Adding the Final Touches for a Winning Business Proposal
Adding the Final Touches for a Winning Business Proposal
For me, writing is hard work. always look forward to drawing the pictures.
– Marc Brown
Introduction
Your proposal has been thoroughly researched, brilliantly written, and carefully edited. But if it’s in an eight point font, all of your hard work will likely go unnoticed. This lesson will show you how to present your proposal in a professional way.
Our Top Typesetting Tips
It should go without saying that all proposals should be prepared electronically. With that being said, most word processing programs offer hundreds of fonts, plus the ability to apply a myriad of effects and add many enhancements.
When preparing your proposal, remember that less is more. For maximum readability, follow these guidelines:
First and foremost, respect company policies and any requirements set out by the client. Their rules supersede anything you may read here.
Use a maximum of two font faces: one for headings and one for the body.
Establish a consistent formatting scheme throughout the document.
Use common fonts, such as Times New Roman, Calibri, Arial, or Verdana.
If you use font effects, use them sparingly, and stick to the basic effects (bold, italic, and underline).
If your word processor offers a consistent way to use formatting (such as styles or themes), make use of it.
Achieving a Professional Look and Feel
In addition to clean, consistent fonts, there are a few other things that you can do to give your proposal that extra touch.
Use plenty of white space.
Give your proposal a title and create a title page.
If the document contains signatures, get everyone to sign in the same color ink. Use the same pen if possible.
Use consistent headers and footers that include page numbers.
Ensure all components (headers, footers, illustrations, text, cover pages, etc.) match.
Remember, less is more!
Creating the Final Package
If the proposal is to be printed, you will want to make sure that its appearance reflects all the hard work put into it. Some tips:
Print the proposal in color.
Use good quality white paper, with dark blue or black type.
Make sure that all sections are present and that all pages are in order.
Include a blank page at the end.
Simple, professional binding, such as spiral binding or an elegant three-ring binder can make a big impact.
A disc that includes an electronic copy of the proposal and any key documents can be added to the paper copy (for example, in a pouch at the back of the binder).
Keep printed copies clean and dry.
If corrections need to be made, make them in the word processor and print new copies. You can also create an errata sheet and add it to the beginning of the proposal.
Brief check
If you are mailing the proposal, use a manila or padded envelope big enough to contain the proposal, without folding it. Spend the extra money to courier it, rather than tossing it in the mail.
If it is to be e-mailed, choose a commonly used format, such as PDF. Make sure the file is small enough to be transmitted to all parties. Be sure to include a subject line and brief note, or even the cover letter, in the body.
In the end, the demands of your client should be the primary focus of your business proposal, as well as how your company intends to address those needs.
Never lose sight of the reason you are writing the proposal in the first place, no matter how you construct it.
The request for proposals (RFP) that you get will contain the majority of the material that you require to create an outstanding proposal.
Take things one step at a time, and make the most of every opportunity to demonstrate to the customer why your company is the one that should be hired for the position.
Advice on How to Give a Successful Presentation for a Business Proposal
Focus more on the advantages than the features. Have you ever watched one of the keynote speeches that Steve Jobs gave for Apple? Despite the fact that this individual may have been divisive, there is no denying that he was skilled in the art of public speaking.
One of the most effective strategies that Jobs used was to emphasize advantages over characteristics. Instead of explaining the fundamental structure of the iPod that is responsible for data storage, he shared with you how many music you would be able to carry with you even if you used it. In your presentation, pay less attention to the precise technical aspects of your solution and more attention to the benefits that your client will receive from using your solution.
Always keep practicing, and make sure you’re getting enough of feedback. Everyone who has ever given a presentation on the fly with little prior preparation knows how irritating it can be. You know that you could do much better if you had more time to prepare, but you just don’t have it. You may steer clear of those emotions by engaging in as much practice as you possibly can, either in front of a mirror or while riding in a vehicle, and ideally in front of individuals who will provide you with honest and useful criticism. That segues quite neatly into the next piece of advice:
Prepare responses to the questions you’ll be given, then include those answers into your plan. There is a significant probability that you will conclude your presentation of the business proposal with a time for questions and answers from the audience.
By soliciting questions from a mock audience in advance, you can reduce the likelihood of being taken off guard. Incorporate the responses into your presentation if you are able to do so without disrupting the flow.
Brief check
In the event that this is not the case, it does not hurt to include an appendix section at the end of your PowerPoint presentation that you may use to answer the concerns of your potential clients.
In order to keep the audience engaged throughout, you should ask questions.Every successful presentation begins with a hook, which may be anything from a shocking statistic to the beginning of a story to an exciting discovery or even a question for the audience. One of the most typical errors is to stop there. After all, you want your audience to pay attention for the entirety of your presentation of the business proposal. Include thought-provoking questions and adjustments in tone at strategic moments during your presentation to encourage audience participation and keep their attention.
You should tell stories throughout the entirety of your presentation.Storytelling is another effective strategy that can keep your audience interested in what you have to say. Do you recall the framework of the narrative that we discussed earlier? When information is presented to us in the form of a story, our brains are better able to digest it and remember it. The form presented before is really an iteration of that, and it consists of a problem, a solution, and an epilogue. You can also add credibility to your presentation by using shorter anecdotes, such as testimonials from satisfied customers, past accomplishments, and other similar examples.
On the day of the presentation, copies in writing form should be provided. It would be a mistake to presume that every single person in the room has read the comprehensive business plan before you give your presentation. When you give your presentation, it is highly recommended that you have printed copies of the proposal ready and available for the audience to peruse. It demonstrates that you have prepared and are considerate to your client, which is a winning combination.
You shouldn’t rely on your slides as a form of support. Technology has reached tremendous heights. Unfortuitously, it also lacks dependability. You’ve probably been in a position in which technological glitches have destroyed a presentation or pitch that you were giving. If you become too reliant on your slides to deliver the business proposal presentation, you will find yourself in a difficult position if (and when) you experience technical difficulties with the computer. Construct your presentation in such a way that it may be delivered successfully even without the use of slides; doing so will help you be ready for the worst-case situation.
Practical Application
Lisa let out a breath of relief. Mary, her supervisor, had helped her proofread and edit her proposal. It was due to be presented in the next week, and the two of them had worked hard to complete the proposal.
Lisa said, “Well. It looks like it’s a finished project. Wouldn’t you say?”
“I would!” Mary said. “However, now is not the time to relax. Now is the time to package our proposal perfectly.”
Lisa smiled. “What would you suggest?”
Mary opened up her laptop. “Let’s go to an office supply store website. They have some excellent binders and good quality paper that will show off all the hard work you’ve done.”
They chose special items, and they printed out the proposal in color to really make it pop.
