GROUP 12 PRESENTATION FINAL.pptx focus is on business proposals

Business writing :Proposals

1. GROUP 12 PRESENTATION BUSINESS WRITING:PROPOSALS COMMUNICATION SKILLS MODULE LEVEL 1.1

2. MULEYA MBONGISENI MUBVAKURE AQUELINE MUTONGOREYA RAYMOND MUGARI TAKUDZWA MUCHAZOREGA RUMBIDZAI CHINDOZA PRISCA MUDZVITI LEEN MUNYIKA TINOTENDA MUNYUKI TATENDA MIUSARIRI SHANTEL MOYO BLESSING MUNDURU DEZEL NYAMAVUVU PRINCE C24159132T C24158875T C24158564A C24158566N C24158445S C24158840B C24159441J C24158888C C24159259F C24159463U C24158894K C23158133G C24159175D PARTICIPANTS NAME REGISTRATION NUMBER

3. MUSUSA OSLY MUTENURE DELIGHT MUTONGERWA MARGARET MUGWAGWA PATIENCE MUTAVA NYASHA MUTEKEDZA TADIWANASHE MOTSI JOSEPH MUBAIWA KUNDAI MUSISINYANI CHRISPEN NDORO DAMIAN MUDADA PRINCE NKATA TADIWANASHE C24158766Q C24158743R C23158077P C24159733R C24159281W C24159724S C24158913X C24158606P C24158592D C24158695J C24159237V C24158869A ….PARTICIPANTS CONTD NAME REGISTRATION NUMBER

4. OBJECTIVES DEFINE PROPOSALS PURPOSE OF PROPOSALS COMPONENTS OF AN AFFECTIVE PROPOSAL TYPES OF PROPOSALS TIPS FOR CRAFTING PROPOSALS ADVANTAGES AND DISADVANTAGES OF PROPOSALS

5. Understanding Proposals : Definition: A proposal is a formal document submitted to present a solution, suggest a plan of action, or propose a project to achieve specific objectives.

6. WHY WRITE PROPOSALS We write a proposal when we want to generate work for ourselves This work may be of considerable benefit to others The structure of a proposal depends on the proposed programme, priorities, technologies, funding levels securing funding outline the benefits of the partnership and how it will benefit both parties winning contracts

7. Tangible example -Lets imagine that there is a small local coffee shop that’s been doing well but the owner now wants to expand it by adding a breakfast menu . -In this scenario the coffee shop owner would be proposing to a bank , financial institutions or potential investors in order to get funding for the business . -The proposal would include : 1. DETAILS OF THE NEW BREAKFAST MENU AND ESTIMATED COSTS 2.HOW IT WILL BE PROMOTED AND MARKETED

8. Types of Proposals: The two main types or proposals are ; 1.Solicited Proposals 2.. Unsolicited Proposals

9. Solicited Proposals These proposals are requested or solicited by a specific organization or entity. The requesting party typically provides guidelines, requirements, and evaluation criteria for the proposal. Solicited proposals are often issued as part of a formal bidding process. EXAMPLE : Government Contracts Scenario: A government agency issues a Request for Proposal (RFP) seeking bids for a construction project to build a new public library. Use: Construction companies interested in securing the contract submit solicited proposals in response to the RFP. These proposals outline their approach, cost estimates, timelines, and qualifications as per the requirements specified in the RFP. Outcome: The government agency evaluates the submitted proposals based on predefined criteria and selects the most suitable bidder to execute the construction project . REF: Smith, T., & Johnson, M. (2019). Effective Proposal Management . Publisher.

10. Unsolicited Proposals Unsolicited proposals are submitted voluntarily by an individual or organization without a specific request from the recipient. These proposals are often used to proactively present ideas, solutions, or opportunities to potential clients, stakeholders, or funding sources. Unsolicited proposals require careful research and customization to resonate with the recipient's needs and interests . EXAMPLE : Business Development Scenario: A marketing agency develops an unsolicited proposal outlining a comprehensive digital marketing strategy for a potential client, a local restaurant seeking to expand its online presence. Use: The marketing agency presents the unsolicited proposal to the restaurant owner, highlighting the benefits of their proposed strategy, including increased visibility, customer engagement, and revenue growth. Outcome: Impressed by the proposal's thoroughness and relevance to their business goals, the restaurant owner decides to engage the marketing agency to implement the proposed digital marketing campaign . REF: Smith, T., & Johnson, M. (2019). Effective Proposal Management . Publisher.

