Proposal Writing Pros Use Grammar Checkers

If you write, edit, evaluate, or proofread proposals, you should
learn the hidden benefits of using grammar checkers.

Even professional proposal writers fall into old habits that
result in writing mistakes or omissions that could make or break
proposal writing success.

Grammar checkers are not perfect. We all know that.

But, they can prove valuable.

The problem is that most people don't have a clue how to set them
up correctly. That is where the real secret lies - the set up.

I am in the process of creating videos to show people how to gain
the maximum value from their grammar checkers.

You can find the first of these videos at:
http://www.youtube.com/watch?v=9j-NWB1Qh_g

If you are involved in any way with proposal writing, this
information could prove valuable to you.

Check it out.
http://www.youtube.com/watch?v=9j-NWB1Qh_g

PROPOSAL WRITING: 21st Century Proposal Writing Strategies

Proposal writing strategies that meet 21st century standards depend on one overriding principle.

You must be passionate about creating proposals that sell for you when you are not in front of your clients.

So what does that have to do with 21st-century strategies?

Let me explain by showing how the types of websites you display to the world relate to your proposals.

Review the rest of this article and learn how to receive immediate access to a White Paper entitled, "How to Measure the Effectiveness of Your Proposals"

Proposal Writing Tip: Keep it Conversational

Proposal writing is not an academic assignment.

Please don't make the same mistake many people make when writing a proposal.

In college, you write one way; in business, you write an entirely different way.

With your proposals, think BTB - business to business. That means person to person, not student to academician.

For example, you would (or should) never use a word like academician in personal or business writing. You may in college. But I recommend you avoid it in any document that pertains to business.

Your proposal writing should sound as natural as a telephone conversation. After all, that's all your proposal is - a written version of a conversation you would have with a client about solving the client's problem or making your client's life and bottom line better.

Let me give you an example.

Simply stated, we all grew up with the impression that a superior vocabulary is the mark of a superior mind.

So, when we wrote our term papers, we filled them with polysyllabic words to impress our teachers.

We used consultant words like utilize, paradigm, reiterate, conundrum, and transpire.

We also slipped in a few academic words like methodologies, cohorts, iterations, and monographs.

Consultant and academic words slow down your readers' brains as they try to interpret what you mean or how you are using those words.

Please allow me to comment on a few of those words to clearly explain not only the what I mean by conversational, but the why.

Let's start with "utilize."

The words "use" and "utilize" do not mean the same thing. Don't use the big word, "utilize," when a clearer, shorter, more understandable word will work. Most of the time when people use the word "utilize," they really should use "use."

Besides, you save time typing three letters (use) rather than seven (utilize).

Using three letters rather than seven allows your readers to read your document easier and faster. Direct them to focus on the benefits you bring to them, not your vocabulary.

A "paradigm" is a pattern, model, or example by which you are supposed to learn something about the structure of the English language.

Although "paradigm" has been popularized by consultants, many people still do not have a clear picture of what the word means. If you ask 10 people to define a paradigm, you will get 10 different definitions.

Be yourself and don't try to imitate someone else's words or style.

"Conundrum" is the corporate word for this decade.

Consultants use this word to imply a problem, challenge, or situation.

If you look up the word conundrum in a good dictionary (not a Pocket Dictionary) you find that a "conundrum" is a mythical or mystical puzzle or riddle, the answer to, which is a pun.

How many people do you think really know that?

Most people use the word "reiterate" to mean to restate, repeat, or emphasize.

If you mean restate, say restate.

The word "reiterate" means to "say repeatedly."

Most people use the word "reiterate" when they really mean to use "iterate" which means "to say or do again."

Actually, they should be using the words, state, restate, repeat, or emphasize, depending on what they are trying to say.

The dictionary tells us that the word "transpire" is considered incorrect or vulgar. Rather than telling you the actual meaning, I recommend you look it up in the dictionary.

But, you might say, "Looking up a word in the dictionary wastes my time."

Now you understand why you should use the shorter, more familiar, more easily understandable words when you write.

Most of the time when people use the word, "methodologies," they mean "methods" or "ways."

I once asked five academics what a "cohort" was. I got five different definitions.

Let's compare the language of two sentences that should say the same thing.

"I must reiterate that nothing will transpire until we utilize our resources to shift our paradigms as a means of addressing the conundrum we face." (25 long, confusing, abstract words)

If you were talking on the telephone, you would probably say:

"I must emphasize that unless we find a new way to refine crude oil, we will face gas shortages." (19 clear, familiar, easily understandable words)

So, my Proposal Writing message here is twofold.

1. Using conversational language increases the chances that your clients will clearly understand and quickly read every word you've written. You will not lose business because your client interpreted one of your big words or phrases differently than you meant it. Or, you will not force them to take more time reading your proposal.

2. Imagine you are the one reading the proposals. Would you prefer to read a clear, understandable, client focused proposal in five minutes or a confusing, erudite opus that took you 10 minutes to read?

