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How to Write a Project Proposal and Present it to Stakeholders

Every manager or executive has at some point of their career the need to create a project proposal (or initiative, we will use both terms instinctively in this post). In this opportunity we will briefly define the concept, how to write it and more importantly how to present it to an audience. Persuasion is key. Being able to transmit the right message behind the proposal will help you engage your audience with your ideas.

What Is a Project Proposal?

A project proposal is a document that details a new project idea. Its main objective is to communicate the idea, and what is needed to make it happen. In its most basic form, it contains a title, initial and end dates, objectives, goals and the overall main achievement pursued at completion of the project.

Formal project proposals have clear sections that have been proven to effectively communicate a project idea. The basics include context about the problem or pain trying to solve, a high level action plan, and the required resources to execute it. We’ll give you more detail into how to write project proposal categories later on in this article.

Note that a business project proposal is not the same thing as a complete project plan , in terms of project management . The project proposal includes a lot of details in many of the same categories as a project charter or a complete project plan. However, it is not the same document. The project proposal is not a detailed execution plan. There are lots of details that may change between the proposal presentation and the final, approved project plan.

Types of Project Proposals

There are many different kinds of project proposals, since there are many different kinds of projects. For the sake of keeping the article with a reasonable length, we will exemplify Business Project Proposals.

Business project proposals range from formal to informal and vary greatly depending on the industry and company where they are defined. This article focuses on business project proposals, though a lot of the basics and recommendations also apply to different categories.

Situations that Require to Write a Business Project Proposal

Projects intake vary depending on the management frameworks applied by every organization. But there are common management practices that trigger the need for project proposals.

The most common place for project definitions and ideation is during Corporate Planning. Independently of the size of the organization, planning is a practice that every professional organization carries out. Could be defined as Corporate Planning, or just Growth planning, but the time of the year where executives prepare their forecast and plan for the future is the main event where initiatives are defined. In order to evaluate them objectively, project proposals are created. Based on the proposals, the executives decide which projects they will sponsor. With this in mind, it is important that the document is formal, informative, but also persuasive.

How to Write a Project Proposal

The following paragraphs describe the common sections of a professional project proposal document. Keep in mind that this guide does not pretend to be exhaustive and is understood that you’ll need to evaluate adjustments to this outline in order to make it work for your industry, field, and department.

Step One: Define the Purpose around a Problem or Pain

No executive team will approve or fund a project if it’s not solving a realistic problem, situation. While it may sound negative, in business a lot of decisions are made around addressing pains, both organizational and client-facing. This step aims to show stakeholders why your project is important and what are the stakes if they don’t approve it.

Since your problem statement is the very first section of your project proposal, it has to be strong. If you don’t make your audience start believing in the need for a new initiative at this point, it will be very hard to change their minds later on. Don’t exaggerate the problem, since that is easy to discover later on, but be emphatic about why this is a problem that needs fixing. Backup your claims with facts, figures, and business cases. The cost of “ not doing ” is also a strong argument.

Here are some questions to consider when defining the problem:

Step Two: Introduce The Solution

Now that you’ve hopefully convinced your audience of the existence of a problem, you now have to introduce the proposed solution. The next several steps will help you specify some of the more tangible components of the “how”. On this step, however, you’re still at the dazzling and inspiring stage.

That means your introduction to the plan should focus on its benefits.

How is this going to address the problem and what is your organization going to get out of it? Think increased profits, lowered costs, new products on the market, more satisfied clients, increased brand awareness, etc.

What is the anticipated impact of your project or idea? Focus on wide-ranging effects for a more impressive presentation.

Step Three: Specify Deliverables and Success Criteria

Deliverables are the results of your project. Think about it as the components, both tangible and intangible, that you’ll be delivering. Include the functions and characteristics of each deliverable, such as what it will do, how it will work, and what benefit it will have. Include details such as due date and key tasks required to successfully carry out each deliverable.

Alongside the definition of deliverables are the success criteria. It’s important to specify how you’ll know if each deliverable has been successfully created, as well as the project as a whole. Whenever you’re presenting objectives or criteria for evaluating success, use the SMART goals approach. SMART stands for specific, measurable, achievable, realistic, and time-bound. You can try using a roadmap template to visualize these deliverables and delivery dates.

