1 Technical proposals A written offer to undertake a project for designing, creating something new...

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Technical proposals

• A written offer to undertake a project for designing, creating something new or for changing or modifying an existing procedure, method , system or structure within a specified period of time.

• Types

• Structure

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Solicited Unsolicited

SALES RESEARCH

TYPES

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Sales proposal

• Sent outside the company to potential clients or customers

• Also known as business proposals

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Research Proposal

• Academic in nature,mostly solicited

• May appear in a foreign language also

• Basic format remains the same

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Characteristics

• Demonstrate to appropriate decision makers that their needs would be met with

• Keep in view the customer’s convenience, financial gain and prestige

• Anticipate any possible reasons for rejection and provide suggestions to overcome them.

• Use plain direct and unambiguous expressions

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Purposes

• To construct parking slots,buildings,bridges,highways

• To survey area for possible water sources

• To modernize the office procedures of a company

• To train international managers for work in foreign countries.etc

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Structure

Prefatory

Main body

Supplementary parts

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Prefatory

Title page

Draft contract

Executive summary

Table of contents

List of illustrations

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Main body

Introduction

Technical section

Management section

Cost estimate

Conclusion

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Supplementary

Appendix

Sources and References

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Title page

• Incorporate the title

• Name of the person or company

• Name of the person submitting the proposal

• Date

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Draft contract

Quick summary Topic Proposer details Duration Cost

1st year/ subsequent years

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Continued

• Rough draft of the contract proposed by the proposer

• Finalized after the acceptance of the proposal

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Executive summary

Back ground

Purpose

Scope

Infrastructure facilities

Technical details

Significance

Re-emphasis

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Continued

• A Concise version of the detailed proposal• Gives a brief background need for taking up this

project)• Summarize the objectives ,how they will be met,

procedures adopted• Ends with a reemphasis of proposals strengths• Length varies 100-300 based on the complexity

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Introduction

Problem statement (clearly specifies the need for investigation)

Purpose, scope

Technical overview

Methodology(procedures adopted to carry out the project)

Significance

Structure

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Technical section

• System overview (Technical description)

• Analysis of existing situation

• Possible design solutions

• Proposed solution

• Sources of information

• Methodology

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Management section

Chains of command (org. charts) Corporate / employee credentials Schedules (work, implementation, reporting,

maintenance, delivery, completion, payment, forecast)

Gantt chart, Milestone chart Team organization Company profile

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Cost Estimate

Important Funding (if internal) Break up (equipment details, man power expenses

miscellaneous / consumables) Match with draft contract

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Conclusion

Re-emphasize strengths

Assure the reader

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Appendix

• Credentials details

• Supporting technical documents

• Illustrations

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DOCUMENTATION

STYLES• MLA (Modern Language Association)• APA (American Psychological Association)• Chicago style• IEEE style

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Details for Documentation

• Author/s ( whether editor/s)

• Year

• Title of the book/article , Edition if any

• Name of Journal/Newspaper/Magazine, Volume No. Page no.

• Place of Publication

• Name of Publishers

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WORKS CITED/REFERENCES

Berst,Jesse. “ Berst Alert.” ZD Net 30 Jan.1998. <http://www.zdnet.com/anchordesk/story_1716.html>Corporate Credit Union Network. A Review of the Credit Union Financial System. Kansas City: U.S.Central. 1998.

Kroll Jack. “T.Rex Redux.” Newsweek 26 May 1997:74-75

Tibbets, Charlene and A.M.Tibbets.Strategies:A Rhetoric and Reader.Glenview:Scott and Company.1988.

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Oral presentation

• Mend your speech a little

Lest it may mar your fortune.

William Shakespeare

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TYPES OF ORAL PRESENTATION

• Reading from the text

• Memorizing

• Impromptu

• Extemporaneous

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Requirements of Oral Presentation

• Knowing your purpose

• Audience awareness

• Use of visual aids

• Presentation plan

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Audience awareness

• Size up your audience

• Speak directly

• Converse with them with conviction & sincerity

• Dramatize certain aspects

• Give a personal touch

• Use humor if possible

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Use of Audio visuals

• Integrate the aid with your op

• Use it when your reach the relevant point

• Make your aids accessible

• Interpret the aids

• Stand on one side and use the pointer

• Aids should be specific

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Contd.

