SummaryA project proposal is a written document outlining everything stakeholders should know about a project, including the timeline, budget, objectives, and goals. Your project proposal should summarize your project details and sell your idea so stakeholders buy in to the initiative. In this guide, we’ll teach you how to write a project proposal so you can win approval and succeed at work. Show
All projects have creation stories, but they don’t start with someone declaring, “Let there be resources!” To move forward with a project, teams must submit a proposal to decision-makers within their organization or to external stakeholders. A project proposal is like a written elevator pitch—its purpose is to present your project in a condensed but efficient manner. In this guide, we’ll teach you how to write a project proposal so you can win approval and succeed at work. What is a project proposal?A project proposal is a written document outlining everything stakeholders should know about a project, including the timeline, budget, objectives, and goals. Your project proposal should summarize your project details and sell your idea so stakeholders feel inclined to get involved in the initiative. The goal of your project proposal is to:
Create a project initiation template Project proposals vs. project charters vs. business casesProject proposals and project charters serve different purposes in the project creation process, and it’s important to understand the difference between the two. While a project proposal takes place in the initiation phase of the project, the project charter takes place in the planning phase. As mentioned above, a project proposal is a persuasive document meant to convince stakeholders why the project should be carried out. A project charter is a reference document that defines project objectives, and it can’t be created until the project proposal is approved. People also confuse the business case with the project proposal, but the business case also comes after the proposal. Once the project is approved through a proposal, a business case may be used to secure additional funding for the project. Types of project proposalsThere are six types of proposals you may encounter as a project manager, and understanding the different formats can be useful as you write yours. Each type has a different goal.
The tone of voice and content of your project proposal will differ based on the type of proposal you’re sending. When you know your project goals, you can write your proposal accordingly. Read: Tips for creating a request for information (RFI) document and templateThese step-by-step instructions apply to most project proposals, regardless of type. You’ll need to customize your proposal for the intended audience, but this project proposal outline can serve as a reference to ensure you’re including the key components in your document. 1. Write an executive summaryThe executive summary serves as the introduction to your project proposal. Similar to a report abstract or an essay introduction, this section should summarize what’s coming and persuade the stakeholder to continue reading. Depending on the complexity of your project, your executive summary may be one paragraph or a few paragraphs. Your executive summary should include:
You should only address these items briefly in your executive summary because you’ll discuss these topics in more detail later in your proposal. 2. Explain the project backgroundIn this section, you’ll go into the background of the project. Use references and statistics to convince your reader that the problem you’re addressing is worthwhile. Some questions to include are:
You can also use this section to explain how the problem you hope to solve directly relates to your organization. 3. Present a solutionYou just presented a problem in the project background section, so the next logical step in proposal writing is to present a solution. This section is your opportunity to outline your project approach in greater detail. Some items to include are:
You may not have all these items in your proposal format, but you can decide what to include based on the project scope. This section will likely be the longest and most detailed section of your proposal, as you’ll discuss everything involved in achieving your proposed solution. Create a project initiation template 4. Define project deliverables and goalsDefining your project deliverables is a crucial step in writing your project proposal. Stakeholders want to know what you’re going to produce at the end of your project, whether that’s a product, a program, an upgrade in technology, or something else. As the stakeholder reads through your vision, this will be the section where they say, “Aha, this is what they’ll use my resources for.” When defining your deliverables, you should include:
While it’s important to show the problem and solution to your project, it’s often easier for stakeholders to visualize the project when you can define the deliverables. 5. List what resources you needNow that you’ve outlined your problem, approach, solution, and deliverables, you can go into detail about what resources you need to accomplish your initiative. In this section, you’ll include:
Hopefully, by this point in the proposal, you’ve convinced the stakeholders to get on board with your proposed project, which is why saving the required resources for the end of the document is a smart strategic move. Read: Budget proposal templates: 5 steps to secure funding6. State your conclusionFinally, wrap up your project proposal with a persuasive and confident conclusion. Like the executive summary, the conclusion should briefly summarize the problem your project addresses and your solution for solving that problem. You can emphasize the impact of your project in the conclusion but keep this section relevant, just like you would in a traditional essay. Tips for writing an effective project proposalFollowing the steps listed above will ensure your project proposal has all the right elements. But if you want to impress your readers and win their approval, your writing must shine. In addition to the above, a project proposal includes: Know your audienceAs you write your proposal, keep your audience (i.e. the stakeholders) in mind at all times. Remember that the goal of the proposal is to win your audience over, not just to present your project details. For example, if you’re creating a new editing tool for a children’s publishing house, can you determine whether your stakeholders are parents and appeal to their emotional side when persuading them to buy in to your product? Be persuasivePersuasion is important in a project proposal because you’re hoping your audience will read your proposal and do something for you in return. If your reader isn’t intrigued by your project, they won’t feel inclined to help you. If you describe your editing tool but don’t mention the many features it will offer, how it will benefit clients, and its positive impact in the industry, your audience will wonder, “Why should I care about this project?” Keep it simpleWhile you should go into detail on your problem, approach, and solution, you shouldn’t make your project proposal overly complex. This means you can discuss the project plan for your proposed editing tool without discussing what codes the engineers will use to make each feature work. Do your researchA successful project proposal includes thorough research. Be prepared to back up your problem—and solution—with reputable sources, case studies, statistics, or charts so you don’t leave your audience with questions. When writing your proposal, put yourself in the reader’s shoes and ask:
If you can answer these questions, then you’ve likely done enough research to support your proposed initiative. Good project proposals require team collaboration. With the right management tools, your team can communicate, share information, and work together on one shared document. When you store all your project information in one place, it’s easy to access that data when you need it. Project proposals stem from well-organized and properly planned projects, which is why project management software is a key resource to effectively write a project proposal. Ready to get started? Try Asana. Create a project initiation template Why do proposals often take the indirect approach?Indirect approach is often better for unsolicited proposals. You might burst convince the audience that a problem exists and establish your credibility. For external Proposal for instance you might start off with an attention getter. Focus on conclusions, focusing on recommendations, and focusing on logical arguments.
What is the first step in effective research?Depending on your familiarity with the topic and the challenges you encounter along the way, you may need to rearrange these steps.. Step 1: Identify and develop your topic. ... . Step 2 : Do a preliminary search for information. ... . Step 3: Locate materials. ... . Step 4: Evaluate your sources. ... . Step 5: Make notes. ... . Step 6: Write your paper.. Which of the following is true of good proposals?Which of the following statements is true of good proposals? A good proposal explains what a project will involve and how the recipient will benefit.
Which type of report offers data and facts without any analysis or recommendations?Informational reports provide data, facts, feedback, and other types of information without analysis or recommendations.
|