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How do you solicit and incorporate feedback from stakeholders on a technical proposal?

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Project proposals are essential for technical documentation, as they help you define the scope, goals, deliverables, and timeline of your project. They also allow you to communicate your vision and expectations to your stakeholders, such as clients, managers, or users. However, writing a good project proposal can be challenging, especially if you need to solicit and incorporate feedback from different sources. In this article, we will show you some project proposal examples for technical documentation and share some tips on how to get constructive feedback from your stakeholders.

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1 Understand your audience

Before you start writing your project proposal, you need to understand who your audience is and what they need from your project. Your audience may include internal or external stakeholders, such as project sponsors, decision-makers, subject matter experts, end users, or reviewers. Each of them may have different perspectives, expectations, and requirements for your project. Therefore, you need to research your audience and tailor your proposal to their needs and preferences. For example, you may want to use different language, tone, and level of detail depending on whether you are writing for a technical or a non-technical audience.

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Charles Vermette

Technical Writer and Editor
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I agree, but you have to define the problem before determining the audience and stakeholders. This is described in the next section. That section should appear first.

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Samah Omer

Capacity Development Director
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Looking from another prospective, i can argue that stakeholders related research and consultations should come first as they should be helping the proposal writer in defining the problem and setting the priorities for the beneficiaries, donors and others. We can start the proposal development process with general idea about the problem, yet the real stakeholders have the ability to bring the details, dynamics and many context specific issues that are not obvious.

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Karalee Brown

Senior Proposal Specialist
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I agree with @Samah Omer. If the stakeholder/consultation information comes first the proposal writer is better equipped to define the parameters and understand the necessary asks of the broader team. If you want a custom approach then you need to have the granular information available ASAP.

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2 Define the problem and the solution

The next step is to define the problem that your project aims to solve and the solution that you propose to deliver. This is the core of your project proposal, as it shows why your project is valuable and feasible. You need to clearly state the problem that your project addresses, the current situation or gap that exists, the goals and objectives that you want to achieve, and the benefits and outcomes that you expect from your project. You also need to describe the solution that you offer, the features and functions that you will provide, the scope and limitations that you will follow, and the methods and tools that you will use.

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Charles Vermette

Technical Writer and Editor
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Per previous comment - this should be the first section, and what is currently the first section (on determining audience and stakeholders) should be the second section.

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3 Outline the plan and the budget

The third step is to outline the plan and the budget of your project. This is where you show how you will execute your project and how much it will cost. You need to provide a detailed breakdown of the tasks, milestones, deliverables, and timeline of your project, as well as the roles and responsibilities of your team members. You also need to estimate the costs and resources that you will need for your project, such as materials, equipment, software, or personnel. You should also include any assumptions, risks, or contingencies that may affect your project.

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4 Provide samples and references

The fourth step is to provide samples and references of your previous or similar projects. This is where you demonstrate your credibility and expertise as a technical writer and a project manager. You need to showcase your portfolio of technical documentation projects that you have completed or contributed to, as well as any testimonials or feedback that you have received from your clients or users. You should also cite any sources or research that support your proposal, such as industry standards, best practices, or case studies.

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Charles Vermette

Technical Writer and Editor
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Care is needed when creating this section. Ensure that it focuses on the project at hand, and not on you. You are selling an idea to a potential buyer; you are not selling yourself. Re: samples - work you have done for other clients is proprietary. Ensure that you have their permission to show it, and that proprietary information is redacted. Not doing so makes you look extremely unprofessional. Lastly - in most proposals, the request or has specific specifications for responses (the information they want, the sequence they want it in, the format and/or page length. *Ensure that this section meets these specifications.* Address the specifications first, and then decided what should be in this section (if it should be there at all.)

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5 Request feedback and approval

The final step is to request feedback and approval from your stakeholders. This is where you invite them to review your project proposal and share their opinions, suggestions, or concerns. You need to explain how you will collect and incorporate their feedback, such as through surveys, interviews, or meetings. You also need to specify the deadline and the format for their feedback, as well as the next steps and actions that you will take after receiving their feedback. You should also thank them for their time and interest in your project and express your willingness to work with them.

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Charles Vermette

Technical Writer and Editor
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A tag line I learned from a wise manager - end with a statement to the effect of “Please respond by <date | time> to have your input incorporated.” This puts the onus on the stakeholders (and yes, gives you cover for those who don’t look at it now but will have comments later that send things off course.)

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you solicit and incorporate feedback from stakeholders on a technical proposal?

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1 Understand your audience

2 Define the problem and the solution

3 Outline the plan and the budget

4 Provide samples and references

5 Request feedback and approval

6 Here’s what else to consider

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