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: 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.

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