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ENGL 303: Technical Writing Internal Proposal Memo Instructions
The purpose of an internal proposal is to explain how you plan to make a recommendation about taking advantage of an opportunity, using an innovation to meet a need, or which innovation or cutting-edge solution(s) or treatment(s) resolves or mitigates a problem (or can potentially resolve or mitigate, a potential that is worth the risk to change to or adopt). These include new technologies, new areas of research, or other innovations. Format this as a memo to Dr. Birkin through me. See the Ubiquitous Style Guide about the formatting of Ubiquitous memos. Read over the instructions below and keep them in mind as you research your topic further. After a standard, one sentence purpose statement, the body of an internal proposal requires the following sections:
1. Summary For memos of three pages or longer, a summary is required. A summary gives an overview of the memo: it gives a summary of the background of the problem or opportunity, a brief description of the problem or opportunity, a summary of your planned tasks (using the conditional “would” because you cannot assume your proposal will be authorized), a summary of the project schedule, and a summary of the writer’s credentials.
2. Introduction Following the summary, the introduction briefly describes or defines the problem or opportunity that this report emphasizes. You can use a specific incident to highlight the problem. For instance, for a paper on reducing bullying, a recent incident of bullying of a Raccoon City Jr. High School student is a specific incident. However, it is an example of a greater, more general problem affecting many schools in our country which you can turn into a proposal where you will do research on what solutions may best resolve or mitigate that problem. While a case study or incident is not required, if there is a real- world incident, situation, event, etc., that can help your reader see the immediacy of your topic or to see its importance or potential, I would recommend you include one. At the end of the introduction, in a separate paragraph, state the reasons why you are committed to performing this project and close the section by briefly stating how you are qualified to perform this project: state your education background (major, degree, classification) and current understanding of the field or industry. Do not use “because I want to pass this class” as a why you are committed to performing the project. You can say that the topic you are writing on interests you, or it is connected to your field of study, or that you want to help Ubiquitous expand (or to fulfill its mission as a benefit corporation) and the topic chosen is one you feel has the most potential. Close the introduction with a “road map” of the rest of the proposal (in other words, list the sections that follow the introduction).
English 303: Technical Writing Internal Proposal Assignment Instructions—2
Writing in first person is acceptable in this memo (first person is normally not acceptable in technical writing). However, overuse can feel immodest; for instance, “I found the main cause of X to be…” instead of “The main cause of X is…” Use first person when you need to (for instance, when you discuss your qualifications), but no more than that.
3. Current Situation This section has multiple subcomponents within it. Causal Analysis. Explain in some detail what is causing the problem or creating the new opportunity (the one described in the Introduction section) as well as are the effects of the problem or effects of the opportunity (effects of not taking advantage of it, effects of taking advantage of it). You want to show your primary audience that you are fully aware of why the problem or opportunity is important to investigate. Available Solutions/Approaches. Next, suggest what existing solutions, treatments, or approaches are available, based on research, but do not recommend or imply what solution you think will best solve the problem (even if obvious—do not make a formal recommendation) Even if your paper will be about showing your audience that they should adopt product X, your internal proposal will state that you are researching to prove or disprove that product X is what the audience should adopt or use. As for new opportunities, as they are new, maybe Ubiquitous is unaware of the opportunity; maybe the opportunity is so new there are a few competing types of research or competing attempts to take advantage of the opportunity. Which one should Ubiquitous either join or try to do themselves (to beat the competitor to the finish line? For example, there are a few private companies along with NASA working on creating rockets capable of cheaply delivering payloads into space. Just because one company is working on a railgun to launch payloads into space does not mean Ubiquitous could not do their own research and development to create one (though if the others have a head start, you would need to take that into consideration in making your recommendation of what direction Ubiquitous should go in). Therefore, you need to do research: research to not only learn about the problem or opportunity but research to also discover which solution or approach is the most feasible/possible. But what if your white paper topic is about a new idea, a new technology? Such a proposal would seemingly be making a recommendation from the beginning—however, that is not so. What you are doing is proposing to research this new idea, this new technology to see if it really is possible as well as feasible. Finally, you will need to research objections, obstacles, and reservations that an organization will have toward adopting your recommendation, your suggestion.
English 303: Technical Writing Internal Proposal Assignment Instructions—3
Scope. A scope is an explanation of what topics about the problem that you intend not to discuss and why. For instance (not an exhaustive list):
• You can only work on the project within the limits of the quarter system, so certain things about your problem you will not be able to discuss.
• Some types of solutions, while effective, might obviously be not feasible (the solution costs more than the Corporation makes in three years, for instance), and thus will not be discussed in your project.
• The problem reported affects many industries, but you are focusing on just one industry in particular (as a one size solution, for the particular problem being discussed, may not fit all, or that your knowledge and expertise is limited to only one of the industries or fields of study affected).
Give insight into what those areas are and why they are being excluded. Context of Research. Afterward, you will present the context of research that explains your research plan for finding out what the best possible solution to the problem is. The context of research content area must answer the following questions:
• Where are you getting your research from? • What is the focus or subject of your research efforts? • What type of research are you gathering, primary, secondary, or both? • What forms of research are you gathering (books, articles, online Websites)? • Who, if any, are you going to interview? If you interview someone, you need to
have a transcript of the discussion; you do not need to include any pleasantries or off-topic parts of the discussion in the transcript. Also, make sure the person knows you will be transcribing the interview. You will need to include the interview in an appendix in your white paper.
