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Project Proposal Background Guide

The document provides a template for creating a project proposal to get approval and buy-in from stakeholders. It outlines sections for background on the problem, project objectives and scope, alignment with company goals, activities and timeline, roles and responsibilities, budget, and conclusion. Templates are provided for tables to include in each section. The goal is to clearly convey the project ideas and benefits to gain sponsorship.

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86 views4 pages

Project Proposal Background Guide

The document provides a template for creating a project proposal to get approval and buy-in from stakeholders. It outlines sections for background on the problem, project objectives and scope, alignment with company goals, activities and timeline, roles and responsibilities, budget, and conclusion. Templates are provided for tables to include in each section. The goal is to clearly convey the project ideas and benefits to gain sponsorship.

Uploaded by

rickyhutapea
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Project Proposal Template

Have a great idea for a project? Before you can start, you need to get buy-in and approval from sponsors,
managers, and other stakeholders. Use this template to create a project proposal that clearly conveys your
ideas and shows how your project will benefit the company and your customers. Even if your
organization uses a standard form for project requests, this document offers guidance for developing a
concise, compelling proposal.
HubSpot Tip: Consider including an Executive Summary to give an overview of the main points in
your project proposal, especially if you will be submitting it to busy c-level executives.

Background
Chances are, your project idea originated when you noticed a problem the company was facing and
thought about how you would solve it. Begin your project proposal by giving a summary of the history
and context of the issue that your project addresses.
Start by describing the problem from the broadest perspective, then move into a more detailed
explanation about the specifics. Be sure to provide enough information so that everyone who reads your
document will gain a good understanding of the background just by reading this section.
Include a history of any similar projects you have led successfully in the past; doing so lends credibility
and will make project sponsors feel more confident about your likelihood of success.
HubSpot Tip: You have listed your past successes, but what if another project attempted to solve this
problem in the past, and failed? Be sure to include this in the background section. You can also provide a
brief assessment of why you think the previous project failed and how you have designed the current
project for success.

Project Summary
Objectives
List the objectives your project will address. Each objective should be specific and should be complete
with measurable outcomes. You should indicate what will constitute a successful outcome for each
objective and how you will measure it.
 Objective 1
 Objective 2
 Objective 3

Scope
Will your project take place over multiple phases? Describe each phase here.
 Phase 1
 Phase 2
 Phase 3

1
HubSpot Tip: Of course you should tell the reader what your project would entail, but you may also
want to indicate what it will not include. Clarifying expectations now will make staying within budget
and on schedule easier during project execution.

Alignment with Strategic Goals


Your goal is to get your proposal approved so you can begin working on your project. To accomplish this,
you will need to show that the project objectives are in line with the strategic goals of the organization.
Consider using a table like the one below to supplement your narrative explanation of how your project
supports the company’s long- and short-term goals.
Company Strategic Goal Associated Project Objective

HubSpot Tip: Often a company’s strategic goals are captured in a strategic plan. Your manager may
be able to share this information with you.

Project Activities and Timeline


Now that you have outlined the objectives and phases of your project, you should break them down into
activities. To make the schedule of activities for your project clear, present them graphically in a table
like the one shown below.
Project Phase Project Activity Start Date Completion Date

HubSpot Tip: Including a detailed schedule in your proposal shows your commitment to effective
project management.

Roles and Responsibilities


You have described the project activities, but someone needs to complete each of the tasks! Your
proposed team is essential to the success of your project. Using a table like the one below, indicate the
name, position, and specific duties of each of your team members and stakeholders.
Name Project Role Responsibilities

2
Depending on the type of project you are proposing, it might make sense to include brief biographical
sketches of your proposed team members to highlight their qualifications. If it would strengthen your
proposal, you might even consider including full resumes in an appendix.
HubSpot Tip: Has your proposed team completed similar project in the past? Past successes are a
strong indicator of future success, so you should include examples of successful past performance, if
possible.

Project Budget
Almost every project will require a budget in order to succeed. Whether your project requires funding in
the traditional sense, or just time from participants or access to supplies that are already available at the
office, be sure to clearly indicate the resources needed, so that your readers can easily give their approval.
HubSpot Tip: Differentiate one-time and recurring expenses in your budget.

