A proposal to the executives of a business can be written for a variety of reasons, such as suggesting improvements in production processes, new safety measures, business ventures to generate profits, or ideas to save funds. Communicating opinions in writing requires analysis, organization, collection of information and consultation of experts. Here are the steps required to draft this document.
Steps
Method 1 of 1: Writing the Proposal to Management
Step 1. Identify a current situation, problem, or issue that requires analysis and attention
For example, it can be excessive costs, long production processes, excessive employee turnover or customer dissatisfaction.
Step 2. Explain in detail the proposal you are making to your superiors
For example, you want to suggest eliminating a necessary step in the process of a project, creating an innovative product or establishing new security measures.
- List the steps you need to implement to make this change. For example, in order to increase the security of information circulating in the company, the proposal could be to establish an internal certification program: it will require each individual employee to take a course on data protection, with an attached examination.
- Specify the steps required to make the change. List them in the right order. For example, perhaps management needs to take a training course to learn about new processes, they need to buy new equipment, or they need to hire employees with specialized skills.
- Include a list of essential equipment, resources, and materials. You may need to buy new software, review employee training content, or upgrade technology devices.
Step 3. Point out the main benefits of the proposal
Your goal could be to increase efficiency, lower project costs, generate revenue or improve customer satisfaction.
- Have the most interesting benefit first. Based on your knowledge of the organization's values and goals, emphasize the benefits of the proposal that will meet management's core needs and interests. For example, if your idea will generate more revenue and improve customer satisfaction, the company may be more attracted to the first part of the proposal than the second.
- Specify the benefits in quantitative terms. If the goal is to save more money, explain how it will be achieved in a given time frame. Should the proposal speed up a process, please indicate in detail how much time will be saved.
- Explain the benefits in a realistic and practical way. Presenting ambitious earnings targets or unrealistic cost savings will cause the proposal to lose credibility.
Step 4. Consider possible objections to the proposal and try to understand how to address them
For example, maybe the company has had bad experiences in the past in creating new products and wants to bet everything on proven ones. Explain why your idea is profitable.
Include statistics and documents to support your argument. Do a market analysis and cite case studies to reinforce the proposition
Step 5. Ask trusted colleagues to review the idea
Choose people who work in departments related to the proposal and other experts who can understand the intricacies of the process, products and measures you suggest. Ask them for their opinions and contributions regarding the details needed to put the idea into practice.
Step 6. Review the proposal to make sure it includes the essential points
Avoid being verbose or entering unimportant information, as they will only confuse the reader.
Step 7. Correct the document
An error-free proposal will limit distractions for readers and give them a chance to focus on the validity of your ideas.