Step Four: Outline Project Resources

In order to execute a project, you will require resources. Generally in a project proposal you will divide this definition in two. First, an overall estimation of resources in a common language , financial . So you will translate every resource into budgeting terms and define an investment number. Then, you will break down these financials into: assets (i.e.: technology, infrastructure), human resources, services (i.e.: advertisement, consultancy).

Step Five: Outline your Schedule

In this section you will combine deliverables and resources to generate a high level roadmap. Main points to highlight are start and end of the project, delivery dates and resources usage times. In this way you will materialize the proposal in high level activities.

Step Six: Executive Summary

Once the detailed version of your project proposal is complete, it’s time to summarize it into an executive summary. This summary will include a high-level list of each key element of your proposal. The idea of the executive summary is to be able to summarize in one page all the proposal, in a way an executive can grasp the overall scope.

How to Present a Project Proposal to Stakeholders

Your project presentation will follow the basic steps detailed above. Here is a project proposal example structure using project proposal templates to help you get started on your presentation.

Slide 1: Cover Slide with Project Name

Like in all presentations, you don’t dive into the main part of the presentation without introducing the name of the project and yourself as presenter. Covers slides provide some visual stationary previous the presentation kick off. As a recommendation, set a project name that will make it memorable.

Slide 2: Table of Contents

Audience members will have an easier time paying attention if they know what to expect from your proposal presentation. See the following slide for a common project proposal table of contents format. When presenting it, do not dive into details. The agenda slide is aimed to set a mental state in the audience on the structure of the information will follow. It is a presentation best practice to prepare the audience.

Slide 3: The Problem

Summarize your problem statement in one or two sentences. Be BOLD . When creating this problem summary, make sure to touch upon what the problem is, why it is a problem, how this problem manifests, who this problem affects, and what is the fallout of this problem. Make sure your message is directed to the real pain to solve. Avoid repeating the detailed problem definition; the audience can drill down in the documentation for the facts behind your statements.

Slide 4: The Solution

As the first slide that formally introduces your projects proposal, this slide should briefly communicate what it is you are proposing to do. You can frame this slide in terms of the solution to the previously mentioned problem or you can introduce it as your plan. Either way, make sure this project introduction is no more than 1-3 sentences long. You’ll have time to specify other details in later slides. At this point of the presentation, your audience curiosity starts to peak, and you need to build your persuasive speech.

Slide 5: Goals and Benefits

For this slide, you want to briefly list the main goals for what you want to achieve with your project, as well as the top benefits your project will generate for the organization. While there may be a much larger list of these two components in your project proposal document, you’ll want to present the most important/relevant here. Try to group goals and benefits into categories. Remember that what you put on your PowerPoint slides is only the tip of the iceberg when it comes to your presentation. You can and should give more details in the spoken part of your proposal presentation.

Slide 6: Deliverables and Success Criteria

Without going into too much detail, list deliverables, due dates, and criteria for acceptance for your main deliverables.

Slide 7: Project Management Strategy

State the project management strategy you’re planning to use to manage the project. You can’t assume everyone in your audience will understand what each project management strategy entails, so you should also provide a brief description of your choice. These templates detailing the Scrum , Kanban , and Waterfall methodologies can give you ideas of how to summarize your chosen methodology.

Slide 8: Budget

The budget slide remains pretty simple. Report both the total budget you anticipate for the project as well as a general breakdown of the budget into the main categories. Providing the percentage of each category of the budget is helpful for stakeholders to conceptualize it. In the Project Proposal Presentation template we have included a project budget slide (in slide #9) with a data table that can be used to present the Budget information.

Slide 9: Project Requirements

Other than budget, what’s needed in order to complete your project? Will you need human resources, specific software, equipment, or a special location in order to execute your project? Add a simplified list here of the main requirements.

Slide 10: Project Proposal Timeline

You will not be able to present the entire project timeline in a simple project proposal presentation. However, you should present an overview of the timeline, including major phases and deliverables. Instead of presenting a simple chart with deliverables and dates, we recommend placing your timeline of deliverables and phases in an actual calendar. This puts your timeline in a visual context of quarters, months, or weeks, allowing audience members to have a clearer concept of how long this project will take.