Conclusion
Remember those objectives that you outlined at the beginning of the proposal? You should reiterate them
here. Show the reader exactly what you intend to accomplish and briefly summarize how you will do it.
Now, tell the reader what you need in order to make the project a reality. Perhaps you need the proposal
to be forwarded on to higher management for review, or to accounting for budget approval, or maybe you
just need a signature. Indicate the next steps here.
HubSpot Tip: Consider including your contact information (email address and phone number) in this
section, in case the reader has a question and needs to get in touch with you quickly.

Authorization
Include a section for signatures and approval by the project sponsors and any other relevant leaders. You
should include signature lines directly in the document, like shown below.

________________________ ________________________ ________________________


[Name], Project Sponsor [Name], Project Sponsor [Name], Project Manager

HubSpot Tip: Include signature lines for anyone who needs to give their official approval for the
project to begin. Be sure to fill in their names to personalize the document.

3
Appendices
To include supplementary information without distracting the reader, reference it briefly in the narrative
of your project proposal and then insert it into an appendix. That way, additional details are available to
anyone who wants or needs them, but the extra content will not dilute your message or make your
document excessively long.
HubSpot Tip: Some pieces of information that you might include as appendices are: additional
research on the problem, resumes of key proposed staff, and additional data to back up the claims you
have made in your proposal.

Common questions

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Detailing a project's background and history can enhance stakeholder confidence by providing context and demonstrating an understanding of the issue the project intends to address. Including a history of similar successful projects establishes credibility and showcases the team's capability, while addressing past failures and how they have been mitigated in the new project also reassures stakeholders of thoughtful planning .

Including resumes and additional research in the appendices of a project proposal is beneficial because these elements provide depth and supporting evidence without overwhelming the primary narrative. This approach allows more detailed information to be available for stakeholders who wish to delve deeper, thereby strengthening the proposal's credibility and thoroughness .

Detailing team roles and responsibilities enhances a project proposal by clearly defining who will execute each task and ensuring that the team is organized and prepared for successful project completion. Including biographical sketches or past successes can strengthen the proposal by showcasing the team’s qualifications, boosting confidence in their ability to deliver desired outcomes .

The Executive Summary in a project proposal provides a concise overview of the main points of the proposal, making it especially useful for busy c-level executives who may not have time to review the entire document. Including an Executive Summary helps garner interest by highlighting the key benefits and objectives of a project right at the start .

Including a detailed project schedule in the proposal demonstrates commitment to effective project management by outlining a clear timeline for project activities and milestones. It shows a structured approach to completing the project, indicating thoughtful planning and preparedness, which builds trust among stakeholders that the project will be managed efficiently .

Outlining what a project will not include in the Scope section is important to manage expectations and prevent scope creep. By clearly delineating tasks and objectives excluded from the project, it ensures that both the project team and stakeholders remain focused on defined goals, aiding in staying within budget and on schedule during execution .

Including specific names on signature lines for approval in the authorization section personalizes a project proposal by directly addressing stakeholders who need to approve it. This personalization indicates attention to detail and respect for the approval process, encouraging a sense of ownership and accountability among the decision-makers .

Differentiating between one-time and recurring expenses in a project budget is significant because it provides a clearer understanding of the financial requirements for stakeholders. One-time expenses represent initial setup or purchase costs, while recurring expenses indicate ongoing operational costs. This differentiation aids in accurate financial planning and resource allocation .

Aligning project objectives with organizational strategic goals can facilitate approval by demonstrating that the project supports the broader mission and vision of the company. This alignment shows that the project contributes to both long-term and short-term goals of the organization, making it a strategic priority and increasing the likelihood of gaining approval from decision-makers .

In the Conclusion of a project proposal, restate the objectives and summarize how they will be achieved. Clearly delineate the next steps required for approval, such as forwarding the proposal to higher management or obtaining signatures. Including contact information for follow-up questions ensures clarity and facilitates a smooth transition to the approval process .

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