How to Write a Proposal for a New Program

A proposal for a new program must demonstrate a compelling case for change.

No matter the type of proposal, all such documents must convey very similar information to an audience. The difference resides with how to present the information. When writing a proposal for a new program, the author must demonstrate a need for the program, craft a solid justification for the program and outline alternatives with a solid explanation articulating why the proposal's recommendations prove the best course of action. Before an attempt at writing a proposal for a new program, the author must consider his audience, what information the audience will need from the proposal and how to best get that audience to comprehend and act on the proposal.

Instructions

1. Know your audience and who the people are in your audience. If attempting to write a proposal for a new program, you will usually need to cater to both program managers and to financial or budgeting decision-makers. Know who those individual people are and ask them directly what information they need to make an informed decision regarding a proposal for a new program.

2. Devise a title for the proposal that is descriptive but succinct. The easier your audience can remember the title of your proposal, the easier it is to exchange information when discussing the proposal with other relevant decision-makers.

3. Title the first section of your proposal as "Nature of the Request." In this section, outline the need for the new program and how the program will impact the environment the proposal addresses, whether it's a certain business environment or the public sphere. Cover the main points of resources required for the new program, why the new program is required rather than using existing resources, as well as adverse effects if the new program is not adopted.

4. Label the next section as "Background or History." This section must explain the authority that will oversee the new program. Detail who will benefit from the proposal and discuss similar programs or proposals already in existence elsewhere. Outline all other programs or activities that already attempt to address the main problem your program will address and outline the deficiencies of those existing methods. Outline successful programs similar in nature to your recommendations.

5. Identify your next section as "Policy Considerations." This part of your proposal will detail any and all legal regulations governing your recommended program and make clear your program can adhere to those regulations. Detail why your audience -- as opposed to other leaders at a higher or lower level -- should take on this responsibility. Explain the program's potential impact on other departments.

6. Create a section defined as "Capital Outlay and Required Resources." Detail the required capital for implementing and running the program, as well as required resources -- both new and used -- such as opening facilities or re-directing existing resources to carry out the program's objectives.

7. Write another section of the proposal and name it "Justification." This section must detail the program's alignment with the organization's strategic goals and planning. It must also explain whether the program will solve the established problem, or merely help with it. Make sure everything in the proposal is a requirement for the program and not part of a wish list. Detail all funding sources, assign a priority to the new program, explain why your program is the best option compared to all major alternatives, and include information from influential people who support your program. For justification, your main focus is numbers and statistics, using graphs and charts where appropriate.

8. Title the next section as "Examination of the Alternatives." List all alternative options to your program request, detail all research and analysis of those alternatives and demonstrate the shortcomings of those alternatives in solving the problem your new program addresses. There are always alternatives; the California Department of Finance states that a lack of a transparent analysis of alternatives is the No. 1 reason for denial of new program requests.

9. Label your last section as "Timetable." Show a workable time line for implementing and managing the new program. The timetable must include all required steps and associated cost for implementation and ongoing management.

Tips & Warnings

• Upon completing the first draft of your proposal, hand the proposal to a trusted colleague to examine, edit and critique it. A fresh set of eyes and a fresh mind to the proposal can help spot issues with the case for your new program and help resolve them. Ask another colleague to edit the final version before submission.

• A proposal requesting a new program is all about making the case. This means making sure your audience can draw one conclusion: that your recommendations are the best possible means to solving a high-priority need or problem. If you cannot demonstrate those points, more often than not, you proposal will meet with skepticism and denial.

References

• California Department of Finance: How to Write an Effective Budget Change Proposal
• Georgia Perimeter College: Strategies for Writing a Proposal
• Learner Associates: Writing a Funding Proposal
• U.S.-Israel Science and Technology Foundation: Proposal Writing Tips