Proposal Writing Tips

How Tai Chi Will Make You a Proposal Writer

Ivan Walsh — Tue, 29 Jun 2010 07:06:00 +0000

Post written by Ivan Walsh. Follow me on twitter

I spend 10 hours a day writing proposals, business reports and other documents. One of the hazards of working these long hours is migraine, back pain and (literally) a pain in the neck. You can get away with this in your 20s, but as you get older you need to take greater care of your health. I really hate jogging (: and looked for an alternative form of exercise. I found Tai Chi. Here’s what happened.

The Tai Chi Guide to Proposal Writing

I start work at 6 a.m. most days. By 12am I’m ready for a break. Usually I walk along the canal or hit the gym. But, it gets a bit monotonous. All those thread-mills pounding along. And no-one ever looks happy in the gym. All so serious – fight the flab!

My local gym (we’re in Beijing) offer Tai Chi classes every Thursday. So, why not? Along I went.

Now, I’m pretty sporty and have done yoga, dancing and other such activities.

How hard can it be?

It is really hard.

No, really, really hard.

What’s difficult is the simplicity of the whole thing

If you tighten up, get tense, or start to get negative, then you’ll lose your footing and look a bit of a clown. Luckily, our teacher (it’s a group class) is very calm and shepherds us along. Bit by bit we got there.

Remember all of this is in Chinese – and you know more Chinese than I do!

At a certain point, I felt defeated. Despite my best efforts, I could not get it.

Also, I’m left-handed (first excuse!) so I ended up doing all the steps back to front, backwards and upside down. It really was crushing but I kept a brave face and went on.

By the way, all the others were ladies — and no-one spoke a word of English. Let’s say I soon became light entertainment.

Why not?

But then it clicked.

I did a few turns, swayed this way and completed a small routine. A minor triumph. After that I went home and re-started on my technical writing.

So, did this improve your user guides?

Yes.

Tai Chi makes you:

1. Stop your mind.

For this I am very grateful. It’s so difficult at first, you have to just stop thinking and ‘feel’ how it works.

2. Eat less

I noticed that after I finish, I tend to eat a smaller lunch, maybe a salad and feel more calm. Not sedated, Calm.

3. Sleep better

I try to do 10 min at night when junior is in bed. It seems to slow down the machine. Thoughts, worries, deadlines melt away.

4. Less time-wasting

The lesson is about 45 min every Thursday, so I gave up a few other activities. In real terms, it meant less time on Facebook, social media sites, checking email and other time-killers.

Once you stop doing these things, you realize how pointless they really are – or for me anyway.

5. Better results

This is the real test, isn’t it? When you sleep well as night, eat better, feel calm, are in less pain, and waste less time twittering with some jezebel, then you’re output is bound to improve.

How about you?

What do you do to take care of your health? Do you find Tai Chi, Yoga, or other such activities really make a difference?

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What Warren Buffett Taught Me About Writing Executive Summaries

Ivan Walsh — Tue, 29 Jun 2010 04:02:40 +0000

What I like about Warren Buffets Annual Reports is that he says so much with so few words. And loses nothing in the process. For those of us who make a living writing business documents there are a few lessons to be learnt here.

Why The Executive Summary is Important

The Executive Summary of any business document is the first impression you make on the reader. If your business plan’s executive summary is poorly written, dull, or cut/pasted together it will hardly get noticed and the effort you put into the rest of the document won’t be seen.

Instead, set aside two or three hours and write the best Executive Summary you can. Challenge yourself to write three hundred words that excite you, generate interest, and paint a picture of your company. People want to read about other people. Don’t forget the power of human interest. In the end, they’re going to do business with you – not your product.

‘The business schools reward difficult complex behavior more than simple behavior, but simple behavior is more effective.’ Warren Buffett

How to Write an Executive Summary that generates interest

Your Executive Summary should excite the reader and help them understand the key results and conclusions in your business document, whether it’s your business proposal, business plan, annual report, case study or white paper.

Looking for inspiration?

Read the Annual Reports written by Warren Buffett and you’ll see how he does it. You know he has confidence in his company. He highlights the goods news in a nice understated way and delivers the less pleasant results with the same even tone.

Executive Summary Definition

Here’s one definition from The Handbook of Technical Writing, “An executive summary is to consolidate the principal points of a report in one place. It must cover the information in the report in enough detail to reflect accurately its content but concisely enough to permit an executive to digest the significance of the report without having to read it in full…."

Characteristics of a Well-Written Executive Summary

While this is a business document in the tradition sense, you must still find ways to stimulate the reader’s interest, make them want to turn the page and take some action.

Executive summaries must be original.
Executive summaries must not be cut-and-pastes extracts from the main document.
Executive Summary should provide unique information not contained anywhere else.
Executive summaries are standalone documents. The reader, for example, an investor, should be able to grasp your over-arching aims without having to read the entire document.