Conclude the section by providing a brief statement of organization, (for example: “The following sections of this memo include…” where you explain to your primary audience what information is to appear throughout this proposal after this content area.
4. Project Plan/Proposed Tasks This content area is foremost a numbered list that details what you plan to do (the proposed tasks) in finding a solution to the project. With each step, you will give a description of what you ideally intended to accomplish with the project plan. You are not aware yet what the best solution to the problem is or what is the best approach to taking advantage of an opportunity is. Even if your topic is a specific solution, technology, etc., you are not aware yet if the solution, technology, etc, is possible and feasible for your audience. At this stage, the only things that you do know are that the problem or opportunity exists, it needs solving or exploiting, and a solution must be found or that the opportunity must be taken advantaged of.
English 303: Technical Writing Internal Proposal Assignment Instructions—4
Therefore, your goal is to sell to your primary audience a plan for how you intended to find that solution. Seeing that the endgame is to make a recommendation to Ubiquitous as to what that solution or approach will be, you must research other solutions or approaches to be analyzed and evaluated towards deciding upon the recommendation you will make. You can also include one or more solutions of your own making. In the end, the best way to think of the project plan is to see it as “what you will do” not what you have done. Tasks may include such items as investigating the extent or seriousness of the problem, acquiring an understanding of the problem, identifying options for addressing the incident or problem, identifying criteria by which you will judge the solution options, describing the techniques used to identify specific options, analyzing the data or evaluating the options, and preparing a technical report. Two common tasks are completing a criteria analysis and a feasibility test/study. A criteria analysis compares similar items to determine the best one, based on a set of criteria. Each criterion has a score and each item being compared is given a score for each criterion. The scores are added up and the winner is the one with the most points. However, the best item based only on a criteria analysis may not be one that is feasible. Therefore, a feasibility test or study is often done as well, based on a new set of criteria. Usually, a feasibility uses “yes/no” or “pass/fail” and not a scoring system (though there are times when a scoring system makes sense). This section also includes a Gantt chart (a visual summary of your schedule of tasks). Placing the Gantt chart in this section gives further context to the methodology by providing a concise way of analyzing the time to completion of the project. Title the Gantt chart “Schedule of Project Tasks.” Below is an example, for illustrative purposes only, of a simple Gantt chart.
Tasks Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 1. Research the problem
2. Research solutions/opportuniti es/technology
3. Compare solutions/approaches
4. Compare feasibility of solutions/approaches
5. Recommend best solution/approach
6. Write the white paper
Figure 1. Schedule of Project Tasks
English 303: Technical Writing Internal Proposal Assignment Instructions—5
Even though a Gantt chart looks like a table, treat it as a figure. Refer to the Style Guide for more information about working with illustrations. Do not blindly follow the Gantt chart example above: your Gantt chart will depend on your topic and how you will approach it and so there may be some small differences. The timeline matches the course schedule (ignoring the first week, thus Week 1 above is actually week 2 in our quarter. The white paper is officially assigned week 6 of the quarter which is Week 5 in the Gantt chart). If you want, you can have 10 weeks in the Gantt chart, but that will be difficult to do and have it look nice. You can go down to font-size 10, Times New Roman for a table or chart, but no lower. All figures and tables must fit within the paper margins (with the standard 1-inch margin). Try to not split a table or figure across two pages. Use approved colors in creating the Gantt chart: for the table row header use Ubiquitous Light Blue (official) for the background and black for the text (as per the Style Guide), and for indicating ranges of time, the only approved colors you cannot use are black and Ubiquitous Light Blue (official). The example above uses Ubiquitous Red (official).
5. Experience/Qualifications Here, you need to be extra persuasive to your audience. You must be able to convince your primary audience that you are capable of performing this project. In rhetorical terms, this section is where you develop your ethos (prove your credibility). Discuss skills that fit your topic (discuss briefly each skill in a separate paragraph):
• Any knowledge (including classes and experience) that connects or overlaps with your topic
• Problem-solving • Researching • Writing
Be prepared to explain the extent of your capabilities with each of these skill sets; do not just list your skills, or list your experiences: show your reader, prove to your reader that you have these skills.
6. Costs and Benefits While many proposals include budgets, the purpose and context of your report may be such that you do not have a budget to discuss. Also, for some topics, especially cutting- edge topics, determining costs may be nearly impossible. However, your audience will be concerned about costs and benefits, so even if you can only discuss costs in general terms or possibilities, you need to do so. You must discuss benefits to the Corporation or a specific industry or the public. For speculations on costs or benefits, try to make them persuasive; especially for benefits, show your audience that there is a high confidence in the possibility of the benefits and that the idea is feasible and so worth the cost risks (again, try to give some rough numbers at least).
English 303: Technical Writing Internal Proposal Assignment Instructions—6
7. References Referenced information used in your document is best summarized or paraphrased. Keep quoting to a minimum. Make sure your reference section(s) includes all references used (whether quoted from or not) for all sections of your document.
- 7. References
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