Technical Communication for Engineers

Project Proposals

Dr. Arun K. Saraf,

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 Project proposals
• At every stage of career, one has to write project proposals (research,
consultancy, exploration, field experiments, surveys etc.) generally to get
financial support / funding.
• Though the domain of working may be different but project proposals
would always be required.
• There may be different project proposal format for government, private
or international funding.

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 Project proposals
• Project proposal should always be framed to align as closely as possible
to the sponsors / funders programs / thrust areas, however, our own
research / organization interests should not be compromised.
• Secret: Further, if there is a published list of judges/reviewers available,
then try to prepare proposal so that it aligns the interest of one or more
of the judges' expertise.

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 Key components of a project proposal

1. Title
• Title is very important of any project proposal
• It should be brief, focus and intriguing

[Link]
• Spend time developing the best possible title

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 Key components of a project proposal
2. Abstract/Summary
• The abstract is the most important component of the proposal.
• The reviewer / judge would first read abstract after the title.

[Link]
• Generally, it should be more than half to one page maximum.
• Use bold subheadings.
• Abstract should match with the title.
• What is the problem / need / requirement?
• What will be done (objectives), and how?
• What would be the outcomes and beneficiaries.
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 Key components of a project proposal
3. Objectives / Statement of Need
• What is the issue that you are addressing and why does it matter?
• What has been envisaged?

[Link]
• What is the void / gap in Knowledge?
• What are benefits?
• Why hasn't this issue been addressed sufficiently in the past?

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 Key components of a project proposal
3. Objectives / Statement of Need
• Who else is working in this field (national and international status),
what have they done, and why isn't that enough?

[Link]
• Demonstrate your knowledge of the field.
• Provide convincing evidence that what you are proposing does not
duplicate other work.
• Replication of someone else's work in a new environment or larger
scale may be fundable, but be careful!
• However, always try to propose original idea. Chances of funding would
be very high.
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 Key components of a project proposal
4. Project Activity, Methodology and Outcomes
• Why did you choose to address the issue in the manner that you have?
• Are there other approaches? If so, why aren't they appropriate to the

[Link]
situation?
• What are the specific activities involved? Who will do them?
• Present a timeline of activities.
• Again, tables and charts work best here.
• They crystallize data, break up pages of narrative, and convey extensive
information well in a limited space.

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 Key components of a project proposal
5. Methodology
• Essential piece that should be both quantitative and qualitative, if
feasible.

[Link]
• Outline clearly the methodology that you will use to assess the projects
success.
• Here a flowchart showing different steps of proposed methodology
would bring clarity.

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 Key components of a project proposal
6. Dissemination
• Dissemination should be linked to your project goals and objectives.
• If you are trying to affect policy, your dissemination plan should target

[Link]
policy-makers, media, and affected populations.
• Describe your communication strategy.

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 Key components of a project proposal
6. Dissemination
• Be creative.
• Sending an article to a professional journal is only one of many options.

[Link]
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 Key components of a project proposal
6. Dissemination
• Consider submitting feature article to newspapers and articles to more
popular periodicals;

[Link]
• Engage in conference presentations, community outreach activities,
presentations to policy-makers and community groups, such as the
Chamber of Commerce;
• Launch a web site or blog;
• Convene work groups of your peers;
• Create briefing papers, press releases, videos; and, list yourself on
speakers bureaus.
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 Key components of a project proposal
7. Budget and Continuation Funding
• Show your budget in table form and use a budget narrative to explain
each item.

[Link]
• Secret: Budget should be broken in all heads. The advantage of this
that against individual heads budget may look small.
• Only Include other sources of funding if required by the sponsor.
• Indicate how the project will be be sustainable after the completion of
the proposed project.

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 What is generally reviewed in a project proposal
• Title
• Abstract
• Objectives
• Methodology
• Timeline
• Budget
• Credentials of PI and Co-PIs

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 Few final points
• Keep simple English
• Use short sentences
• Use direct speech
• Preferably, write in third person and avoid using We, I, She, He,
You, Yours, They…

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 How research project proposal are evaluated?
• Research project proposals are generally evaluated by an review
board / expert group / individual expert.
• Initially it is evaluated to ensures that research involving human
subjects adheres to ethical guidelines and protects the rights and
welfare of participants / individual.

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Research project proposals can be evaluated using a variety of criteria
• Objectives: Ensure the proposal responds to the thrust areas /
objectives of the project
• Sampling plan: Evaluate the sampling plan
• Questionnaire: Evaluate the questionnaire
• Data collection approach: Evaluate the data collection approach
• Data processing: Evaluate the data processing
• Analysis: Evaluate the analysis
• Deliverables: Evaluate the deliverables

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Research project proposals can be evaluated using a variety of criteria
• Project type: Consider the specific project type
• Organizational culture: Consider the organizational culture
• Managerial skills: Consider the managerial skills
• Impact: Consider the impact of the proposal on project success
• Feasibility: Consider the feasibility of conducting the research within
the given timeframe and available resources

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 Important questions before submission of a research project
proposal
• Does the proposal clearly outline the methodology (design,
participants, instruments, procedures)?
• Are the details of the methodology sufficiently well defined to allow
for a meaningful judgment on their value?
• Is the methodology likely to be feasible (e.g. number of participants,
accessibility of participants etc.)?

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THANKS

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