Documents That Require Executive Summaries

Some business documents require summaries, others don’t. Write an executive summary for the following types of documents:

Grant Applications
Standards
System Design Documents
Technical Reports
Training Plans
White Papers

Documents That Do Not Require Executive Summaries

You do NOT need to write an Executive Summary for shorter documents or certain technical publications, such as:

Functional Specifications
Meeting minutes
Release Notes
Status Reports
User Manuals
Workshop reports

Executive Summary Format & Guidelines

These are guidelines for your Executive Summary. They’re not set in stone, so adjust where necessary. The summary should cover the:

Purpose
Scope
Methodology
Results
Conclusions

In general, you can write it as follows:

First paragraph answers: "What is this document about?"
Summary answers "How did you get the information?"
Expand on the Software Development process (if applicable)
Facts
Results
Conclusions
Findings Note: present facts in tabular format.
Recommendations

What doesn’t go in the Executive Summary?

Other information that doesn’t go in the Executive Summary includes:

Acknowledgments
Background data
Cross-references
Footnotes
Industry updates
Justifications
Objectives
Project history
References

Remember to close your executive summary will a strong summary statement. This must persuade the reader that your business is a winner and the only way to do this is to turn the page and learn more about your company.

Final Tips for Writing the Business Plan’s Executive Summary

Provide a summary. The business plan itself gives the financial details.

Use strong and positive language.
No more two pages long. Don’t pad your business plan’s executive summary with fluff.
Generate interest by enticing your reader to read the rest of the business plan, not tell him everything.
Read it aloud. Does it read well or sound artificial? Is it clear and succinct?
Adjust the executive summary for your respective audience. For example, if you want to attract investors, focus on the opportunity your business provides investors and why this opportunity is so special.
Put yourself in your readers’ shoes. Does the executive summary really make you feel excited? If not, why?

The final word goes on Warren. Here’s his take on gold, “It gets dug out of the ground in Africa, or someplace. Then we melt it down, dig another hole, bury it again and pay people to stand around guarding it. It has no utility. Anyone watching from Mars would be scratching their head.”

Make sense?

About the Author: Ivan Walsh provides Business Tips for Smart People on Klariti.com. His also runs the Business Planning Blog at http://www.ivanwalsh.com

PS: The Business Plan Template is available from our partner here.

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Gmail Tips: 17 Ways to Read, Write, Respond, and Complete 75 Emails a Day

Ivan Walsh — Sun, 27 Jun 2010 14:50:00 +0000

As someone who runs their own company, lost time is lost money. And, it’s no different if you work for someone else. Lost time = lost money. Every minute counts.

‘Help me answer every email in the same biz day!’ I got this from a good friend a while back and this is what I wrote back to her.

‘I get approx 75 emails a day. 120 is high. 50 low. I run 7 sites. Most of my customers are in the US but I have others in the UK, across Europe and in Australia. So, emails are always coming in.

Here’s what I do:

1. Don’t Park – I try to push each email to completion; that means no ‘parking’. Once I open it, I see if I can finish it then and there. I don’t want to see it a second time. Hat tip to Tim Ferris.

2. Guilt — Don’t feel guilty about writing short, accurate emails as long as you address the key points. Just because you get a 500 word email, doesn’t mean you need to write 500 words back! You don’t have to reply like for like. Knowing this made a huge difference as I felt free to write one line emails that answered the question and then moved on.

3. Word count – Aim to reduce your word count. Say it in one word, not three. Write use, not utilize. Move, not migrate.

4. Deadwood — Drop non-words such as actually, as a matter of fact, in the event of, due to the fact that, and other fillers. Also, remove oxymorons such as pre-meeting (meeting is fine).

5. Consolidate — I’ve closed down my Hotmail account and moved other accounts into one master Gmail account. Less time lost logging in and out. And more secure too. Here’s how to read your Gmail emails offline.

6. Touch Type — I learnt to touch type as a teenager (and do shorthand) so I can type fairly quickly. This helps me run thru emails that bit faster.

7. Microsoft Word — I write longer emails in Word, use the built-in features such as auto-completion, auto-correct and then paste into the email client. It’s so much faster. Word is great when you learn how it really works.

8. Delete Folders — I rarely use them. I don’t store emails for a rainy day. I used too until my account got deleted by accident. Most of what I had ‘collected’ was of zero use. If it’s that valuable, store it somewhere safe.

The more you have, the more you have to manage.

9. Train Customers — I ‘train’ my staff and customers to answer emails the right way. I know that may sound extreme but very few of us have been trained (really trained!) to communicate. It’s not their fault. And no one has shown them how to do it better.

Enter Ivan!

Here’s an example:

Instead of asking

“Will it be ready?”, (an open ended question)

I write:

‘Can you confirm it will be ready by Friday?’ (I’m looking for a specific date, time, or confirmation)

In other words, I’m training them to give me the information I need to push the task to completion. My goal is to get to completion as soon as possible.