Slide 11: Conclusion

Close your project proposal with a very short summary of the project, similar to what you wrote previously when introducing your solution. The point of this is to remind your audience of the overarching reason for this presentation, especially after going over potentially less-than-inspiring details like budget and requirements.

Slide 12: Thank You Slide

Don’t forget to thank your audience for listening to your project proposal. Add your contact information in case this project proposal is sent over email and reviewed individually.

Final Words

In this article we had reviewed the definition of project proposal, its main structure and a guide on how to present it to your stakeholders. For further reading about presentations skills , here is a guide to improving your public speaking skills that will help you present your project proposal even more effectively. Hope you had enjoyed the reading.

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Project Execution, Project Management, Project Planning Filed under Business

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Project Proposal

Free templates for project proposals for powerpoint and google slides.

Make your Project Proposal stand out with these free templates. Perfect for your next pitch, data analysis and ideas.

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Free PowerPoint Project Proposal Templates

By Kate Eby | July 6, 2023

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An effective project proposal communicates a project’s objectives, strategies, timeline, and benefits. Use these PowerPoint project proposal templates to organize and convey this information, outline your plans, and inform stakeholders and sponsors.

Included on this page, you’ll find a one-page project proposal template , an IT project proposal template with an IT-specific cost breakdown , a software project proposal template , and more.

Project Proposal Template for PowerPoint

Download the Project Proposal Template for PowerPoint

Use this template's table of contents to outline your project proposal presentation. The template includes slides where you can elaborate on the problem, its context, and your proposed solution. A dedicated slide for listing project goals and benefits allows for a detailed spoken explanation during your presentation. A slide for listing deliverables lets you detail project outcomes and their success metrics. This template also features typical budget and timeline slides, where you can provide vital information for sponsors, project teams, and other stakeholders, but also includes editable tables for conveying complex budget and schedule information simply. A requirements slide allows you to outline required resources such as personnel, software, and equipment. Use this template to explain your project, persuade sponsors, and address their questions.

Detail your project’s executive summary, goals, deliverables, resources, and more with this collection of free project proposal templates . Outline key project information with a downloadable template from this collection of free project overview templates .

One-Page Project Proposal Template for PowerPoint

Download the Sample One-Page Project Proposal Template for PowerPoint Download the Blank One-Page Project Proposal Template for PowerPoint

Use this template to clearly and succinctly present standard project proposal information, such as the executive summary, project background, and objectives, but without the hassle of arranging slides. This one-page project proposal template provides a complete picture of your proposal at a glance. Communicate your proposal's budget estimate with a simple chart, then outline your project phases with their corresponding tasks and start and end dates. Use this template to list any potential risks alongside your mitigation strategies. The sample version of this template serves as a useful guide for creating and presenting your own one-page project proposal.

To present more detailed project timeline data to your sponsors, team, and stakeholders, check out this collection of free PowerPoint project timeline templates .

IT Project Proposal Template for PowerPoint

Download the IT Project Proposal Template for PowerPoint

Though this template includes standard project proposal content, such as goals, deliverables, budget, and timeline, it also features slides for including information that is unique to IT projects. Use this template to briefly list the project sponsor, owner, funding sponsor, facilitator, and other vital stakeholders, along with their specific roles. In the Scope of Work section, highlight how your project affects IT functions, processes, consolidation, and other systems. The project budget slide features estimates for IT-specific costs, such as technical staffing, training, hardware, and software investments. Use the timeline to communicate project task milestones and deadlines. 

Check out this collection of free project summary templates to highlight and share project details with sponsors and stakeholders.

Software Project Proposal Template for PowerPoint

Download the Software Project Proposal Template for PowerPoint

This project proposal template includes dedicated slides for software development aspects such as hardware compatibility, deployment, testing, and documentation. It allows you to inform your project sponsor, team, and stakeholders about potential software project obstacles, as well as industry, market, and budgetary risks. Use the timeline slide to create a succinct project overview, listing milestones and their corresponding deadlines. In the template’s budget section, present any required investments and their associated costs and structure. Additionally, this template provides space to highlight any training and support your software project might require.

Document project objectives, deliverables, workflows, and more with this collection of free project scope templates for various project types.