• Avoid crowding your aid

• Keep speaking

• Keep writing in case you are using black board

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Presentation plan

• Plan and prepare beforehand

• Bring animation and spontaneity

• Lift your head and look at the audience

• Consult your notes when needed

• Cite references, quotations etc.

• Use note cards

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Contd.

• Have sympathy for the crowd

• Avoid reading your presentation

• Avoid memorizing

• Avoid giving a long introduction

• Signal the end of your presentation

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Contd.

• Avoid verbal fireworks

• Avoid frowning

• Ignore the smiles /whispers of listeners

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Dividing your presentation

•IntroductionCapture listeners’ attention and get them involvedIdentify yourself and establish your credibilityPreview your main points

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BODY

• LIMITED NUMBER OF POINTS

• EXPLAIN AND GIVE DETAILS

• KEEP YOUR PRESENTATION SIMPLE AND LOGICAL

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CONCLUSION

• DON’T END LIMPLY

• REVIEW ALL THAT YOU SAID

• ENCOURAGE QUESTIONS

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Use of connectives

• Transitions:end of one thought and indication of the beginning of another, such as,after having said that……it is time now;in addition to

• Internal previews:indicating what the speaker takes up next,such as, we shall discuss its impact

• Internal summary:recalling what has been said so far.e.g.in short

• Signposts:indicating where the presenter is in his presentation,e.g.the first feature,the second,

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REMEBERTHE FOLLOWING

• Prepare thoroughly

• Rehearse repeatedly

• Time yourself

• Request a lectern

• Check the room and gadgets

• Practice stress reduction

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Tips to remember during presentation

• Begin with a pause• Present your first sentence from memory• Maintain eye contact, correct posture, use gestures• Pay attention to facial expressions and Time• Control voice and vocabulary• Put the brakes on • Move naturally• Use visual aids

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Contd.

• Avoid digressions

• Summarize your main points

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After your presentation

Distribute handouts

Encourage questions

Repeat questions

Reinforce main points

keep control

Admit if you are unable to answer some question

End with a summary and appreciation

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Business writing:purposes

• Making /answering an enquiry

• Placing an order

• Demanding or refusing credit

• Selling goods and services

• Accepting/refusing a project

• Responding to complaints

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Contd.

• A business letter is a form of communication written by an authorized person of an organization.

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• A Business letter must appeal to the reader’s interest and induce in him the proper mood.

• “If he is rude be specially courteous. If he is muddle-headed be specially lucid. If he is pig-headed be patient.If he is helpful be appreciative. If he convicts you of a mistake acknowledge it freely and even with gratitude”.

• Sir Ernest Gower

Letter

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Points to remember

• Before expressing a thought, roll it in your mind to avoid ambiguity.

• Choose short, common and concrete words.• Avoid jargon and slang.• Arrange your words according to the rules of

grammar.• Write short and simple sentences.• Divide your ideas into small and distinct

paragraphs.

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Structure and Layout of Letters

• Elements• Heading• Date• Difference• Inside address• Attention line• Salutation• Subject

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• Body

• Complimentary Close

• Signature

• Identification marks

• Enclosure

Contd.

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• Courtesy and Consideration

• Directness and Conciseness

• Avoid Verbosity

• Avoid Participial endings

• Positive and Direct Statements

• Clarity and Precision

Principles of Letter Writing

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Styles of Business Letters

• Indented Style

• Block Style

• Complete Block Style

• Semi Block Style

• Hanging Indented Style

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Indented style

• Oldest form

• Each element indented to four spaces

• Closed punctuation

• Salutation on the left

• Date line & Complimentary close to the right

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BLOCK STYLE

• Date line, complimentary close and signature aligned with the right margin

• All other parts to the left

• Double spacing

• Mixed punctuation

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Complete block style

• All parts of the letter aligned with the left margin

• Indentation not required

• Open punctuation

• Appears imbalanced and heavy on the left

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Semi block style

• Like the block style

• Date line on the right

• Paragraphs are indented

• Easier to read

• Mixed punctuation

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To sum up

• Draft your business letters the way your organization wants it

• Know the popular practice

• Full block format is much in use.

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Hanging indented style

• Like block style

• First line of each paragraph aligns with the left margin

• All other lines indented four to five spaces

• Not so popular

• Mixed punctuation