10. Subject Line — I use the subject line in the email to ask, confirm or agree with the email’s request. Others have now got into the habit. Many staff ask/respond to emails in the subject line only. Really speeds things up.

11. Help the Reader — Don’t group several ideas/questions in the same paragraph. People read in a hurry. Help the reader reply to your email by:

Pulling out the key points,
Use bold when necessary, and
Red if it’s really critical.
Don’t go over-board but a single bolded in red will get the reader’s attention.

12. Use Bullets – for longer emails, I bullet point and/or number the key points. This makes it easier for the reader to see what I need answered.

‘Let’s see, Ivan has these five questions. I’ll start at the top and work my way down.’

13. Ignore FYIs – I rarely respond to or read FYIs. Most is information pollution and people covering their… Status Reports are fine; that’s where the relevant information should be. Also, if you ignore FYIs, and don’t respond, they stop sending them.

14. Meetings with Me Only — I book meeting rooms just for me. Then I spend an hour in there ‘processing’ emails. I really try not to check email when doing this (I’m human after all) but to process things and get them to the next step.

15. Good Surfing Habits — This is more to do with time-saving. I don’t surf the web without an aim (well, almost. Those ninja cats can be real fun). Instead, I use Google Reader, which pulls in (and shares) my fav sites, so I don’t have to go hunting them down. It also shows if/where there is a new article. And, I’ve setup folder/topics and read the most important sites first.

16. Team Effort — I also try to get the team into the same mindset. The best way to get them onside is to show them how this saves time and makes their life easier.

17. Use the Phone — finally, be creative. You don’t have to use email all the time. If it’s quicker pick up the phone or print it out and walk over to your colleague. It’s a nice way to network, look busy and get some light exercise.

One book I found really helpful is Alan Lakein’s ‘How to Get Control of Your Time and Your Life’. He wrote this in the 70s – before email – but his approach is very helpful. It’s a small little book but worth the read.”

How do you manage?

Out of curiosity, how many emails do you get every day?

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Can She Lead? Do Women Make Better Managers Than Men?

Ivan Walsh — Fri, 18 Jun 2010 04:58:00 +0000

The Harvard Business Review asks What the U.S. Can Learn From Europe About Gender Equality in the Workplace, and then Can She Lead? These articles raise the sensitive issue of a) whether women make good bosses, 2) want to be bosses and (slightly controversially), 3) will men support women bosses or do their best to defeat them? One argument is that many men don’t feel comfortable playing second fiddle to a women boss. Yes, I know there are exceptions but… So, while men tend to become CEOs etc due to networks/old boy’s clubs etc, most women, regardless of their ability may not get this opportunity.

Percentage of Women in High Level Positions

The Center for Work-Life Policy announced that while 47% of college-educated entry-level corporate professionals are female, women comprise a mere:

21% of senior executives,
17% of Congress and
15% of board directors

Do Women Make Good Business Leaders?

The Harvard Business Review articles raise three issues:

Masculine vs. Feminine women: Ambition in women is often misinterpreted as aggression. Laura Lopez writes about how toughness from a woman can be taken differently than toughness from a man. Similarly, women who allow their “feelings” to get in the way are perceived as too weak to lead and run others. This paradox can leave women unsure about how to best behave and people doubting their intentions as leaders.
Belonging vs. Competing: Dr. Roy Baumeister showed that humans have a desire and need to belong, yet women and men differ on how they handle this. He says that women tend to prefer close and intimate relationships, while men tend to go for shallower connections in a larger group of people or a cause. This can lead to men thriving in competitive environments involving networking and competing with their peers, and can result in women avoiding jobs that will place them in direct competition for advancement with their peers to preserve close friendships.
Family Life vs. Work Life: In “Opting Out: Why Women Really Quit Careers and Head Home” Pamela Stone highlights the institutional obstacles and cultural pressures that lead many women to be pushed out of work. This dilemma draws many women away from high-profile careers to stay with the kids at home.

The article concludes by saying that, “Female leaders can rise to the top as they embrace their own strengths as women and maintain a leadership style that is embedded in their individuality. This is what will draw others near, inspire, and motivate. It will also require society to respect women for the strengths they posses?”

Is this true?

Do you see this happening in the workplace? Do you support your female boss as much as your male boss? What are the blind spots and politically correct behavior that stops this from happening?

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Sherlock Holmes Guide to Finding Hidden Styles in Microsoft Word 2007?

Ivan Walsh — Mon, 14 Jun 2010 01:21:00 +0000

Post written by Ivan Walsh. Follow me on Twitter

Sandra wants to know where is the Styles menu option in Microsoft Word 2007. She wants to update her new business plan and add Notes, Messages, Quotes and other pre-formatted styles. The Styles in Microsoft Word 2003 and 2007 seem to be different.

