全套内部培训教程4.PPT

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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 specific assistance related to the business process redesign of your student service

6、s,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

7、will 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 Lists

8、Break 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 wit

9、h 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

10、up 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 a

11、ssignedTechnical: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 spa

12、ces: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 Wo

13、rd 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.Unixdatab

14、ase 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 whyA

15、void 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)H

18、ave 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 th

19、e 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 oppor

20、tunities 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 Tower703 747-6508