One of my jobs today is to prepare an outline for recompete #3. I've written about the importance of outlines in the past, and to my way of thinking, an outline is the very best tool you can have have for preparing a proposal. Beginners often skip the outlining stage, thinking that they can just dig in and start writing. Or that their proposal is too small to merit an outline. Big mistake. Because what happens when you work without an outline is that you end up with a mish-mosh of written material that is disorganized, doesn't flow, and may not be responsive to the requirements of your RFP/RFA.
An outline is your friend. And the time you take to properly prepare it will pay off down the road. Here are some things to consider when preparing your outline:
- Your RFP/RFA is your guide. Sometimes it will tell you exactly how your proposal should be organized, at least with respect to major headings. You may also be able to ferret out your first level of sub-headings from Section L (instructions), Section M (evaluation criteria) and/or Section C (statement of work).
- Don't use too many levels. The more levels you have, the more difficult it will be for you/your team and for reviewers to follow your proposal. Personally, I like three levels:
I. Major Heading
A. First Sub-Heading
(1) Sub-sub Heading
Of course, some RFPs/RFAs will dictate the specific structure of your proposal. In such cases, you need to follow those instructions.
- Don't think of your outline as being carved in stone. Outlining is really an evolving process. I often change my outlines several times over the course of a proposal because I find -- after things have been written -- that they just don't fit where I thought they would.
I've heard people say that they don't really know how to prepare an outline. That's not surprising because it's often not as easy as it sounds. It can be a frustrating exercise and can take time to get it right. But in the end, you'll be glad you spent the time.
The Purdue OWL (Online Writing Lab) has a useful section on developing outlines. Check it out here.
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I can't agree with you enough! Outlining the proposal helps you build your foundation of your response. I use Mindjet's Mindmanager to mindmap my proposal. Using a mindmap gives me and my proposal team the ability to brainstorm and flow with the entire process. I've created a template (which I would love to share with you and your readers). Just let me know where to send it or how to upload it.
Great blog!
Dov