He’s right. The Microsoft Word user interface in 2003 and 2007 is very different.

1. The best way to add Styles, such as Notes etc (2007) is to go to the Home tab. It’s the default.

2. Click the little arrow button under Change Styles.

3. This opens the Styles menu along the right-hand side of the page.

4. Select the text you want to change.

5. Scroll down and find the Note style, for example.

6. Change the text.

Does it work?

Do you see the little arrow under Change Styles. Click this and the Styles will appear! If not, drop me a line.

PS – if you’re looking for tips on writing user guides, then check out I Heart Technical Writing.

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Kate Winslet’s 7 Smart Ways to Read Business Proposals

Ivan Walsh — Thu, 10 Jun 2010 02:15:00 +0000

Post by Ivan Walsh. Follow me on Twitter.

What can Kate Winslet teach you about proof-reading Business Proposals? Watch the movie The Reader and it will make sense. If she was writing this blog, she’d probably say: “Don’t do it all at once! One of the biggest mistakes you can make when revising any business proposal, is to do it all in one go. You can’t!” And she’d be right.

7 Ways to Check User Guides

Make it easy on yourself and focus on one area at a time. Instead of revising the document in one session, break out the tasks and revise the document by task. For example, start with checking the facts, then the spelling, how the document flows, cross-references, footers, index entries and so on.

Seven Ways to Read Business Proposals.

Overview – In the opening section, do you have a statement, a sentence or two that states the main point or argument of your document? Likewise, is there a conclusion that ties together all the points made in your document?
Tasks – Does your user guide address the user’s requirements? Check the document to see if you addressed each task and provided enough information for the user to perform the task.
Structure – Does the document flow? Make sure each topic connects clearly and logically. Do the topic sentences of each paragraph relate to the subject matter?
Accuracy – Is the information correct? Is it adequately documented? Have you tested the document so that it helps the reader to perform their tasks?
Language – Do you use specific language? Avoid vague terms such as in the event of, thing, factors, and over reliance on unclear pronouns like “this” and “it.”
Drafts – Technical Writing involves writing multiple drafts. This means that after each draft, you need to check that the edits have been included in the correct draft.
Read Aloud – Get into the habit of reading your documents aloud. If you have trouble reading a sentence clearly and smoothly, it probably needs to be rewritten. And if it sounds wrong to your ear, then that’s a warning sign that something needs to be corrected.

PS – I also use a checklist to check off the different tasks as I revise technical document. This is especially helpful if you’re working late or are revising several documents in succession.

One mistake to avoid is to focus on one area, for example spelling, and overlook other areas, for example, the accuracy of the material. While the reader may forgive you for the occasional spelling mistake, they won’t be impressed if the material itself is incorrect.

How do you revise your documents? What mistakes do you see most often?

About the Author: Ivan Walsh is a 40-something technical writer with a weakness for documentation plan guides. His other obsession is video marketing at http://www.videocameraschool.com/

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How to Stop Your Business Proposal Files From Crashing – Part 1

Ivan Walsh — Mon, 07 Jun 2010 04:46:00 +0000

Post by Ivan Walsh. Follow me on Twitter.

Is there anything worse than writing your Business Proposal all afternoon and then… Word crashes! If your Microsoft Word files suddenly become huge and start crashing, here’s one way to fix it. I’ve creating some very large business proposals in Microsoft Word and learnt a few ways to control these documents.

MS Word. Click top red arrow to expand/show the Style Menu.

And it’s not just business writers, in the world of technical publishing, Microsoft Word also gets a bad rap. Many feel that it’s unstable and crashing. It can also bloat in size until your operating system grinds to a halt.

the Problem with Bullet Lists & Large MS Word files

The first offender is Bullet Lists. If there is one thing that’s guaranteed to crash Microsoft Word, it’s bullet lists.

Here’s what tends to happen.

When you click a Bullet List from the Word toolbar, Word points this Bullet List to the Normal.dot file. In other words, it uses the default settings in Normal.dot and then applies these. Fine.

No problem! That’s what it’s supposed to do.

But….

If you cut and paste a Bulleted List from one business report into your working file, then Microsoft Word has a problem.

Which Bullet List is the Master Bullet List?

It can’t tell because suddenly you have two bullet lists in your document.

And…

If you add a third bullet style, maybe with nice styling or cool fonts, it has a nervous breakdown. Microsoft Word can’t tell which is which and begins to struggle.

How to stop Word Crashing & Losing your Business Proposal

Here’s what to do:

Open Word and create a separate Style for each type of bullet lists you need. For example create a Bullet Regular, Bullet List Indent, Bullet Square and so on.
When you need to use a bullet list, select the appropriate style from the Styles drop-down menu.
This is the Home tab in Microsoft Word 2007.
If you want to import a bullet list from another document,
Copy the text into a blank document.
Select it, and in the Style menu, select Clear All.
NB: This removes all formatting.
Paste it into the working document.
Apply the correct style.

