During the course we look at writing proposals and put into practice some of the editing skills we have learned on this course.
Proposals are common in workplace writing. They do not follow the same pattern as memos. They are more like mini reports because the recommendations typically become more important than requests for action.
A typical proposal is 1-3 pages in length and is designed to contribute to an ongoing discussion or to suggest change - however small - in an organisation. Proposals are also widely used in applications for grants and funding.
In any proposal there must be a balance between information and opinion. Recommendations should emerge out of analysis and evaluation. It is usually not enough to say 'We think X should happen because of Y and Z'.
Planning a Proposal
As with previous assignments on this course, I suggest that you plan a proposal by breaking it into sections. This gives you a sense of the whole text.
Planning a ProposalAs with previous assignments on this course, I suggest that you plan a proposal by breaking it into sections. This gives you a sense of the whole text.
For typical proposals, I recommend that you use a drafting structure of four parts plus a summary:
1. Short summary (one/two sentences) of the whole proposal.
2. Introduction: a concise outline of the situation or the problem, giving its brief history, who is involved, and the organisational context.
3. Analysis of the current situation: a mini-report of what the situation is like now. This often includes summarised data and evidence. Use an appendix or a diagram if you have a lot of statistical information and only mention the headline facts in the text.
4. Evaluation of needs: a description of why change is necessary and/or the possible options. This should emerge from the analysis of the current situation. It may include a comparison of bids for a contract, for example, or a review of a situation which requires change.
5. Recommendations or requests: an outline of the proposal's suggestions for change or requests for action, building on the short summary at the start(1).
Proposals may include additional sections such as 'Discussion' or 'Findings'. Also, as we saw in the workshop, there are different ways of interpreting 'background situation'.
However, by following a rough outline like this you should be able to plan your proposal. It helps to organise your initial thinking in this way and then develop it.
Word Limits.....
Word limits are a fact of writing life nowadays. When drafting, try to get a balance between the sections of your text depending on your word limit. Make sure, for example, that the introduction is not overloaded with history or background if you only have 300 or 400 words.
If it is overloaded, the evaluation of needs and the action statements may not be clear. The proposal must give an impression of looking forward, not back. Avoid digressions - bits of information which lead the reader away from the key points of the proposal.
Proposals often succeed because of the specific examples given in the request section (for example, how grant money will be spent). So two or three well-chosen examples are usually better than a long description of aims.
Extras....
If you have a large word limit, consider using an attachment or an appendix to give further in-depth information. Charts and diagrams can also be very effective in communicating information quickly, though usually only in combination with text. This is not always an option, of course, in making grant proposals.
The summary should be used to capture the essence of the whole proposal. It can be put at the beginning and again at the end. Often, only summaries are read when many proposals are being compared.
Headings are useful in any text of more than 500 words. But even if you are not using headings, make sure that each paragraph has a specific function and a small number of keywords that you want the reader to remember.
Tips on Proposals: Summary
* Remove unnecessary information from the summary and first paragraph
* Give a concise but brief account of the history - don't get sidetracked into a long story
* Use an appendix or table if you want to give lots of statistical data
* Select the main facts and arguments which will stand out (three/four is memorable)
* Make sure each paragraph has a clear topic sentence (see handout on 'Paragraphs')
* Break down long sentences into two, or edit out parts to make the main clause clearer
* Use one key word instead of a list of three (eg 'training programmes' is better than 'education, training and career development programmes')
* Use active and dynamic verbs, especially in the final section: 'set up', 'establish', 'launch', 'investigate'.
