1. Academic English iii
May 14, 2015

2. Today
- Proposals (cont.)

3. Organizing Internal Proposals
Main Sections:
The Purpose
The Problem
The Solution or Plan
The Conclusion

4. Memo format
Clear subject
Clearly states why proposal is being sent
Takes into account organization’s mission
Identifies problem by giving reader essential background information based on research
Provides easy-to-read table

5. Divides problem into parts-
volume,
financial,
personnel,
customer service
Emphasizes the cost if nothing is done
Cites important research
Verifies that the problem is widespread
Relates solution to individual parts of the problem
Bullet points make recommendations easy to read and follow

6. Shows problem can be solved and stresses how
Photo shows location has room for additional ATM
Documents that work can be done on time and highlights advantage of doing it now
Itemizes costs

7. Interprets cost for reader
Prove change is cost-effective, citing specific financial evidence
Ends by stressing benefits for reader and bank as a whole
Finishes by thanking reader

8. The Purpose
Begin purpose with a brief statement of why you are writing to your supervisor (the reader): “I/We propose…” - State immediately why you think a specific change is necessary now. - Then, define the problem and emphasize that your plan (if approved) will solve that problem.

9. The Problem
Prove that a problem exists: Document its importance for your boss and organization. - The more you show (with evidence) how the problem affects management's work, the more persuasive you will be.

10. The Problem
Avoid vague generalizations: “We’re losing money each day with this piece of equipment.” “Costs continue to increase.” “Numerous complaints have come in.” “If something isn’t done soon, more problems will result.” “Our building will explode!!”

11. The Problem Provide quantifiable details about the problem:
- The amount of money or time the company is losing per day, week, or month.
The number of accidents that occur each year due to an unsafe procedure.
Documenting these details allows you to show (in the next section) how your plan offers an efficient, workable solution.

12. The Problem
Indicate how many employees (or work hours) are involved. How many customers are inconvenienced or endangered by a procedure.  See the table in our sample.

13. The Problem
Verify how widespread or frequent the problem is by citing specific occasions.  In this sample: provides evidence from the Watson-Perry, Inc. survey AND from interviews with Rachel Harris-Kyoto.

14. The Problem
Relate the problem to the organization’s image, corporate mission, or influence.
Show exactly how and where the problem lessens your organization’s effectiveness or hurts its image.
 In the sample: Indicates how the problem hurt’s the company’s image.

15. The Solution or Plan
Describe how you will make your proposed change (or implement your plan) and demonstrate the likelihood of success. - The reader will again expect factual evidence.

16. The Solution or Plan Be specific. Supply details to answer:
Is the plan doable, possible? Can it be accomplished here?
Is it cost-effective? Will it really save/earn us money in the long run?

17. The Solution or Plan
Provide factual evidence you have gathered as a result of your research.
i.e., if you propose that your firm buy a new piece of equipment, locate the most efficient and cost-effective model available (like our example).
Supply dealer’s name, costs, installation time, necessary service and training contracts, warranties.
Describe how the firm can use the equipment to obtain better or quicker results in the future.
Document specific tasks the new equipment can perform more efficiently than the models you use now.

18. The Solution or Plan
If the proposal is to change a procedure, it must address:
How does the new procedure work?
How many employees or customers will be affected?
When will it go into operation (begin)?
How much will it cost us to change procedures or add new equipment, services, or staff?
What delays or losses in business might be expected while we switch procedures?
What employees, equipment, or locations are already available to accomplish the change?

19. The Solution or Plan
Remember: COSTS will be one of the most important thing on the mind of the decision-making reader. Make sure to provide a careful and accurate budget. ALSO: Make the costs attractive by emphasizing how inexpensive they are compared to the cost of NOT making the change.

20. The Solution or Plan
Link costs to savings and other benefits.  In this sample : States that the initial cost, though higher than that for a new employee, actually saves money in the long run.

21. The Solution or Plan
Mention alternative solutions (before the reader does), and discuss their disadvantages or why your proposed solution is superior.  In this sample: Shows why installing an ATM is better than hiring a fifth bank teller.

22. The Conclusion
Should be short (one paragraph, two at the very most). Remind readers that: a) the problem is ongoing and serious. b) the reason for change is justified and will benefit your organization. c) action needs to be taken and by a specified time. d) Re-emphasize the most important advantages.

23. The Conclusion
Our sample: - Stresses the savings the bank will see by following the proposed plan. - Also mentions increase in customer satisfaction.

24. The Conclusion
End by: - indicating that you are willing to discuss your plan with the reader and seek his/her input. - Thank the reader(s) for considering your proposal.

26. Paper 3 – Short Internal Proposal
Work with a partner. Task: Write a 2-4 page proposal.

27. Paper 3 – Short Internal Proposal
You work in administration at Keimyung University. Your task is to write an internal proposal, recommending the university to do ONE of the following: a) Hire more faculty, student workers, or office help. b) Increase the number of online classes in your major. c) Open a new, health conscious cafeteria on campus. d) Purchase new classroom equipment or software. e) Train employers about discrimination (i.e., race, age, sex, culture, looks, etc.).