What is your mental attitude and inclination after reading a five-minute proposal, versus a 10 minute proposed?

Proposal Writing: How To Be Correct When Writing Proposals

Being correct means many things.

First, the information needs to be correct. That includes names, dates, addresses, contact information, pricing, products, services, projected timetables, and solutions.

Second, the structure of the proposal must match the structure of the RFP or the size and importance of the client.

Your knowledge of and history with a client can serve as a guideline for how to correctly structure your document.

You may be dealing with or know the principle of a firm and know that he or she simply wants a one-page document (similar to an Executive summary) that states solutions, costs, fulfillment details, and support strategies.

If you can do all of this in one page, do so.

If you are working on a multi-faceted, multi-million dollar contract, you need to create a proposal that correctly follows and correctly presents your products and services using the structure laid out in the RFP.

But maybe, more importantly, your spelling, punctuation, grammar, format, style, and tone need to scream correctness.

If you call the Procurement Officer and ask for Mr. Smith and the voice at the other end of the line says, "This is he," do you have a clue on one of the more important parts of that proposal?

I hope so.

Proposal Writing: Proposals Need To Be Complete in Two Ways

If your proposal is not complete, you risk automatic elimination from the selection process.

Being complete takes at least two forms.

Most of the time, incomplete proposals result from carelessness, assumption, or lack of time. All three elements just mentioned are within your control.

Sometimes carelessness results from lack of time. But, many times lack of time results from poor planning.

Let's face it. In most instances, creating a proposal or responding to an RFP is a pain.

However, the rewards for successful proposals can be very satisfying and profitable.

Being complete means taking the time to assign several people or groups of people to double and triple check your document to ensure simple things have not been overlooked.

Simple things left out of proposals have included such things as the submitter's contact information, current prices, accurate timetables, and specific answers to each element of the RFP.

The best way to ensure your proposal is complete is to focus on three words:

Proofread; proofread; proofread.

Being complete also means including everything the client has said in pre-proposal, relationship-building meetings. It means extensive note taking to ensure you have captured every word, every detail, every emotion, and every nonverbal signal you can capture in face-to-face or telephone meetings with the client.

If the client uses a phrase such as "billable hours," the client should see that phrase in the proposal.

If a client expresses concern about meeting time tables or complying with government regulations, the client needs to see those terms and conditions dealt with and completely satisfied in the body of the proposal.

Proposal Writing: Clear Secrets To Clear Proposals

Let's be clear on being clear in your proposals.

You need to be clear on five points.

1. Clear Understanding

Your proposal must clearly show that you know, understand, and can address the clients' needs. The solution you propose should leave no doubt in your clients' minds that you have their best interests in mind. The proposal should clearly show that you understand their situation, their budgets, and their expectations.

And, clearly, you understand the project, the goals, and their timetable for achievement.

2. Clear Solution

You have to provide a clear solution to their problem. And, you can explain clearly what the client's world will look like after accepting your proposal.

3. Clear Justification

Third, the client needs to become completely clear on why your product or service stands out as the most logical choice.

4. Clear Reliability

If you are responding to an RFP, you need to clearly display your ability to respond to the clients' preferred way of doing business.

You do this by following the directions and format of the RFP completely and correctly.

If you can't follow their directions in the RFP, how can you be trusted to provide the correct products or services?

5. Clear Writing

The language, words, and tone of your document must be clear.

For example, compare the two following sentences and decide which one would be more appropriate in your proposal.

The contract stipulates exacting specifications for the installation of eight vertical access devices.

The contract calls for the installation of eight elevators.

If you selected the first example, go directly to jail; do not pass "GO;" do not collect $200.00.

Please visit http://www.proposalwritingsuccess.com

Proposal Writing: Getting Inside Your Clients’ Heads

Successful proposal writing means getting inside your clients’ heads two different ways.

First, you need to know about as much as you can about what they are thinking, what they want, what they need, and what they expect when dealing with you.

You need to know how they feel about you, your products and services, and the value you bring to their organization.

And, you need to know what they think about your competitors and their products and services.

Second, you need to get inside their heads so that as soon as they think about awarding a contract or order, they immediately think of you. If you are not inside their heads to this extent, you can bet they think of your competitors first.

So how do you get inside their heads?

You have three powerful ways you can do that.

You influence people when you listen, when you speak, and when you write.

All three of these communication skills come into play in creating a winning proposal.

As a word of caution, you must remember that you want to stick in their heads in a positive way.

Unfortunately, too many times, people remember other people for the goofy grammar, sloppy spelling, omitted organization, shaky structure, and punctured punctuation in their writing.

The speaking skills include your phone skills, presentation skills, conversational skills, executive presence, nonverbal messages, behaviors, attitudes, and value system.

For my money, the easiest way to get inside your clients’ heads is to become an outstanding listener. Most sales people display excellent speaking skills but sometimes fall short on the listening side. And, by doing so, they leave a lot of money on the table.

For more information, please visit http://www.proposalwritingsuccess.com