I know this seems like more work but it’s not. Just paste into a blank document, remove the formatting and then paste it in. Your files will stop crashing and will be easier to manage.

You can get a set of User Guide templates with pre-formatted style here.

In the next article, we’ll look at other ways to reduce large Microsoft Word files.

Let me know if you’ve any problem with this. Our Smart Business Tips page on Facebook is here.

About the Author: Ivan Walsh shares Business Planning Tips at Klariti. He also runs a Video Marketing Blog for videographers and video makers.

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Getting Started: 37 Business Proposal Writing Tips

Ivan Walsh — Tue, 01 Jun 2010 05:24:00 +0000

Post by Ivan Walsh. Follow me on Twitter.

This short course on proposal writing reminds us that our business proposal does not stand alone. It is process of a larger process that involves planning, research, writing, editing, proofing, submission and acceptance.

This list gives 37 ways to improve your next proposal. Scroll through it and tell me what I missed.

Show that your response is logical and organized
Make the information easy to find. Cross reference against the Request For Proposal
Include a table of contents for proposals over 10 pages in length
Ensure that your Proposal is in compliance with the RFP
Arrange material in order of priority
Arrange everything in the order that’s most important to the client
Arrange the response in accordance with their requirements
Number pages and sections consecutively; do not re-number each section
Use headings
Each section title should stresses the main benefits
Each section title should help readers orient themselves
If possible, express the key point of the section in the headline, or immediately after it.
Highlight important points
You can emphasize the most positive points by using bold, underlining, different fonts, spacing, titles, bullets and summaries
Content – Sell the Message
Respond completely
Answer every question in the RFP. Failure to respond correctly to the RFP may disqualify your proposal. The client put these questions in for a reason, and expect an answer.
Avoid banal headings and titles
Rather than say “Development Section,” say “Ten Ways to Improve Your Processes”
Use action verbs in heads, especially verbs that stress a benefit for the client
Avoid boilerplate
Don’t recycle resumes and corporate profiles from previous proposals; modify them in accordance for the proposal at hand. Using old, tired resumes will be perceived by the reader, and will count against you when they can making the final judgments.
Avoid hype, padding and other self-congratulatory drivel. Remember that the proposal is a legal document that becomes part of the contract if you win
Support your recommendations
By giving specific details and quantifying the benefits whenever possible
Don’t just say that you will comply with a requirement — say how we’ll do so
Don’t attack competitors. Refer to rival products if you must.
Point out the weaknesses of alternative solutions.
Use a strong closing statement
Ask for their business; tell the reader exactly what you want him or her to do
Remind the reader of the benefits of taking action
Avoid business cliché’s
Avoid hackneyed openings and closings that clients have read a thousand times. Avoid “I would like to take this opportunity to thank you for considering the enclosed . . .” Get to the point: “Here is your proposal.” Avoid “If you have any questions, please feel free to call.” That closing has been done to death, so avoid it and write something more genuine.
Make your proposal easy to understand
Use the same terms and jargon that appear in the RFP. Don’t try to impress the client with your own special brand of buzzwords or TLA (three-letter acronyms)
Use simple, direct language
Wrap up the Proposal with confidence

What did I miss?

About the Author: Ivan Walsh is a left-handed technical writer who writes business proposals for clients. He also shares business writing tips for smart people at Klariti.

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4 Smart Ways to Write Business Proposals That Win Contracts

Ivan Walsh — Mon, 24 May 2010 08:24:02 +0000

“For your own good” is a persuasive argument that will eventually make a man agree to his own destruction. Janet Frame

Why do you write business proposals? Same reason we do! We write proposals to win more business, pay our bills and send the kids to college.

Same as you, I guess! Right?

I’ve been in the proposal development game for eleven years. I don’t call myself an ‘expert’ but I have learnt a few things that might interest you. Especially if you want to avoid the mistakes I made…

What’s the best way to write a proposal?

There is no ‘one way’ that works every time. But here are some pointers to consider.

To make your proposal work, you need to persuade your client that your solution is significantly better than your competitors. Not slightly better, but so much better that is would be foolish not to accept it. What makes this happen? As you write your proposal, look at where and how you can persuade the reader to buy your product.

Business Proposals: Four Steps

Your can persuade the reader to consider (and hopefully award) the contract to your if you use the follow four tactics:

1. Understand Your Client’s Needs

How do you do this? You get the reader’s attention by highlighting a specific need or problem they have and then explain how you can solve this.

You need to show that you understand their need and approach this from many angles throughout the proposal.

Demonstrate to the client that you recognize their need. State it clearly.