11. Key Components of An effective Proposal: Executive Summary: Highlight the most important aspects of the proposal, including its objectives, methodology, and expected outcomes. Stress the importance of making the executive summary compelling and concise to capture the reader's attention. Introduction: Provide background information on the issue or opportunity addressed by the proposal. Set the context for the reader and explain why the proposal is necessary. Problem Statement: Clearly define the problem or need that the proposal aims to address. Provide relevant data or evidence to support the existence of the problem.

12. …Key Components of a Proposal CONTINUED Objectives: Outline the specific goals and objectives that the proposal aims to achieve. Ensure that the objectives are measurable and aligned with the problem statement. Methodology/Approach: Describe the approach or methodology that will be used to achieve the objectives. Provide details on the steps involved and any tools or resources required. Timeline: Present a detailed timeline for completing the proposed project or initiative. Break down the timeline into key milestones and deadlines.

13. Tips for Crafting Compelling Proposals: Know Your Audience: Tailor your proposal to the needs and preferences of your audience. Understand their priorities and concerns to address them effectively. Clarity and Conciseness: Keep your proposal clear, concise, and well-structured. Avoid jargon and technical language that may confuse or overwhelm the reader. Visual Appeal: Use visuals such as charts, graphs, and images to enhance the presentation of data and information. Visual elements can make your proposal more engaging and easier to understand. Proofread and Revise: Take the time to proofread and revise your proposal to ensure accuracy, coherence, and professionalism. Errors or inconsistencies can detract from the credibility of your proposal.

14. FORMAT OF A PROPOSAL: 1. Title page 2. Client’s instructions or terms of reference 3. Client’s objectives 4. Summary of proposal (it should include all key actions, costs and timing) 5. Background to the proposal. This should contain; a) The need for the proposal b)A statement of the problem to be solved c)The need for a solution d)Purposes of the proposal e)Procedure used to set up the proposal f)Plan of development of the proposal (how the proposal has been set out)

15. Advantages of using proposals ADVANTAGES OF USING PROPOSALS OVER OTHER BUSINESS WRITINGS ARE : Clarity and Direction: Business proposals provide a clear outline of objectives, strategies, and timelines, guiding stakeholders in understanding the scope and direction of a project or initiative (Smith & Johnson, 2019). Professionalism: Well-crafted proposals demonstrate professionalism and competence, enhancing the credibility of the proposing party and fostering trust among stakeholders (Johnson & Brown, 2018). Persuasion: Proposals are persuasive tools that allow businesses to present compelling arguments, highlight benefits, and differentiate themselves from competitors, increasing the likelihood of securing contracts or funding (Jones, 2020). Resource Allocation: By outlining budgets, timelines, and resource requirements, proposals facilitate effective resource allocation, helping organizations optimize their investments and minimize wastage (Smith & Johnson, 2019). Risk Mitigation: Through thorough research and planning, proposals enable businesses to identify and mitigate potential risks, enhancing project success rates and minimizing costly errors (Johnson & Brown, 2018).

16. DISADVANTAGES OF PROPOSALS 1. * Time-Consuming: Crafting comprehensive proposals requires significant time and effort, diverting resources away from other business activities and potentially delaying project implementation (Jones, 2020). 2. Resource Intensive: Developing detailed proposals may require substantial resources, including manpower, expertise, and financial investment, particularly for complex projects (Smith & Johnson, 2019). 3. Competitive Pressure: In competitive markets, businesses may face pressure to continually improve and innovate their proposals to stand out, increasing competition and driving up costs (Johnson & Brown, 2018). 4. Uncertainty : Despite careful planning, proposals are subject to external factors such as market fluctuations, regulatory changes, and unforeseen events, leading to uncertainty and potential deviations from initial projections (Jones, 2020). 5. Rejection : Not all proposals are successful, and facing rejection can be demoralizing for businesses, resulting in wasted resources and lost opportunities (Smith & Johnson, 2019). .

17. Sources used Freed, R., & Freed, S. (2011). Writing Winning Business Proposals . Publisher. Brown, L. (2016). The Only Business Writing Book You'll Ever Need . Publisher. Coley, S. M., & Scheinberg , C. A. (2013). Proposal Writing: Effective Grantsmanship . Publisher . Jones, A. (2020). The Art of Business Proposals . Publisher. Johnson, R., & Brown, S. (2018). Proposal Writing Strategies. Journal of Business Communication , 45(3), 287-301. Smith, T., & Johnson, M. (2019). Effective Proposal Management. Business Strategy Review , 20(2), 45-59.

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