Steps in Writing the Perfect Project Proposal

You have this wonderful idea for a project. The more you research it, the more you think it’s something worth the funding and resources.

It’s a potential game-changer, and if things work out the way you envision them, the resulting product will be a huge win for the organization, even for the industry as a whole.

In this guide, we’ll talk about what a project proposal is, why you need one, and how to write a proposal the bosses will notice.

Overview: What is a project proposal?

A project proposal is a document that outlines everything stakeholders need to know to initiate a project. It’s a necessary first step towards getting a project off the ground. A project proposal is usually selected during the project intake process.

A well-written project proposal informs and persuades, and combines project management skills with a few other essential skills: research, data analysis, and some copywriting.

Format/Steps to writing your final year school projects proposal

Step 1: Find and do a research on the topic you writing about.

Step 2: Project Topic / Your Name / Matric Number / Date.

Step 3: Introduction / Background of study

Step 4: Statements of Problem.

Step 5: Aims and Objectives

Step 6: Justifications of study

Step 7: Scope of study

Step 8: Description of Study area

Step 9: Literature Review

Step 10: Proposed Methodology

Step 11: Reference

Step 12: Time schedule

Step 13: List of instruments

Step 14: Budgeting

If you need to make changes to the proposal at home or would like to review it one last time before you send it off to decision-makers, saving a copy in your project management software ensures you have the latest version and that you can make changes to it at any time, anywhere.

Steps to writing your own project proposal for a company

Step 1: Define the problem

Step 2: Present your solution

Step 3: Define your deliverables and success criteria

Step 4: State your plan or approach

Step 5: Outline your project schedule and budget

Step 6: Tie it all together

Step 7: Edit/proofread your proposal

How to write a project proposal

Remember that the reason you’re writing a proposal is to obtain executive buy-in. You want key people to support your project. You need decision-makers on your side to turn a vision into reality.

You want the proposal to speak to them, and then motivate them to take the next step, which is to greenlight the project.

Step 1: Define the problem

What’s the problem your project is trying to address? Why is it a problem? Why is it worth solving? Make your audience see the problem the way you see it.

Step 2: Present your solution

How will your project solve the problem? Why is your solution the better option over other similar solutions? Discuss why other solutions won’t work for the situation.

Step 3: Define your deliverables and success criteria

This section provides a picture of the functions and attributes of the deliverable, plus how to know if the project is successful.

Step 4: State your plan or approach

This is the most critical section of the proposal and discusses how to achieve the project’s objectives. It starts with an explanation of the approach and why it’s relevant and effective. It also explains how problems will be managed.

Step 5: Outline your schedule and budget

This is the section where you break down project costs and detail how you will meet deadlines.

Step 6: Tie it all together

End your proposal with a conclusion that briefly summarizes the problem, solution, and benefits. Emphasize the significant parts, and make your proposal stand out by restating ideas or facts you want your audience to remember.

Check your proposal for consistency of ideas and whether the elements support each other.

Step 7: Edit/proofread your proposal

Rewrite your proposal as necessary to make it interesting, helpful, clear, and persuasive. Ask for feedback, and ensure the proposal is organized and visually appealing.

It follows conventional proposal formats that include the following elements:

Executive summary. Short and to the point, the executive summary is essentially the project’s elevator pitch. It states the problem clearly, addresses how your proposed project intends to solve the problem, and discusses what a successful project looks like.

Background or history. This section outlines both successful and unsuccessful previous projects, including how the latter could have been handled better, with the goal of showing how the proposed project will be more successful based on the lessons of the past.

Requirements. This section briefly summarizes what’s needed throughout the project life cycle in terms of resources, tools, project schedule, etc.

Solution. The solution section explains how you intend to approach the project and bring it to completion. It covers the project management steps, techniques, and skills needed to get things done more efficiently, as well as how to manage problems.

Authorization. This section states explicitly who the project’s decision-makers are and the stakeholders authorized by the client to make approval/sign-off decisions.

Appendix. Any information not included in the actual proposal should be in the appendix, such as materials and resources that team members and stakeholders can use to learn more about the project.