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1、Creating Effective ProposalsProposal Writing-Guidelines and HintsC O N S U L T I N GC O N S U L T I N GProposal WritingRe-using MaterialReusable Material-text or graphics from previous proposals that address similar requirementsDont throw boilerplate together and call it a sectionClients/evaluators
2、know when theyre reading generic text,and resent it!Thoroughly review and modify any text or graphics you reuseTailor the material to the client and the RFPCommonly reused material-qualifications,client profiles,resumes,statistics,capabilities,graphicsAlways dangerous to reuse technical solutions/ap
3、proaches C O N S U L T I N GProposal WritingProposal ToneBegin sentences with the clients concernShow understanding and empathy of that concern -prove that you know the client(names,sites,systems)Respond to that concernBe direct,confident and assertive,but not arrogantGuard against too many paragrap
4、hs beginning:“KPMG understands.”or“KPMG recognizes.”Substantiate claims with statistics and examplesSuperlatives are generally bad(cant be substantiated)Mix the use of“we”and“KPMG”throughoutC O N S U L T I N GProposal WritingProposal Tone ExamplesProper Example:“Over the past several years,the Unive
5、rsity of Massachusetts,Amherst has initiated a broad review of its administrative systems,resulting in the selection of the PeopleSoft Student Administration System.“Based on your RFP,we recognize that UMass desires specificassistance related to the business process redesign of your student services
6、,and fit-gap analyses for these improved processes.”Improper Example:“KPMG is the global leader in every meaningful and quantifiable way.”(!)C O N S U L T I N GProposal WritingProposal TenseUse“active”voice-the actor comes before the verbAvoid“passive”voice-no actor,vague,unresponsiveCorrect:“KPMG w
7、ill develop the system.”Incorrect:“The system will be developed.”Follow the“true tense”rule,whether past,present,or futureCorrect:“The current system interfaces with.”“The future system will increase access”Incorrect:“The future system interfaces with”C O N S U L T I N GProposal WritingBullet ListsB
8、reak up lengthy narrativeChange a sentence that lists many items to a bullet listAvoid switching tense,voice,or tone within the listUse parallel wording to start each bullet(the same kind of word -verb,noun,adjective,etc.)Capitalize the first word of each bullet in the listIntroduce bullet list with
9、 a colon,then separate each bullet with either a semi-colon or nothingExample of a consistent bullet list:“The NASA system will provide the following benefits:Increased response timeImproved customer serviceImmediate data access”C O N S U L T I N GProposal WritingGraphicsAnother great way to break u
10、p continuous textMuch easier to read and reviewDepict processes,flows,activities better than textCan be tables,matrices,or full-scale foldoutsServe many purposes such as:Staffing:names,skills,years of experience,org.chartsQualifications:statistics,dates,projects,numbersWork plan:tasks,hours,staff as
11、signedTechnical:diagrams,architectures,system designsTraining:course structure,methodologyRFP requirements compliance checklistC O N S U L T I N GProposal WritingGrammar and PunctuationInsert a comma after each element in a series of more than two elements,and in numbers of 1,000 or moreUse two spac
12、es:between numbers and title of section headingsafter periods and colonsUse one space after commas and semicolonsReference other sections of the proposal when appropriate,as such:In section 4.3,“Potential Problems,”we discuss our risk management policies.C O N S U L T I N GProposal WritingFollow Wor
13、d ConventionsRefer to“convention word list”established by Proposal Coordinator Helps different writers/sections sound consistentEases final editing somewhat(search/replace list)When in doubt,defer to RFP/client usagePrime examples:project vs.engagementclient/server vs.client-serverUNIX vs.Unixdataba
14、se vs.data basework plan vs.workplanRun spell check EVERY time you exit a file!C O N S U L T I N GProposal WritingAdditional Language GuidelinesAvoid using superlatives(“all,every,never”)KPMG Legal also frowns on itUse“exceeds the requirements”sparinglyif we really do,we should explain how and whyAv
15、oid the ambiguous“etc.”at the end of a seriesUse words for numbers less than 10Use numbers when referring to time,money,distance,or percentageAvoid“i.e.”and“e.g.”-use“for example”Avoid“via”-use“through”or“using”Know difference between“its”and“its”“KPMG staff”is singular,“personnel”are plural;“datum”
16、is singular,“data”are pluralC O N S U L T I N GProposal Writing“Support,Provide and Ensure”Most overused words in proposalsUsed so much they can begin to lose their meaning Some suggested alternatives:advocate,affirm,aid,approve,assist,confirm,control,convey,demonstrate,develop,direct,effect,enable,
17、encourage,enhance,establish,execute,facilitate,favor,improve,lead to,maintain,manage,monitor,obtain,offer,perform,promote,result in,strengthen,verifyC O N S U L T I N GProposal WritingVersions and RevisionsUse MS Word“Comments”feature for notes to the reviewer or yourself(outstanding issues,holes)Ha
18、ve reviewers use MS Word“Revisions”feature on soft-copy edits so you can see the changes made to your textAlways maintain a copy(and backup copy)of the most recent version of your documentdifferent versions floating around cause nightmaresuse version numbering conventions When revising text,have the
19、 RFP/OFS handyC O N S U L T I N GProposal WritingSummaryRe-read the RFP/OFS requirements and evaluation criteriaThink before you start writingUse outlines and graphics to organize thoughtsCustomize the text to the client-use specific examplesUse bullets and tables for clarityLook for graphics opport
20、unities to break up a lot of narrativeBalance content:client need vs.KPMG capabilityAvoid chestbeating-do more paragraphs begin with the clients name than KPMG?They should.Every writer needs and editorC O N S U L T I N GProposal WritingAny Questions?Carl RosenblattBDST Manager,Public ServicesTysons
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