2. Show The Benefits

Next, discuss the benefits they can expect to gain by accepting your proposal. Discuss the solution at a later stage.

Focus on explaining how the client can improve their:

Productivity
Profitability and
Success

with the solution you’re offering.

To support your argument, explain the consequences of inaction or selecting inferior products. You’ll establish credibility not so much by demonstrating your expertise, but by showing your understanding of their business needs.

3. Discuss Your Solution In Plain Language

Make sure that the reader clearly understands what you are proposing. Ask yourself – can they summarize in one sentence what you are proposing.

Make a firm, clear recommendation accompanied by specific action steps. Avoid vague statements.

Recommend a specific approach or application: “We recommend that the Client use our company to design, write and produce its corporate marketing brochure.”

Present it so well that the client believes that your solution will meet their needs.

4. Give Details, Recommendations and Endorsements

Provide the reader with sufficient details. Demonstrate your qualifications and competence to deliver the solution:

On Time
Within Budget
To Specification

This effort will show that you understand the costs involved, particularly the Return On Investment to the client.

Also, discuss related issues, costs, management issues, schedules, risks, future implications. Always return to your key selling point and recommendation presented in terms of a quantifiable benefit. Wrap up by give convincing reasons that the client should choose you over all others.

About the Author: Ivan Walsh is a recovering technical writer who now writes business proposals for clients coast-to-coast. He shares business writing tips for smart people like you at Klariti.

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Proposal Evaluation: How To Increase Your Acceptance Rate

Ivan Walsh — Mon, 10 May 2010 06:45:47 +0000

What’s your success ratio with proposals? 25% is average. Very few get 50%. I help government agencies evaluate proposals. Most bids that come across my desk make the same errors, use the same flawed strategies and are never accepted. And the next time, they repeat the same mistake. Here are some ways to avoid this. It’s not painful, it just requires effort.

What does a Proposal Evaluator Do?

My job is to reject your proposal. I fail proposals if they miss a requirement, avoid a clause or get the figures wrong. We received 36 proposals for the last RFP. Some were over 300 pages. The less I have to review, the better.

Tip: make sure the proposals are well-bound. We scribble all over them, book-marking pages, and adding comments. Don’t use cheap papers and poor ring-binders. If they fall apart, I’m not going to re-assemble your document.

I eliminate proposals that don’t measure up. This means they fail on a technicality, are over budget, don’t agree to the deadline or have omitted to include some document.
Then I review what’s left and make a short list.
For me, evaluating a proposal is a process of elimination, not a process of selection. That happens later.
When you start your proposal, don’t focus on getting selected, instead WRITE A PROPOSAL THAT CANNOT BE ELIMINATED!

Here’s how you can do this:

Write your proposal so that the evaluator cannot reject it on a technicality.
Respond to every requirement in the Request For Proposal (RFP). This means you cannot be dis-qualified on the grounds that you were "non-responsive to the RFP."
Identify the solution. If it’s a product, name it & give the version number.
Don’t be vague. State clearly how you will do this. If possible, describe the solution in a single sentience.
Demonstrate that you have provided this expertise in a similar project.
Support you claims with case studies, white papers and other reports where you are given credit.
Provide pen portraits of your team. CVs go in the appendix.
List the benefits that your solution provides. Cross-reference these against the requirements. Itemize and prioritize each benefit.

Remember, the evaluators are looking for ways to disqualify you.

Check your proposal once, twice and three times.
Each time check for a different weakness or error. For example, once for writing errors, then for flaws in the solution and finally in the costs. You can make errors elsewhere but NEVER in the costs.

Conclusion

Write the Proposal and the Expression of Interest so that they cannot be eliminated.

Once you have this established, then drill-down into each requirements and respond from the perspective of the reader. Regardless of how good you think your proposal is, if you overlook a technicality, you’re out.

What have I missed? Let me know what you think below.

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14 Questions For Interviewing Proposal Writers

Ivan Walsh — Tue, 27 Apr 2010 06:28:57 +0000

Here are some tips for interviewing tech writers, for example, if your company needs to hire a contractor to complete some documentation. I’ve worked on both sides on the fence in the past, (i.e. interviewed and been interviewed) and picked up a few things in the process. Hopefully, these will be of some help.

A Proposal Writer, as the name implies, writes business proposals. They write text that is accurate, readable, accessible, and helpful to its intended audience, usually end-users or developers.

How to Interview Proposal Writers

How much time should be allotted to complete an assessment test?

I’d suggest one hour. Some people will race through it, while others will deliberate over the grammar questions forever. Nonetheless, one hour should be sufficient time for them to complete the test. By allocating this amount of time to the test, you are also emphasizing its relative importance. If it were a simple 10-minute quiz, it wouldn’t carry the same weight. Here is a suggested approach for administering the test:

When advertising the vacancy, highlight that an evaluation test is part of the assessment process.