Examples of a PowerPoint Project Proposal

Many companies do not release project proposals to the public due to their sensitive or proprietary nature. However, other types of documents — such as project plans and business strategy outlines — resemble project proposals in structure and content. 

For example, this project plan from the New York State Department of Transportation details a plan for a major infrastructure project involving the replacement of several bridges, with strong attention to safety, environmental considerations, and minimizing impact on traffic and communities. Notice how the presentation contains an organized structure, a clear statement of goals and project scope, and helpful images.

Review alternative documents like this one to gain insights into the planning process, understand the rationale behind project decisions, and develop effective project proposals of your own.

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Project Proposal PowerPoint & Google Slides Presentation Templates

Every professional knows everything starts with a Project proposal. A good project proposal PowerPoint template should pinpoint the market gaps and how your company competes to fulfill those opportunities accurately and effectively. You can use SlideUpLift’s editable project proposal PowerPoint templates to close deals with your clients or present a business pitch to management or investors. 

You can also use project proposal presentation slides to list your business experience and reach, showcase your project strategy creatively, accurately put across your project timelines, and highlight your organization’s and team members’ strengths to various stakeholders. These project proposal PPT templates are compatible with PowerPoint and Google Slides.

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What are project proposal slides.

Project proposal slides are visual presentations that summarise the specifics and significant components of a project. They are used to convey project concepts, objectives, strategies, and prospective outcomes to stakeholders, clients, or decision-makers. During presentations, these project proposal slide templates serve as a visual assistance, helping the presenter to effectively express the project’s value proposition, scope, approach, and projected advantages.

What Are The Uses Of Project Proposal PowerPoint Templates?

Project proposal PowerPoint templates are intended to help people and organisations create professionally attractive presentations for project proposals. These templates provide a structured style and pre-designed slides that can be quickly customised to highlight project specifics and effectively communicate critical information. Here are some common uses of project proposal PowerPoint templates:

• Presenting project proposals:  The primary function of project proposal PowerPoint templates is to communicate project proposals to stakeholders, clients, or decision-makers. The templates give a structure for clearly outlining the project’s objectives, scope, timetable, budget, and expected outcomes.
• Communicating project ideas:  These project proposal PPT templates aid in the visual communication of project ideas, concepts, and tactics. They serve as a platform for illustrating the project’s vision, explaining the problem it seeks to solve, and outlining suggested solutions or techniques.
• Creating a professional image:  Project proposal PowerPoint templates include attractive designs, layouts, and visuals. Using these templates, presenters can build a polished presentation that boosts their credibility and leaves a great impression on the audience.
• Streamlining information:  Project proposal PPT templates provide pre-designed slides for components of a project proposal such as executive summary, project overview, methodology, deliverables, team members, and deadlines. This assists presenters in successfully structuring their topic and ensuring that all necessary information is presented.
• Saving time and effort:  Presenters do not have to start from scratch when using project proposal PowerPoint templates. They can start with the available slides and layouts and then modify them to meet the needs of their individual project. This saves time and effort while creating a new presentation.

What To Include In A Project Proposal Slide PPT Template?

It is critical to include vital information that successfully conveys your project’s objectives, scope, methodology, timeframe, and projected outcomes when producing a project proposal slide PowerPoint template. Here are some essential elements to include in a project proposal slide PPT template:

• Project Title: Indicate the name of your project clearly.
• Your name and contact information: Include your name, job, company, email address, and phone number.
• Background: Give a brief summary of the issue or opportunity that the initiative seeks to solve.
• Objective: Clearly define the project’s major goals and what you intend to accomplish.
• Define the problem or difficulty that the initiative seeks to address.
• Emphasise the importance and possible effect of addressing the issue.
• Describe the project’s boundaries and constraints.
• Clearly define what is included and what is excluded from the project.
• Explain your technique or process for achieving the project’s objectives.
• Provide a summary of the project’s steps, activities, or tasks.

Where Can I Download Project Proposal PowerPoint Slide Templates?

SlideUpLift offers excellent PowerPoint templates for project proposals that will save you time while building one. Simply download the project proposal slide template in PowerPoint or Google Slides and make the necessary modifications. While on the job, when presenting to clients, the project proposal PowerPoint slide can help you engage the audience and set the stage for a successful presentation. However, it is critical to personalize and adapt it to your audience and circumstance.

