distribute draft and get feedback
     from SMEs, incorporate comments, redraft, create final text, create
     camera-ready art, send to printer, prepare files for archiving? The
     steps you provide here should tie in with the schedule. Also, it is
     not necessary to "give away the store" here (don't tell 'em all your
     secrets to getting the job done).

     Deliverables: What will you deliver to the client as the finished
     product: text for manual, graphics, files for archiving? List
     everything you will deliver.

     Schedule: How long will the project take? Creating a gantt chart is
     extremely helpful -- anything visual is good, especially to show where
     tasks overlap (research/writing, interview/writing, writing/graphics,
     etc.).

     Cost: There are different approaches to quoting cost: overall cost,
     cost in stages, cost per deliverable. Also, you can ask for upfront
     development money (for research, travel, phone, copying, etc.). Don't
     forget to charge for overhead. Cost can also be quoted as a range.
     Also state that cost can be adjusted (if mutually agreed to) if scope,
     deliverables, or schedule change.

     This is a bare-bones explanation of what goes into a proposal. I have
     to stop now or go on for another four hours.

     If you need more help, please let me know.

     Emmy
     emmy_aricioglu -at- hp -dot- com


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