Each project needs a good plan - and if you want to increase your project approval rate, then you need to start using a project proposal template.
This article will serve as your guide if you don't know what a project proposal template is or what the project scope should entail.
What Is a Project Proposal?
To put it simply, a project proposal is a project management tool that outlines the core value of a project so that you can sell your idea to the stakeholder.
A project proposal document will establish what exactly you are planning to achieve with your project, proving that it is worth it.
Why Do I Need a Project Proposal Template?
Writing a great project proposal might be a rather challenging task, especially when you do not know what this type of document should include.
A project management proposal template will feature all the information in order, making matters much easier for you.
There are plenty of places where you can obtain a free project proposal template, one of which is the Bonsai freelancer tool suite.
This will allow you to save time, as you can send it to your client's business email immediately after writing down the information.
Types of Project Proposals
If you are looking for a project proposal example, here are the options that you may choose from:
Internal or external proposals are meant to get the buy-in from internal or external stakeholders. It is a simple project proposal template, one that is often used in most buy-ins.
Solicited and unsolicited proposals are often created as a result of an official request. They can also be written ad-hoc, in cases when the request was not solicited.
If the project proposal outline has already been approved and there has been an update, then a continuation proposal may be sent to inform the stakeholder of said update.
Renewal Project Proposal
Some projects may need to be performed several times regularly. If that is the case, then a renewal proposal may be used to restart that project.
Supplemental Project Proposal
Sometimes, plans may change mid-way and may require additional resources. If this is the case, then supplemental project proposals may be issued to the client.
Key Components of Project Proposal Templates
Project managers need to respect the key components of a good project proposal. Here is what the project proposal format should include:
One of the first project phases should be the problem statement. Here, you should display an understanding of the project and allow the clients to see how they would benefit from working with you.
Your plan should also include the perspective of the stakeholder.
Take a look at why it may matter to them and describe how the project plan may benefit their business. You need to make sure that you write a persuasive project proposal.
Goals and Objectives
All proposals should include SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) goals.
Make sure your client understands how your plan can contribute to their business effectively.
As a project manager, your project template should also state the methods by which you plan to achieve your goals.
Offer your clients a timeline and convince them that you are more than capable to keep true to your promises.
Each client has a certain budget, so you need to be aware of that. Be transparent about the resources, and the financial means required to implement your project.
How to Write an Effective Project Proposal
Whether you are writing the proposal from scratch or are using a simple project proposal template, there are certain steps that you will have to follow:
Add an Executive Summary
The executive summary is likely the most important aspect of your project. It is meant to capture the attention of the reader and outline directly what problem you plan to solve with this project.
Write a Project Background
Here, you should add even more detail about the aspects of the project.
For instance, if you are writing on an engineering design proposal template, then you should outline how this project will benefit the goals of the business. www.hellobonsai.com/a/engineering-design-proposal-examplewww.hellobonsai.com/a/engineering-design-proposal-examplewww.hellobonsai.com/a/engineering-design-proposal-example
If the problem has a long history, then the project proposal should offer a description of the longstanding issue.
Lay Out the Business Proposal Solution
Now that you have described the problem, it is time to present the client with your solution. Why would your idea be a better alternative than other solutions?
What would it take for your project proposals to reach fruition? Explain the solution in as much detail as you can.
Describe the Project Proposal Deliverables
Describe how you plan on obtaining the success of your project proposal. The success criteria should include what the project deliverables are, as well as the realistic objectives of your project and how you plan to reach them.
You might want to use a project management tool such as Bonsai to fine-tune your project proposal templates.
List Resources for the Proposed Project
Your client has to know exactly what resources you will use for the success of the project.
Include a financial breakdown of the resources on all of your project proposals and add enough details to assure your client there won't be any unexpected costs along the road.
Project Proposal Tips to Consider
To gain approval from your clients, you have to make sure that you put in as much effort as possible.
By using a free proposal template, you can cut the bulk of the effort, but you do have to customize it a little bit so that it fits your needs. Here are a couple of tips for you to consider:
Know Who You Write a Project Proposal For
Each project management proposal has to be tailored for a specific client. For instance, if your proposal is for a construction company or an IT one, the details in the document need to meet their specific needs.
Even if you get free templates from platforms such as Bonsai, you must do some work and customize them so that they fit the requirements of your clients.
Include a Deadline
When you start a project, you expect to see results soon. No one likes waiting for a project to be dragged on for longer than necessary.
For this reason, your potential client should know exactly when they will start seeing results, and when they will reach their final stage.
Outline a Project Budget
A clear budget will help you in more than one way. First, it will help your prospective client come to a conclusion.
Next, it will make sure that your project completion goes down without a hitch. You can use the proposal template to stay on track with your expenses.
Keep the Project Details Simple
While you should have details in the document, they should be kept as simple as possible. No one likes reading proposals that are dragging on for too long.
For the most part, a one-page proposal template should be enough.
Add an Appendix
If you have any extra information for your prospective client, then you should put it down in the appendix.
For instance, if you cannot go into detail in a certain project charter, you can easily put it aside in the appendix for the client to see.
Offer an Estimated Outcome
When you are writing a project management proposal, you should not just ramble about what your plan is - but instead, talk about what you expect the outcome to be.
Make a hypothesis, offer an estimated outcome - and make sure that it is a positive one.
Use a Project Proposal Example
When you are a beginner, it might be difficult to create a project plan by yourself - even if you have a proposal template.
If you want to create a winning proposal, then you might want to look up some examples.
For example, if you work in the construction domain, then you should search for a construction proposal template that has already been filled out.
Prepare for Questioning
You may have written down as many details as possible, but that does not mean that you addressed every issue - or that your client will be completely content with them.
This is why you must be prepared to defend your project idea. And to create a good defense, you need to have a frontline of potential answers. So, you should prepare that as well.
Be Aware of Risks and Potential Issues
While you do not want to concern your client from the very beginning, you need to be aware of the risks and issues and present them as well.
Think about how they may occur, and how you can address them if they do. Make sure that your client knows about them, and that you are prepared to take the problem by the horns.
The Bottom Line
Writing a great project proposal will make the difference between a rejected project and an approved one.
You may have the best idea ever - but if your client is not convinced, you may not be able to put your plan into action. This is why you need to keep an eye on the details and make sure you cover all grounds.