By saying this upfront, you will weed out under-qualified writers who know that they would not pass the test.

When scheduling interviews, remind the applicants that there will be a 1 hour test.

Explain to them what this entails, for example, that there is X number of questions on grammar, procurement, technology etc. Among other things, this illustrates your company’s professionalism as you are helping the applicants to prepare for the interview.

In turn, it would be unprofessional to spring the test on applicants when they turn up and catch them by surprise. Completing the test takes about 90 minutes. Some applicants may have other arrangements to consider, such as day-care, commuting etc.

When they arrive, interview them first and then do the test.

Software Development Templates

If they are unsuitable for the position, cancel the test and say that it is not necessary at this point.

For those who are suitable, I’d do the following:

Give them a pen and paper (always helps).

Glass of water/coffee.

Find a quiet room with a PC or laptop.

Give them a printout of the test (most writers like hardcopies).

Walk through the test so that they understand what s required. They can ask any questions at this point.

Once they are ready, leave the room and let them do the test.

After 20 minutes, drop in to see how they are doing. This is not to police them, but to see if they genuinely need any assistance.

After 60 minutes return and print out their test.

At this point, I’d suggest that they have a break so that you can score the test. Once you’ve completed this, sit down and go over the scores. As everyone likes to know how they performed in a test, I’d walk through the results and discuss them with the applicant. For example, if they scored poorly in one section, ask them how this area could be improved. And finally, thank them for taking the time to do the tests and hope that they have gained from it.

System Admin Guide

Proposal Writing Skills

Technical writers often have a degree in English, technical writing, the technical field for which they are writing, or a combination of these.

It is most important that they have enough expertise to understand their audience’s background and needs.

For example, writers who develop documentation for software APIs, microcontroller operation, and other technical subjects are often paid more than those who write guides for a non-technical audience (for example, how to use email), because it is difficult to find good writers with advanced technical knowledge.

Desktop publishing tools

After the documentation is written, using a desktop publishing tool or a help authoring tool, it is normally reviewed for accuracy by one or more “subject matter experts” (SMEs).

Functional Requirements

Technical Communication

Technical communication is the process of conveying information about technology to an intended audience. A technical communicator is a person whose job involves technical communication. Technical communication jobs include the following:

Technical writer

Technical editor

Information architect

Usability expert

User interface designer

Technical artist

Technical trainer

The technology can be of any kind, including the sciences, high technology including computers and software, consumer electronics, and so on.

Role of Technical Writing

Technical communications are created and distributed by most employees in service organizations today, especially by professional staff and management.

Effective communications require quality content, language, format, and more. The entire point of communications is to disseminate information; this is where written content comes in. To present the appropriate content, it is imperative to understand one s audience and writing purpose.

If a document does not communicate the information that the writer intends and what he or she wants the reader to understand, then the communication is meaningless.

The writer has a self-interest in making the extra effort: Looking credible is as important as being credible and getting results in business.

Respect and credibility of the writer/speaker are integral to effective communications. Readers will not trust the information from an author if they do not believe that author is a valuable source of information or the purveyor of worthwhile ideas.

Statement of Work Template

Furthermore, being respected is essential to being persuasive, a key ingredient in business.

About the Author

Ivan Walsh teaches people how to develop their Technical Writing Career. Read how he makes over $175,000 as a Technical Writer on his blog. You can also catch him on Twitter @ ihearttechdocs

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Ten Tips When Writing for the Web

Ivan Walsh — Tue, 27 Apr 2010 06:14:20 +0000

Writing for the Web requires new a different approach to the writing process. Before you start writing web content, try to understand the basics of information architecture and how navigation systems work.

As readers scan text on the Web, make sure that you:

Write short paragraphs instead of large blocks of text
Use bulleted lists to break out the key points
Give one subhead for each idea.
Add H2 and H3 to highlight the key points
Use simple, everyday language.
Write in small digestible chucks, which fit into the information hierarchy. To create your hierarchy, outline the website as you would for printed material.
Examine the site’s purpose and outline the main sections (e.g. words people use to navigate) and the links within those heads. Test it before it goes online.
Write headlines and links on Post-IT sticky notes and put them on a chart.
Show the chart to sample users. Ask them how to get from one section to another.
Run a usability test.
Put the outline of each webpage on a sheet of paper.
Stack the pages and, sitting next to the user, hold up the pages. Tell them what to find and ask them to “click” the headings to get there. If they choose the right pages then continue; otherwise go back and make notes.
Don’t give any hints or clues on how to navigate.
Sit back and watch. You’ll be amazed how their approach differs from what you had expected. Make notes for later revisions. This paper model helps you see how people navigate through the site.
By writing concise, descriptive headings, you will lead users to the content that they are seeking. For example, do visitors expect to find phone numbers, under “Who we are” or “Contact us”?
Planning is 80 percent of the work.
Once you’ve created a good outline, the writing will have more impact.

