Transcript Technical Proposals

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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TYPES
Solicited
SALES
Unsolicited
RESEARCH
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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
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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
• 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
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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
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Reading from the text
Memorizing
Impromptu
Extemporaneous
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Requirements of Oral
Presentation
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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
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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
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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.
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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
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Introduction
Capture listeners’ attention and get them
involved
Identify yourself and establish your
credibility
Preview 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
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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
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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
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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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Letter
• 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 pigheaded 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
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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
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Elements
Heading
Date
Difference
Inside address
Attention line
Salutation
Subject
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Contd.
Body
Complimentary Close
Signature
Identification marks
Enclosure
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Principles of Letter Writing
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Courtesy and Consideration
Directness and Conciseness
Avoid Verbosity
Avoid Participial endings
Positive and Direct Statements
Clarity and Precision
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Styles of Business Letters
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Indented Style
Block Style
Complete Block Style
Semi Block Style
Hanging Indented Style
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Indented style
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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
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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
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