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Software Proposal Template

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Animated & interactive project proposal presentation, free google slides theme and powerpoint template.

Voilà ! The template you need for a successful project proposal. We have a lot to tell you! To start with, the placeholder text is in French, in case you need this amazing language for the presentation, although it's a very simple text to modify and adapt. The blue and cream green slides offer a minimalist style with geometric strokes that give it that professionalism you're looking for. Finally, it's a magical presentation! What we mean is that we've given the template some animations to make it more dynamic and interactive. What a complete design!

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Software maintenance project proposal powerpoint presentation slides

The more complicated the program, the more upkeep it will most likely require to ensure its continuous usage. Why and how much are the obvious questions. Because each software product is unique, this changes and is a bit of a loaded subject. It is feasible to reduce maintenance costs by careful planning and execution, but if you are not diligent, you may end up spending more to maintain your product than it did to produce it. Downloading our software PowerPoint templates is the perfect way to get started on your next maintenance project proposal. Our templates are easy to use and can be customized to fit your specific needs. Plus, they’re backed by our team of experts who are available 24/7 to help you out with any questions or concerns you may have. So, download our ready-to-use project proposal ppt to get started today and see how easy it can be to create a stunning presentation that will wow your audience.

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Presenting Software Maintenance Project Proposal PowerPoint Presentation Slides. You can open and save your proposal in various formats like PDF, JPG, and PNG. The template is adaptable with Google Slides that makes it easily accessible at once. It is easily available in both standard and widescreen. Alter the colors, fonts, font size, and font type of the proposal as per your requirements.

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Content of this Powerpoint Presentation

Slide 1 : This slide introduces Software Maintenance Project Proposal. State Client name, Submission date, User assigned and begin. Slide 2 : This slide displays Cover Letter. Slide 3 : This slide displays Table of Contents of the presentation. Slide 4 : This slide shows Table of Contents of presentation. Slide 5 : This slide describes Project Context and Objectives for Software Maintenance Services Slide 6 : This slide shows Table of Contents. Slide 7 : This slide shows Plan of Action for Software Maintenance Services Slide 8 : This slide represents Scope for Software Maintenance Services Slide 9 : This slide displays Timeframe for Software Maintenance Services Slide 10 : This slide showcases Additional Service Offerings for Software Maintenance Proposal Slide 11 : This slide displays Table of Contents. Slide 12 : This slide showcases Investment details for Software Maintenance Services. Slide 13 : This slide showcases Investment details for Software Maintenance Services. Slide 14 : This slide showcases Investment details for Software Maintenance Services. Slide 15 : This slide displays Table of Contents. Slide 16 : This slide shows reasons for choosing us for Software Maintenance Services Slide 17 : This is About Us slide to showcase Company specifications. Slide 18 : This slide displays Awards and Recognition for Software Maintenance Services Slide 19 : This slide shows Our Team with Names and Designations. Slide 20 : This is Our Team slide with Names and Designations. Slide 21 : This slide shows Table of Contents of the presentation. Slide 22 : This slide displays Client Testimonials with Names and Designations. Slide 23 : This slide shows Client Testimonials. Slide 24 : This slide displays Case Study for Software Maintenance Services Slide 25 : This slide shows Table of Contents of the presentation. Slide 26 : This slide describes Statement of Work and Contract for Software Maintenance Services Slide 27 : This slide depicts Table of Contents. Slide 28 : This slide showcases Next Steps for Software Maintenance Services Slide 29 : This is Contact Us slide with Address, Email address and Contact number. Slide 30 : This is Icons Slide for Software Maintenance Project Proposal. Slide 31 : This slide is titled as Additional Slides for moving forward. Slide 32 : This is About Us slide to showcase Company specifications. Slide 33 : This slide displays Vision and Mission statement. Slide 34 : This slide shows 30 60 90 Days Plan. Slide 35 : This slide shows Timeline process. Slide 36 : This slide depicts Roadmap process.

Software maintenance project proposal powerpoint presentation slides with all 36 slides:

Use our Software Maintenance Project Proposal Powerpoint Presentation Slides to effectively help you save your valuable time. They are readymade to fit into any presentation structure.

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December 28, 2021

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