How to Write a Project Proposal [WHAT TO INCLUDE]

Summary

In this video, Adriana Girdler explains how to write a winning project proposal that gets approval from decision-makers. She breaks down essential sections, including project information, methodology, assumptions, deliverables, timeline, costs, and acceptance. Adriana emphasizes the importance of clarity in objectives, scope, and resourcing, and provides tips on estimating costs and outlining a high-level timeline. She encourages celebrating the success of getting a proposal accepted and highlights the next steps in project planning. Viewers are also invited to access free project management training for further insights.

Takeaways

• 📋 A project proposal is a document that presents key concepts and ideas to decision-makers to get approval for a project.
• 📝 Section one includes project information such as project name, background, objective, and scope parameters, which help justify the proposal.
• 💡 Section two explains the project methodology/approach, detailing how the project will be brought to life, such as workshops or brainstorming sessions.
• 🤔 Section three focuses on assumptions, including both project information and methodology-related assumptions to avoid misunderstandings.
• 📦 Section four is about the key deliverables, which specify what tangible results the project will provide, such as reports or machinery.
• 🕒 Section five provides a high-level project timeline, outlining major milestones to give decision-makers an idea of how long the project will take.
• 💰 Section six addresses project costs, covering resources, fixed costs, and related expenses, which are crucial for budgeting and decision-making.
• 🖊️ Section seven includes the project proposal acceptance and acknowledgment, where all parties agree to the proposal's contents.
• 🎉 Celebrating project approval is important as it signifies the successful acceptance of your idea, a major milestone worth acknowledging.
• 📚 A project proposal is different from a project plan, which involves more detailed planning; additional training is suggested to develop project management skills further.

Q & A

What is a project proposal?

A project proposal is a document that lays out key concepts and ideas, presented to a decision-maker, to determine whether those ideas should proceed into a full project.

What information is included in the project information section of a proposal?

The project information section includes the project name, background information, objectives, scope parameters, and potentially project resourcing.

Why is the project background information important in a proposal?

The background information provides justification for the project by explaining why it is needed, whether it is linked to strategy, solving a problem, or an opportunity.

What is the significance of defining the scope parameters in a project proposal?

Defining the scope parameters clarifies what is included and excluded from the project, ensuring that decision-makers and stakeholders have a shared understanding and clear expectations from the start.

What should be included in the project methodology/approach section?

The project methodology/approach section should outline how the project will be executed, such as whether workshops, brainstorming sessions, or formalized teams are needed to achieve the objectives.

Why is it important to specify assumptions in a project proposal?

Specifying assumptions ensures that everyone is aware of the conditions under which the project will operate, preventing misunderstandings about key elements like whether meetings will be virtual or in-person.

What is the purpose of the key deliverables section in a project proposal?

The key deliverables section identifies the tangible outcomes of the project, such as a report or physical equipment, so that everyone knows what the project will produce.

Why is it important to include a project timeline in a proposal?

A project timeline provides decision-makers with an estimate of how long the project will take to complete, helping them assess feasibility and plan resources accordingly.

What should be considered when estimating project costs?

Project costs should include resource costs, both internal and external, as well as fixed costs like software or equipment, and any direct costs like travel and accommodation.

What is the purpose of the project proposal acceptance and acknowledgment section?

This section formalizes agreement on the proposal's contents and confirms that both the creator and decision-makers agree to move forward with the project.