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
Great article! It also helps to imagine the customer is sitting across from you---that way you can make sure you're writing a customer-focused proposal. I tend to catch myself "writing to myself "...especially if I have been writing a long time!
thanks for info
It's so true, and not just for proposal writing either. The outline / planning stage is a great opportunity to put the groundwork for whatever it is you're writing, before you start feeling the pressure that comes with writing an actual draft.
A good outline or plan makes the actual writing part easy.
Thanks for the tips!
Dear Deborah,
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Deborah,
I've just discovered your blog today for the first time. This is some really great information you have. There are many books on writing proposals but the clarity and detail your describing will be a great help to new and seasoned proposal writers alike - for one because so many of the books out there are dry dry dry.
Looking forward to digging into your past articles. And hope you'll be posting more again soon?
Regards,
Daniel
Deborah,
If I could only get PIs to understand that the RFP is the guide. Follow it! All the information to get the award is there. When I reviewed proposals I would cringe at most of them wondering why they just didn't follow the RFP. Also, if I were a PI, I would be on the phone with the sponsor making sure that I had all my questions answered. I can't believe how often proposals are submitted where the PI didn't even contact the sponsor. Jeez!! Thanks for the outlining tips!
Jonathan
Deborah, interesting information. Question, the size of the company doesn't matter when you're responding to a proposal, correct? You still need to follow RFP requirements.
Do you have an example of a storyboard very "simple" that a small disadvantage company like ours can use to set up for a proposal?
Right now its for administrative/secy work.. technical will be later.
Thank you for a quick response and hopefully samples.
Linda
Outlining is a great way to keep your proposal development well structured. A couple of add-on tips. Firstly for those times when the document response structure is very rigorously applied in the RFP documentation.
Stick to it in your repsonse and make sure you answer all the questions in your RFP response, but don't be scared of asking the client if you can submit supplementary material too...it might not be scored as part of your proposal but could provide additional clarification - this can be useful if the RFP response is particularly restrictive on the inclusion of graphics. Just keep this separate from your core outlined document.
Secondly - if you really get into outlining and want a tool to help you more than using Words headings and bullets then here's another option - it's a freeware tool called Keynote.
There's a link to it on the Learn to Write Proposals "free software page" here:
http://www.learntowriteproposals.com/index.php/Resources/Free-Software.html
Hello all,
I was reading on this website and checking on government grants. I ran across this website www.GrantConnect.com. I just signed up and wanted everyone to check it out. I high recommend it for Government Grants. It also included the ability to search foundation grants. It also let me save the application and proposal on their website and print it. Let me know what you guys this.
Thanks,
Getting Government Grants Guy
Thanks for this blog. I was looking into doing a goverment grant proposal and this cuts right to the chase.
thanks for article
When applying to NIH, NSF or one of the other agencies to funding, is there a need to show that you are collaborating with a university or a major company?
By the way, how do you go about finding the right contact at a university or company. Is there an agency that helps individuals for cases like this?
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I'm busy trying to start my custom essay on the swine virus when I saw your post. An outline is really important to have an organized structure or framework before proceeding with writing. I've checked my outline for my paper and so far, it's clear. I guess, that's what an outline is - for writing guide as well.
Very useful. I have never heard of outline tools before! Thanks for sharing!