The Essentials of Technical Communication: Chapter 9

In this Chapter

                This chapter discusses proposal and progress reports. The chapter begins by explaining the purpose of each document. Proposals are then examined in detail. The development and format of a proposal is described and several examples are given. Progress reports are then examined as well, with an emphasis on structure. The chapter concludes with a brief statement about tone.

Introduction

                The purpose of a proposal is to describe possible work or research, the reason it should be undertaken, the required time, and estimated cost. Progress reports describe and evaluate a project while work is taking place. Therefore, any large project will require the creation of a proposal and multiple progress reports.

Proposals

                When an organization decides it wants something done, it usually generates a request for proposals. An RFP is a description of the work the organization would like to have done. Based on the RFP, other organizations will decide to respond with a proposal. The main purpose of a proposal is to persuade the reader that your solution will meet the soliciting organizations needs better than any other. Therefore, it is very important to carefully consider the needs and constraints described in the RFP as well as outside information. 

Proposals generally follow a standard format:

1       Project Summary

2      Project description

a.       Introduction

b.      Rationale

c.       Plan of work

                                                               i.      Scope

                                                             ii.      Methods

                                                            iii.      Task Breakdown

                                                           iv.      Problem Analysis

d.      Facilities and Equipment

3       Personnel

4       Budget

5       Conclusion

6       Appendices

The project description (or technical proposal) is the main part of the document where you explain what you or your organization actually proposes to do.  The Rationale section is also very important, because this is where you will convince your readers that you completely understand their needs.

Progress reports

                Progress reports are used to update interested parties on the work being done on a specific project.  They have three goals:

•          Explain what has been accomplished and discuss any problems that require attention.
•          Describe how time and money has been spent and what still remains to be done.
•          Enable the reader to assess the current work and plan future work.

There are three general structures for a progress report. The first is organized by work performed and is the standard structure. 

1       Beginning

a.       Introduction/description

b.      Summary

2       Middle

a.       Work Completed

                                                               i.      Task 1

                                                             ii.      Task 2

                                                            iii.      Task 3

b.      Work Remaining

                                                               i.      Task 1

                                                             ii.      Task 2

                                                            iii.      Task 3

c.       Cost of work completed

3       End

a.       Appraisal of progress to date

b.      Conclusions and recommendations

A progress report can also be structured by chronological order or by main project goals. In a chronological progress report, the middle section is broken down by period rather than task. The structure by goals form is usually used for research projects. This format separates work by specific goals or milestones.

Style and Tone 

                Because proposals give rise to legally binding contracts if accepted, they should be authoritative, specific and positive.  Generalizations and soft language should be avoided in both proposals and progress reports. Problems should be discussed honestly, but the solutions to these problems should be emphasized.