How to Write for the Web

On the web, one page on print media requires two or three screens.
About the Author Ivan Walsh teaches people
how to make money writing Technical Documents. Read how he makes over
$150,000 as a Technical Writer on his blog. You can also catch him on Twitter @
ihearttechdocs

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How To Ensure Your Proposal Gets Accepted By Difficult Evaluators

Ivan Walsh — Thu, 18 Mar 2010 14:14:32 +0000

What does a Proposal Evaluator Do?

I eliminate proposals that don’t measure up. This means they fail on a technicality, are over budget, don’t agree to the deadline or have omitted to include some document.
Then I review what’s left and make a short list.
For me, evaluating a proposal is a process of elimination, not a process of selection. That happens later.
When you start your proposal, don’t focus on getting selected, instead WRITE A PROPOSAL THAT CANNOT BE ELIMINATED!

Here’s how you can do this:

Write your proposal so that the evaluator cannot reject it on a technicality.
Respond to every requirement in the Request For Proposal (RFP). This means you cannot be dis-qualified on the grounds that you were “non-responsive to the RFP.”
Identify the solution. If it’s a product, name it & give the version number.
Don’t be vague. State clearly how you will do this. If possible, describe the solution in a single sentience.
Demonstrate that you have provided this expertise in a similar project.
Support you claims with case studies, white papers and other reports where you are given credit.
Provide pen portraits of your team. CVs go in the appendix.
List the benefits that your solution provides. Cross-reference these against the requirements. Itemize and prioritize each benefit.

Remember, the evaluators are looking for ways to disqualify you.

Check your proposal once, twice and three times.
Each time check for a different weakness or error. For example, once for writing errors, then for flaws in the solution and finally in the costs. You can make errors elsewhere but NEVER in the costs.

Conclusion

Write the proposal so that it cannot be eliminated.

What have I missed? Let me know what you think below.

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Proposal Team Roles and Responsibilities: What is a Bid Manager?

Ivan Walsh — Wed, 17 Mar 2010 06:37:41 +0000

What are the roles and responsibilities of the Bid Manager during the proposal development process? The Bid Manager’s role is like that of the Project Manager on an IT project. Their role is to coordinate the team members, analyze the Request For Proposal, allocate resources, define the schedule, keep the deliverables on target, and ensure that the proposal is submitted on time.

Proposal Team Roles and Responsibilities: What is a Bid Manager?

A Bid Manager is responsible for:

Manage and implement a proposal development process (if none exists)
Apply a structured approach to the development of proposals
Analyzing the Request For Proposal
Allocate resources to each section, e.g. who responds to each requirement
Define the project schedule, costs, and deliverables (e.g. the proposal)
Keep the deliverables on target
Ensure that the proposal is submitted on time and in the correct format
Developing and writing task order proposals.
Understand the government task order development process
How proposals are scored by customers.
Coordinate a team to develop the proposal document
Visualize solutions, processes, and create graphics to represent these processes
Provide expertise in preparing Federal government contracts
Understanding of the procedures and the acquisition process
Coordinate the proposal delivery, printing and publications
Write major parts of the proposal if/when necessary
Ensure that the proposal reads smoothly as a single document
Collate the entire document.

What are the biggest mistakes that Bid Managers make? Please share your thoughts in the comments sections.

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Proposal Writing: 7 Mistakes to Avoid

Ivan Walsh — Wed, 17 Mar 2010 06:24:19 +0000

What’s the main mistake that business writers make when writing their first proposal? The target audience is not clear, the format is incorrect and the tone is wrong. And, the solution doesn’t align with the requirements. So, how you can improve your proposals and win more projects that you bid on? Here are some guidelines to get you started.

Proposal Writing: 7 Ways to Get it Right

Define your audience. If you don’t know who you’re writing for, it’s unlikely you’ll hit the mark.

Be specific. Present a clear idea and a focused plan.
Connect your ideas with the client’s needs. Avoid suggesting options, technologies outside the scope of the requirement. Stay focused.
Check if staff is in place to help plan and implement the project.
Check that all activities are well thought-out and will promote the objectives of the proposal
Ensure that the budget and budget narrative reflect and explain all proposed activities.
Is the writing clear, grammatically correct, with no typos?
Does the proposal follows the RFP’s format requirements? Also called the Invitation To Tender.

Proposal Writing: 7 Mistakes to Avoid

Mistakes to avoid when writing proposals:

Does your description of the solution ramble?
Have you provided diagrams that illustrate how it works?
Does your budget match the grant requirements?
Is the budget narrative too broad?
Does the hardcopy of the proposal violate the RFP requirements?
Has it been reviewed by your peers?
Have all edit been included and reflected in the master copy?

What have I missed?

What are the biggest mistakes that proposal writers make? Please share your thoughts in the comments sections.

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